Email Rent Receipts to Tenants

Automatically email customized rent receipts to tenants using Rentec Direct property management software to streamline the payment process, ensure tenants receive confirmation of payment, and help property managers and landlords stay in compliance.

Rentec Direct understands the importance of complying with the ever-evolving legal complexities of property management and how your software can play a crucial role in facilitating smooth communication between renters and landlords to ensure a seamless rental experience for all parties involved. 

New Law in Illinois for 2024

According to O’Flaherty Law, Illinois landlords must provide rent receipts for each tenant payment. Illinois is not unique to this requirement as, according to iProperty Management, at least 18 other states also require landlords to provide receipts in all or some situations.

Other Areas With Rent Receipt Laws

The requirements can be confusing as they vary by state or even city to city, with no consistent rules across the country. There are variations of what the receipts are to include. Some of the receipt requirements referenced by iProperty Management include:

  • Hawaii and New York require a receipt for every rent payment
  • Washington, Maryland, and Colorado require receipts for cash payments
  • California requires a receipt if a tenant requests one
  • Some states, like Alabama, leave the decision to the landlord
  • Some cities, like Columbus, require rent receipts even though the state doesn’t explicitly require them

The great news is that your Rentec Direct software can automatically send customized receipts to tenants each time a payment is recorded in their ledger and automatically save a copy in the tenant Messaging history. So, whatever your requirements may be, Rentec Direct has you covered.

Using Rentec Direct’s automatic email notifications and customizable message templates, property managers and landlords can automate receipt delivery, freeing up valuable time to focus on other important aspects of property management. This automated option enhances convenience for renters, enabling them to access their receipts anytime for a reliable reference of their financial records. Additionally, it helps property managers maintain accurate records of all payments received.

Automatically Email Receipts to Tenants

After two quick steps, your Rentec Direct account will automatically send tenants a receipt when a payment is added to their ledger.

  1. Customize “Your Payment/Credit Posted,” System Message Template 
  2. Select the Send Payment Emails auto notification for tenants

The following is an example of an automated receipt to tenants designed to include the most common requirements:

  • The date of the payment
  • Amount paid
  • Tenants name
  • Landlord’s name
  • Address of rental property

System Note: Select the “Time of day to send email and text reminders” in the General Preference section of Program Defaults. You can choose a specific time each day or select “Any Time” for messages to be sent on the hour, every hour.

Customize Your System Message Template

In your Rentec Direct account:

  1. Click on Settings
  2. Under Program, click on Message Templates
  3. Click on the paper/pencil to edit the template with the subject Payment/Credit Posted with the type System
  4. Place your cursor where you would like information to auto-populate and use the dropdown to select the Data Fields

Pro Tips:

  • Copy and paste your company name/address/logo to be included on printed receipts
  • Type your manager’s name

Important Note: System messages apply to all tenants set to receive notifications. Adding Data Fields will customize the message per tenant. We advise against changing the purpose of your customization. (For example, you would not want a message intended for a specific tenant to show on all tenant messages)

Learn more: Message Templates

Select the Auto Notification for Tenants

Email Notification preferences can be selected when moving a new tenant in or editing an existing tenant. The following steps walk through editing existing tenants.

In your Rentec Direct account:

  1. Click on Tenants
  2. Right-click on the primary tenant and select Edit Tenant
  3. Under Contact Info, click the Enable box
  4. Click on the paper/pencil icon to view the list of options
  5. Select Send Payment Emails
  6. Click on Submit Changes
  7. Click on Update Tenant

Learn more: Automatic Email Notifications

Automatic email notifications are just one of Rentec Direct’s many solutions to simplify your tasks as a landlord or property manager quicker and more efficient.  

Learn more about the time-saving automated communications with Rentec Direct:

Pro Tip: Contact your state housing bureau for your receipt requirements and electronic communications that must be included in your Lease and Rental Agreements.

Stay Up To Date On New Features:

Check out the Rentec Direct Blog and bookmark this page for exciting news about any upcoming enhancements and product updates: Rentec Direct Blog Product Updates

Have A Feature Request?

Software updates are the result of valuable feedback and input from our awesome clients. If there is a new feature or a software enhancement you would love to see added to Rentec Direct, let us know. Send your ideas and suggestions to success@rentecdirect.com.

About Rentec Direct

Rentec Direct provides industry-leading property management software and tenant screening solutions for real estate professionals. Key features include online rent payments, tenant and owner portals, vacancy listing syndication, accounting tools, and tenant background reports. Founded in 2007, Rentec Direct is the third-largest software in its sector and is consistently the highest-rated by investors, landlords, and property managers. Recognized on the Inc. 5000 list of fastest-growing private companies for eight consecutive years, Rentec Direct was also named Real Estate Company of the Year in the 2024 American Business Awards and listed among the U.S. Chamber of Commerce’s Top 100 Small Businesses. www.rentecdirect.com