Simplify Your Workflow with Alto Invoice for Operations

Alto invoice for Operations

morning welcome everyone to your next bite size um this one today is managing charges and receipts for property management um so today we're going to show you how to manage tency accounts with alter effectively and share our top tips I'm maglin and I'm one of the alto software trainers as usual joined by Emma who is one of our educational uh content specialist and we are also joined by the Lovely Sam today who is our training team leader and she'll be assisting us with our demo as usual please just sit back and relax um and watch the presentation let's get going um so today uh agenda on screen so we're going to be looking at unlocking efficiency got key insights on uh tendency account management we're customizing charges so essential tips for configuring tendency payments streamlining receipts looking at effective batch processing and overpayment management and then we're going to end with a Q&A as well um whilst TW in outto so what key insights can help us unlock efficiency in tency account management right of course so unlocking efficiencies in teny account management first of all we can understand there could be faster rent Collections and areas reductions so with efficient tency account management we can potentially reduce late payments by 35% with increased operational efficiency and staff productivity 40% faster payment processing with batch receipting improve payment accuracy and handling of overpayments so there could be an 80% reduction in areas with automative systems and then finally enhanced tennis satisfaction and transparency um so there could be a 27% increase in tenant satisfaction with digital platforms so how can we optimize charges stream loine receipts and manage overpayments for maximum efficiency here's now where we're gonna uh Sam's going to share with us her screen and I'm just going to walk Sam through so we're going to we we're talking as this as an example that we're starting that we already have a proposed tency um that we're actually setting it up so what we're going to be doing is we're going to be adding the initial invoice to the tenancy but I'll just give a quick overview of what you can see on this screen as well so on this screen we can see the tenants details we can see the in pink we can see the tency information in blue we can see the property information and in red we can see the landlord information to the right hand side we can also see this is really key to have this set up as well is the what type of management it is and the maintenance so these are really really key areas when you're running accounts through Alto so Sam if you could start for me by we're going to add the initial invoice the quickest way to sort of get into the progression from here U because we got we have got progressions at the top but a really quick way to get to the progression is by just clicking into the screen here and that takes us into the tendency and I've got the progression button here and that will take us into that actual progression okay so from here we're going to go to the actions and we're going to we're going to start to add this initial invoice and what it's going to do it's going to pop up with this little box um and it's going to get us to check all the details are correct so this for example correct on the dates the rental amount uh the deposit scheme uh the dates it starts and everything as well and if you are happy with this you can go ahead and you can click add initial invoice so what we're going to do now is we're looking at that initial charge that is set up automatically but we're going to go through what you can do to check this so where that where Sam is pointing to at the moment if we would like to go to the edit thank you so from here we can see we've got two separate tabs we've got this first tab where we have the different sections so we've got the date okay which is really important we've also got the rental frequency we have who it's charged to um and we've also got the the the charge item is the rent there so underneath there we've also got the description which is the rent for the month H the descri the description can be amended um however just um if you leave the S and the eim because that gives the start date and the end date depending on the charge dates that will automatically generate uh but you can um if you want to just amend that description line and you can see here it's actually pulled through the net amount for the um for the rent charge from the other screen um yeah so that's just our main charge screen from here we've also got the options tab here at the top okay uh this has got lots of um lots of things in here primarily it used to be used if if you wanted to sort of say don't show in arrs or only show in arrs after a certain amount of days but you can also if you want to um produce and send documents so if you wanted a payment reminder to send to your tenants or in this case if you just wanted to send that initial payment advice um payment reminder you can actually click here to produce and send the documents we've got some fields in here for the payment method and the payment reference and this is here this this is what mads wants to cover is this rais days in advance okay um you can see here's automatically pulled through an end date as well for that charge um so as Sam said what we wanted to kind of really sort of show and highlight was the raise days in advance because there's a little top tip that we're going to show you in this webinar as well to how this relates so Sam's just put in seven days for me and we're going to save this charge okay so come back to here and then just click okay and save that charge yeah just want to highlight here as well we can see this little circle next to the monthly so the arrows going round so this is going to highlight that this is going to be a reoccurring charge so your monthly rent has now been set up as reoccurring charge and in the top right you've got the default invoice remarks um and can they be changed yeah you can set them up can you change that default as well yes they can be changed in system administration and the back of the system group settings and you have invoice remarks um so you can you can have multiple invoice remarks and you can also set the default one in your branch just under that what's the show account balance just so okay yeah so that is quite important um certainly if you've got um a holding deposit if I just click onto Vicki's name here that will just bring in Vicki's record here from the side um just to show you how you've got all the information here on on on the system you know right on