Before you begin
- Confirm invoice due dates and check for received payments still waiting to clear.
- Review the tenant contact details and any existing dispute or special arrangement.
- Check account reminder timing, working hours and holidays before relying on a queued message.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
An owner can focus attention on the right overdue item and avoid chasing money that is already waiting to clear.
What the workflow coordinates
The interface ranks arrears, displays due-age information and describes staged reminders queued around account working hours. Messages and delivery statuses are simulated, and no guaranteed collection or automatic legal process is established.
What people review
People reconcile the amount, review context and vulnerability/disputes as applicable, choose proportionate communication and take responsibility for the next action.
Filter the overdue view
Open Rent & payments → Arrears and use search, building and days-overdue filters. Read Overdue in this view and the oldest age on the largest-debt cards, keeping the filter scope clear before choosing a follow-up priority.
The selected tenant/invoices are genuinely in the intended overdue scope.
The selected tenant/invoices are genuinely in the intended overdue scope.
Read the separate ledgers behind the amount
Use Statement from a debt card or open Statements to inspect rent and expense balances separately. A statement can contain amounts that are not yet overdue, so reconcile the overdue invoice rather than treating every current balance as late.
The follow-up amount is linked to the correct ledger, invoice and due date.
The follow-up amount is linked to the correct ledger, invoice and due date.
Review context and any unresolved claim
Read the overdue-invoice follow-up state and related tenant history before contacting the tenant. A repair-claim badge can provide context, but a signed/refused claim status alone does not decide legal liability, offset or the amount still collectible.
Existing correspondence, claims and arrangements have been considered before the next message.
Existing correspondence, claims and arrangements have been considered before the next message.
Check the reminder schedule and allowed hours
Open the account Reminder schedule & quiet hours to review the staged timing and the shared working-day/timezone rules. The observed company summary uses reminders before/on/after the due date and queues automatic messages outside allowed times, with urgent staff repair alerts described as an exception.
The team understands whether a reminder should be due, queued or handled manually.
The team understands whether a reminder should be due, queued or handled manually.
Review the message and assign the next human action
Inspect the existing follow-up state before using Send reminder, and use the message register to distinguish sent, failed and scheduled examples. If a call, payment check or dispute review is needed, record the next action in the team calendar with a named owner rather than sending repeated reminders without review.
There is one clear next action and an owner, with duplicate or inappropriate reminders avoided.
There is one clear next action and an owner, with duplicate or inappropriate reminders avoided.
Monitor delivery exceptions and revisit the balance
This standalone configuration/integration screen is not exposed in the current company or account settings navigation. Its prototype image is retired. Use the adjacent current record or contact the team to confirm this workflow’s availability.
System health and service simulations
This standalone configuration/integration screen is not exposed in the current company or account settings navigation. Its prototype image is retired.
Confirm current availability before attempting this stage.
What you should have at the end
The intended result is an explainable overdue amount and a coordinated next step, with message timing and payment status considered. No reminder delivery, recovery action or payment outcome was verified.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
- Current demo limits: This standalone configuration/integration screen is not exposed in the current company or account settings navigation. Its prototype image is retired.
Useful answers
Why does the statement amount differ from the arrears card?+
Statements show current ledger balances, while Arrears is limited to past-due open invoices. Check due dates and filter scope before comparing them.
Why is an automatic reminder still scheduled?+
The observed workflow queues automatic messages outside the account’s permitted working window or on excluded days. In this prototype all sending is simulated.
Should I send another reminder when a transfer is reported?+
Check Payments first and distinguish pending/received from cleared money. Review the reference and evidence before deciding the next contact.