Arrears Management

The Arrears Management feature in WeconnectU has been designed to effectively manage any arrear amounts due on your Tenant accounts.  Amounts reflected on this dashboard are based on Effective Date of transactions, meaning that only transaction up to the current date will be included on the dashboard.  The Arrears dashboard can be utilised to:

  • Send SMS Reminders to a selection of Tenants in BULK
  • Send Email Reminders to a selection of Tenants in BULK
  • Send Letters of Demand to a selection of Tenants in BULK
  • Bill Interest on Arrears in BULK

Arrears Management Settings - Company Defaults

The default charges and Letter of Demand format can be setup on your Company Settings, on the Arrears Management tab.

If you wish to auto-bill the Tenant with a charge related to Reminders and/or Letters of Demand, then tick the box next to the applicable charge.  If you do not wish to bill, then the boxes should not be ticked.

You should also make your selection in respect of the Default Letter of Demand which you wish to make use of when actioned from the Arrears dashboard.  This can be done by selecting the default format from the drop-down list, and the following options are available:

  • STBB
  • Marlon Shevelew
  • Hadar Incorporated
  • Generic - this version of the Letter of Demand will have your Company logo displayed at the top

The Arrears Management Dashboard

To open your Arrears Management dashboard, select Arrears from the Accounts menu at the top (See example below),

With reference to the example Arrears Dashboard above, note the following:

  • All Portfolios - You are able to select a specific Portfolio from the drop-down list
  • Search Asset or Tenant - Search for a specific Asset or Tenant in this field
  • Show Ageing
    • This features activates the formal ageing panel where all Tenant arrears are shown under the labels : Current / 30 Days / 60 Days / 90 Days / 120+ Days (as shown below).
    • Ageing balances are calculated using the Effective Date of transactions on Tenant Accounts, and are based on all transactions on the account in the various ageing date ranges. No categories are excluded from the calculation.
    • Ageing balances are calculated with the assumption that any payments received are always set off against the oldest debt first.


  • More Filters - select to select any of the following filters available :
    • Last Payment Received - filter by number of days from last payment - More than 30 / 60 / 90 / 120 days ago
    • Lease Status - select Current Leases / Past Leases / All Leases.  The default setting is Current Leases
    • Select Tags (Any of) - utilise this filter to only view Leases where the "Payment Arrangement" or "Handed Over" filters have been activated
    • No SMS Reminder / No Email Reminder Email / No Letter of Demand - can be utilised to identify accounts where you have not yet actioned Reminders or Letters of Demand as per the specified time period indicated in the filter
    • Account Balance / Rent Balance - this filter can be used to exclude certain accounts when viewing the Arrears dashboard.  Please note that more than one filter can be applied at any given time
    • Ageing Balance Filter - can be utilised to view only Leases with a specific ageing period

Sending Arrears Notices from the Arrears Dashboard:

In order to send SMS Reminders / Email Reminders / Letters of Demand to Tenants with arrear amounts, follow the steps below:

  • On the tick-boxes on the left, select the Tenants you wish to include for the Arrears notice
  • From the
    • Create bulk reminder SMS
    • Create bulk reminder Email
    • Create bulk L.O.D Email 
  • Select the Notification Template to be used for the Arrears notice - these can be updated / created on your Company Settings -> Notification Templates
  • Exclude leases that was handed over - this is ticked by default
  • Exclude leases with payment arrangements - tick if you also wish to exclude Tenants with Payment Arrangements from the Arrears notices
  • Click on Send Notifications (example below)

Additional Utility Features on the Arrear Dashboard

  • Rent Balance shown in RED - indicates that more than one month's rent is outstanding
  • Dates for Last SMS Reminder / Last Email Reminder / Last LOD - indicating when last these items were actioned
  • Tags - indicating when a Tenant has been "Handed Over" or if a "Payment Arrangement" has been made
  • Notes icon - activate the Arrears Notes from this icon

The Arrears Notes panel

The Arrears Notes panel can be accessed when clicking on the Tags / Notes icons from your Arrears dashboard.  

The Email Landlord and Tenant features have been moved to the Options drop-down menu on the Notes panel (as shown below):

Functionality available from the Notes form:

  • Email Landlord or Tenant - from the Options menu you are able to Email both Landlord or Tenant, or copy their email and mobile numbers to the clipboard
  • Direct link to the Accounts Dashboard - from the Effective Balance - when selected the system will open up the Accounts dashboard for this Tenant in a separate tab
  • Download the Tenant Account Statement - you are able to download the Tenant Account Statement by clicking on Open Tenant Statement on the Notes panel
  • Download the Letter of Demand - the Letter of Demand can be downloaded by clicking on the Date on which it was sent

  • Arrears Tags :
    • You can activate any of the tags for a specific Tenant by clicking on the Tags on your Arrears Notes:
      • Handed Over - when a Tenant account has been handed over for collection/eviction, you can indicate this by setting the "Handed Over" tag.  All Tenant accounts marked as "Handed Over" are excluded from all Arrear Notices by default
      • Payment Arrangement - if a payment arrangement has been made with the Tenant, you can indicate this by setting the "Payment Arrangement" tag.  You will have the option to exclude these accounts from Arrears Notices when you send any Arrear notices
      • To toggle tags - Tags can be switched ON/OFF by clicking on the tag description
    • Arrears Notes:
      • Notes can be made monthly to have a full audit trail of all actions taken on a Tenant account.  This will also improve feedback to your Landlord.
      • The Notes panel can be closed at the top right.

Arrears Dashboard Export

On the Arrears dashboard from the Options menu on the top right, you are also able to Export all data on the Arrears Dashboard to an Excel file.

The export file includes the following information :

  • Tenant Wallet Reference
  • Portfolio
  • Asset 
  • Mandate Agents (Management Agents)
  • Primary Landlord - including Email and Mobile number
  • Primary Tenant - including Email and Mobile number
  • Lease Type - Fixed / Month to Month
  • Lease End Date
  • Current Rent - current monthly Rent
  • Account Balance Total - the full outstanding balance on the Tenant account
  • Account Balance excl. Deposits - full outstanding balance, but excluding any amount due for Deposits
  • Rent Balance - balance outstanding as per the Rent category of the Tenant account
  • Ageing 120+ / Ageing 90 / Ageing 60/ Ageing 30 / Ageing Current balances
  • Last Payment Date & Amount
  • Last SMS Reminder / Last Email Reminder / Last LOD - date on which the last action was executed
  • Tags - Columns to indicate whether "Handed Over" or  "Payment Arrangement" tags were selected
  • Last Note Date & Last Note - date on which the last Note was made as well as the Last note
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