this screen um but what the account show balance is or show account balance if we take that okay and go to raise these charges when I go to raise selected if I just change this little uh send invoice here just to the drop down to include all it'll give me a preview button and this will allow me to preview that payment that payment advice and by clicking that show account balance what you'll see is obviously this would have your branding on it wouldn't have Auto branding on but you can see the request for payment with the deposit and the rent but because we've ticked that show account balance it actually shows any held monies any holding deposits so it's quite important and you can see here at the bottom we've also got that payment remark that invoice remark could you raise the charges for me okay that moves that charge on to that next month yeah okay so as we said it's like a reoccurring charge as well that's now just going to reoccur that's just going to automatically set each month and raise each month okay so we close that down really okay and where would you then find these um charges once you've done it okay so if I click into the pink bar here that's the quickest way just to go into the tency and what we'll see here if I just go to the overview you see it's still a proposed tency if I come to transactions that's where they they've raised those charges there so you can see that initial holding deposit there we had for2 200 and now they've raised here yeah if you did want to receipt from this screen you can do that via the actions and receip however on this occasion I think what mads wants to show is the battery seips yes I do so as you said you can do it from this screen but if we can go to our property management Dashboard please and we can show where we can batch these receipts if we can click on batch receipts thank you very much and then we can see here as well at the top we've got the payment method type we've got the receip you can change that so you can filter that down we we've got the receipt date so this is the date that you're reting the money in so if for example you were off for two days um and you wanted to come back in and receive the money from Wednesday you could change the date to the six which was Wednesday um you've got any Bank references receipt references and opt to whether you want to send receipts you can also search for individual tenants as well um to receipt individual payments however what I'm going to quickly explain now is how you can you obviously batch receipt which is a much quicker and faster way of doing it been able to do it all in one bulk um but there's also another little tip which I'll share in a second um of what you can actually do now which you couldn't previously do from this screen so Sam can we just show a couple if we can just sort of receipt uh two or three because we want to show how to receipt sort of overpayments and underpayments as well a couple for me your choice yeah and a useful thing as well because on this screen you've got the tenant's name you've got the property address how many items are outstanding so you can click in and see the items that are outstanding okay we've also got a column for any money's held and we can actually use any held monies from this screen as well so if I just give you an example so for Tim here he owes £1,000 I'm actually holding £1,000 if I wanted to use that money I could just select and it would actually use those funds okay underneath here we got Josie so ,500 say in this case Josie only part paid and already paid a th000 I can just put the amount in that the tenants actually paid press my Tab Key and that would just do a part payment yeah also here if I just come down to this next one ,000 you can um if they've overpaid you can put a higher amount in so you can use held funds from this screen you can do a part amount and you can overpay from here thank you um there's just going to highlight a couple of other things here as well um we can see down to sort of the couple at the bottom they've got little pound signs next to their name as well just to confirm this means that they do actually have a guarantor as well so that will just highlight that for you and what's the little triangle as well next to the one at the bottom that means that the tenant SE is still pending so it's not actually fully finalized as of yet and it is still pending at the moment okay so um the other thing that you can see as well Sam can you just click on one of them just so we can show that you can actually open up the payment card as well so when you click on them you can actually individually look at these payment cards and also I just want to highlight it again um in pink you've got the tenant name as well and again you can have these the information if you click on it these are all clickable so it's really quick access of getting to these details that you might need to get to and you can do the same with the address with the property as well which is in blue okay so yeah you can view the cards from here as well so you can have a look as well you can see if there got the money's held you can put in the amount received and you can also obviously opt to use the money that has been held you can do it individually from here okay is there anything you want to add there Sam or no I don't think so um I think by add by this new tency when we've actually raised that um that charge seven days in advance that allows us then to see that on this on this new batch screen whereas previously you couldn't see the rents um until they were until they were due um now that allows you to see those in seven days in advance so if we hadn't ticked that box of see seven days in advance we wouldn't actually be able to see it yet for for another seven days yeah when it's due yeah so this is a brand new part this batch receipts you instead of only been able to sort of batch past payments or payments up to date you can now batch payments so if you know that you have a tenant that is always paying in advance or always pays early you can actually receive that money now as well would you like me to receip Vicky's money as well yes please so if I click into here okay that would use 200 pound of so £1600 outstanding got 00 holding deposit and if she's paid the 1,00 yeah that'll settle that account okay so you see here at the bottom we've got four receipts for 3,600 yeah and in the bottom right hand corner I'm going to batch those receipts together so you've obviously you've got an underpayment and an overpayment there where would they go where would you go to find them okay so you would obviously see them on the individual tenanes if I click into batch receipts it will show uh