# Daily use guide

## Start of the day

Open the Dashboard. Review overdue rent invoices, agreements nearing or past their end date, and open maintenance requests. Dashboard cash charts show posted income and expenses, not invoice amounts. A charge becomes cash received only when a payment is recorded.

## New building and unit

Go to Properties → Add property. Enter a name, address, city, and type. Add a description and photo if available. Enable the public website checkbox only when the listing is ready. Save.

Go to Units → Add unit. Select that property, enter the unit number and specifications, and set the monthly asking rent. Keep availability as Available for a rentable unit. Occupancy is determined separately by its agreement.

## Move in a tenant

1. Create the Tenant profile.
2. If portal access is needed, create a User with the Tenant role and link that account in the Tenant profile.
3. Create an Agreement with the correct tenant and unit.
4. Enter start/end dates, monthly rent, agreed deposit, and your reviewed terms.
5. Set it to Active when occupancy should be reserved. Print a copy for signatures.
6. Create the first Rent invoice. Enter the actual agreed amount; prorating is manual.
7. Record any deposit received as a separate Deposit income transaction.

An active agreement reserves the unit regardless of the date. End the old agreement before activating the next one.

## Receive rent

Open Rent invoices → View the invoice → Record payment. Enter the amount, date, payment method, and reference, then save. A tenant may pay in installments. Haven rejects amounts greater than the unpaid balance. The remaining balance is shown in the invoice detail page and tenant portal.

Do not record rent as miscellaneous income. Selecting a rent invoice connects the payment to the right tenant and property.

## Correct a financial mistake

Open the erroneous Transaction → Void record. The record remains in history, and its value is excluded from cash totals and the invoice balance. Add the correct replacement transaction.

To replace an invoice, first void any posted payments, then void the invoice and create a new invoice for that agreement/month. Voids are financial history, not deletions. There is no automatic refund or transfer of money when a record is voided.

## Record expenses

Transactions → Add transaction → Expense. Choose the category, enter the amount paid, select the property where relevant, and add the payment reference or description. Do not select a rent invoice for an expense.

The maintenance request's estimated cost is for planning. Record an expense only when the money has actually been paid. This avoids counting an estimate as an actual expense.

## Resolve maintenance

- A tenant reports an issue from their portal, or management adds it for a unit.
- Management sets the priority and assigns a maintainer.
- The maintainer opens the assigned request and sets In progress, then Resolved.
- Management reviews the result and sets Closed.
- Record a related expense separately when payment is made.

Tenant selection on a management-created request must match an active agreement for that unit. For a vacant unit, leave the tenant field empty.

## Answer support and website inquiries

Support → View a ticket → Add a reply. Replies stay in the conversation. Edit the ticket to mark it In progress or Closed.

Website inquiries arrive from the public contact/viewing form. Open an inquiry, respond using your usual phone or email process, then mark it Contacted or Closed. The app stores inquiries; it does not send email or SMS.

## Month-end review

1. Review issued invoices and remaining balances.
2. Check Income & expenses for the month; select the From and To dates.
3. Review transaction records and references.
4. Export the needed lists as CSV.
5. End completed agreements and create renewals/new agreements as needed.
6. Create the next month's invoices for active agreements.
7. Back up the MySQL database and property-photo storage.

Net cash flow is money received minus money paid. It includes deposits and is not a formal profit figure.

## Staff access

Administrators can create custom staff roles under Roles & permissions. Give only the modules/actions needed for the job. Staff roles are company-wide. Tenant and maintainer roles have fixed record-level restrictions and should be used for external residents and service providers.

Disable departing staff in Users. Password resets invalidate existing sessions on the next request. The current account cannot disable itself or remove the last active administrator.