Collections (overdue rent)
The Collections page is your worklist for tenants who are behind on rent. Instead of opening lease ledgers one by one, it puts every delinquent lease on a single screen, sorted oldest-debt-first, with the context you need to act.
Open Collections in the left sidebar. It’s available to admin, manager, and accountant roles.
What counts as delinquent
A lease appears here when its rent balance is positive — i.e. charges (rent, late fees, other) exceed what’s been paid, as of today. Future-dated charges don’t count, and the security deposit is excluded (it’s tracked separately, not treated as overdue rent).
The summary cards
Across the top:
- Total outstanding — the sum of every overdue balance.
- Delinquent leases — how many leases are behind.
- 31–60 days and Over 60 days — how much is owed in the older aging buckets, so you can see how stale the debt is at a glance.
The workboard
Each row is one delinquent lease:
| Column | What it shows |
|---|---|
| Tenant | Name, plus a “former tenant” tag if the lease has already ended but still owes. |
| Property / Unit | Where they are. |
| Balance | Total rent owed right now. |
| Days late | Days since the oldest unpaid charge came due, with an aging chip (0–30 / 31–60 / 61–90 / 90+). |
| Last payment | Date and amount of their most recent payment — or “never.” |
| Signals | Quick flags: a pledge badge if the tenant submitted an off-network payment awaiting your confirmation, and a late fee badge if one has been posted for the overdue period. |
| Last reminder | When you last emailed them a reminder from here. |
Rows are sorted by days-late (oldest first), then by balance.
Taking action
Two buttons on each row:
- Send reminder (envelope icon) — emails the tenant a past-due notice with their current balance and how overdue it is, and stamps the Last reminder column so you don’t double-send. This is a deliberate, one-off action — it sends immediately regardless of any automatic-email setting.
- Open ledger (book icon) — jumps to the lease’s ledger, where you can record a payment, add a charge, issue a credit, or reconcile a pledge.
Automatic overdue reminders
Separately from the manual button, Habitia can email a tenant automatically once their oldest unpaid rent charge passes 5 days overdue. It sends once per overdue charge (no daily nagging), and the matching alert also shows in Smart alerts.
Whether the automatic email is turned on is a platform setting — if you’re not sure it’s enabled for your account, the Send reminder button always works on demand. The in-app overdue alert appears regardless.
What’s next
- Understanding the ledger — record payments, charges, and credits per lease.
- Recording an off-network payment — confirm a Zelle/ATH Móvil/cash payment a tenant pledged.
- Late fees — how automatic late fees post.