the remaining so that was Josie that underpaid by 500 so she does remain on that list but you can obviously see that on the ten as well and for the held funds if we just scroll down on here we've got Mon's held yeah and that will put any overpayments into here and that future payments couldn't you yes yeah yeah and we were able to click on those individual ones as well as we did in the other screen and you can see the money's held here brilliant right great I think point we'll open up the Q&A as well and just see um if anyone has got any questions questions just pop them in the chat at the moment I can see Neil and James um both are Alo experts have been giving you a load of value there as we've been talking and but has anyone got any questions on that no pressure this we we've kind of just given a little snapshot of this today because accounts is quite a big area um and it's quite a lot sort of to understand so we kind of want to make this more simple for you to be able to understand on a daily daily on a daily basis of what you can do how to make it easier for yourself as well especially with dispatch receipts and I love the idea that you can now receipt money in that's paid in advance when you couldn't do that before so which is a really new um is that a quick way to send the payment onto the landlord from batch receipts that one over to you s uh so when you have uh receeded the money in it drops into here to land ords to pay yeah and and then from here you're still going through the process of paying your landlords um you I have mine set up um some are by back some are by internet they uh my preferred way is to pay byy backs because that's the quickest way um if I click into one of the landlords that will open up the landlord's record I can see my rent receipt I can see the commission I can preview that statement as well um again that would be on your branding what I see on my statement here is I have chosen to show arear um so U that was that underpayment josi so that is something that can be allocated um on on the landlord's payment group if you want to show um areas um and then that just gives the breakdown okay so I just exit that preview um and if I just close on here so there's several there's obviously a couple of ways to pay your landlords as I said I've got some by backs them by internet um the quickest way is by backs if I just select a couple of landlords to pay so by backy seting it's dropping into that lands to pay I can come straight into here I can pay my landlords I've got two payments there at the bottom bottom right I can just say pay landlords I'm about to post two payments I can confirm that will drop into a backx file for me I can also pay supplies like that and my agency fees so two landlords have been updated so really quick you've batched that receipt that rent in um and you can just go and pay by backs so two backs payments ready to be updated none of due for manual two statements have been emailed so those statements go straight away they're emailed immediately when you pay those landlords if I click onto backs that just takes me into my account section onto my ta payment update and I can see that my landlords are in here waiting to be paid PR yeah and from here I can just choose when I want that to be paid I'm paying out my client account I've got two uh Records to pay and depending on who you bank with you have the different formats uh for the backs um if I click create payment file that would create me a file for me to upload to my bank for the bank to make the payments for me so that's as quick as it can be but you can pay supplies like that and you can actually move your own agency fees like that so my preferred method is by backs to pay thank you very much it's quite a lot to sort of take in isn't it and be able to sort of understand but the we want to help make it a lot more forward don't for our agents as well yeah it's just to show how quick it is to batch that receipt in and then just to pay your landlords bu backs really quickly I think what's great about the dashboard as well is that it really takes you through a journey doesn't it it's it's optimizing it as much as possible for you that every action you take it then moves You On To The Next Step so doing those bch receipts it's already moved it to landlords to pay it's making it really user friendly yeah and you can also see it as like you come in in the in the M start of the day and you can go through the process from this dashboard as well of what you might want to do throughout the day as the start of the day when you're doing your accounts as well so um let's just see do we have any other questions we've had James and Neil um being absolutely amazing and answering the questions as well we have had some come into the Q&A but I think that's probably it for the demo today so um I don't F if you want to share again there you go um so we'll just uh do a poll quickly just to see which area of out of accounts would you like more guidance on um and this is purely really so we can redirect our future webinars to be exactly what you're looking for exactly what you need um so we've got a few options here for you configuring tendency charges receipt processing handling overpayments or general navigation you might look at this list and there's something else you want to know about you can give us feedback on that that can help provide future webinars let's end that and we'll share the results yes so we've got real there I mean there's ones lovely so we've got yeah configuring tendency charges and general navigation is the most but only just um but no thank you for that it just gives us an idea of what to what to provide you next time so as usual um we have all that extra support for you as well we have our Alto essent and where you get to know your Alto inside out with core training packages we've also got our Alto support center as well so we have our support team and our help center which you can easily access um hundreds of articles about specific areas or topics or something that you may need to do in Alto quite easy to search it and of course we have our custom Training options as well and here we go so come to the end of the webinar now um one thing we would really ask you to do is just scan the QR code if you can um if you open up your phone camera and just hold it against the QR code you should see a link pop up um and that's just a feedback link for us um and it's also a space where you can ask for different content that you want available as well thank you everyone for joining us um you are free to go with got back Freedom thank you so much I hope you found it useful um and yeah we'll see you see you in two weeks time