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How do I set up Auto Charges on a tenancy in agentOS?

Auto Charges allow you to pre-set fees that apply automatically to a tenancy, saving time and reducing the risk of missed charges. You can add them directly to a tenancy record or apply them across all tenancies of a particular service type.

An Auto Charge is a pre-configured fee that agentOS applies automatically to a tenancy at a trigger you define — such as when a tenancy is signed, or on a recurring monthly basis. This removes the need to apply charges manually and helps ensure fees are never overlooked.

Setting Up an Auto Charge on a Tenancy

  1. Open the relevant tenancy record.
  2. Click Auto Charges in the left-hand menu.
  3. You will see two options — select the one appropriate to your needs:
    • +Add — Use this to set a charge that triggers upon a specific action, such as "Tenancy Signed".
    • Add Date Specific Charge — Use this to set a charge that triggers on a particular date (for example, on the date a tenancy is signed).

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Field Reference

When adding an auto charge, complete the following fields:

  • Type — Select whether the charge is a fixed amount or a percentage.
  • Amount — Enter the value without a currency symbol; use numbers only.
  • Non VAT Charge — If you are VAT registered, agentOS will add VAT automatically. Tick this box only if you need to prevent VAT being added for a specific charge.
  • Person Type — Select who the charge applies to (e.g. landlord, tenant) from the drop-down.
  • Apply To — Choose whether this charge should also apply to renewals of this tenancy.
  • Apply When — Set the trigger for when the charge should fire. Note: if you add a charge after the tenancy has already been signed and select "Tenancy Signed" as the trigger, the charge will not apply.
  • Offset Type and Offset Days — Use these to set a delay before or after the trigger. For example, you could set a charge to apply one day after the tenancy is signed.
  • Branch Account — Select a branch if you want the charge to be branch-specific.
  • Sales Account — Select the appropriate sales charge type for your records.
  • Nominal Code — Only relevant if your agency uses nominal codes for accounting software. Leave blank if not applicable.
  • Description — This appears on invoices, so use a clear and descriptive label.
  • Recurrence Type and Recurrence — Set how often the charge repeats. For example, select "Monthly" and enter "1" for a charge that applies once per month.

Once complete, click Save & Close.

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Setting Up Service Specific Auto Charges

If you have charges that apply to a large group of tenancies — such as a Find Tenant fee for all landlords on a particular service type — you can attach auto charges directly to the Service Type rather than adding them individually to each tenancy.

To access Service Types:

  1. Click the person icon in the upper right of any page.
  2. Select Object Types, then Service Types.
  3. Select the service type you wish to configure.
  4. Click Auto Charges in the left-hand menu.
  5. Click +Add to add a new charge, using the same field reference above.
  6. Click Save & Close.

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All tenancies under that service type will have these charges applied automatically.

To edit an existing service type auto charge, click Actions next to the relevant charge and select Edit Auto Charge. To remove one, select Delete Service Type Charge.

Need help? Contact support@agentos.com