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Collections ladder

Five stages. Your words. Every property covered.

Rent collection is a sequence, not a single nag. Author each stage once, balance posted through immediate action, with your own subject lines, email bodies, and texts. Placeholders fill in the tenant's real numbers on every send, a minimum-balance floor keeps the ladder off pocket change, and any building can run its own version of any stage.

See it live, free Explore rent collection
5Stages, each yours to author
Per-propertyOverrides on any stage
FloorMinimum balance before any send
Approve-firstRides your pilot controls
The ladder company-wide
1Balance postedNew charge lands for the periodEmail
2Payment is dueOn the due date, unless already processingEmail
3Still outstandingDay 3, before the late fee landsEmail
4Past dueLate fee included in the totalEmail + text
5Immediate actionDay 14, the final reminderEmail + text
Templates with live data

Write it once. The ladder personalizes every send.

Each stage's subject, email body, and text message take placeholders that resolve from the real lease at send time: the tenant's name, the exact balance, the due date, days overdue, the late fee when there is one, and a pay link straight into their portal. Conditional blocks show a line only when it applies, so a tenant without a late fee never reads about one. A preview button renders the whole thing with sample data before you save.

Placeholders for name, balance, dates, late fee, pay link
Conditional blocks render only when the value exists
Live preview with sample data before anything saves
Stage 4: past due your template
Subject: Past-due balance on your account
Hi {{first_name}}, your account is past due. The outstanding balance is {{amount_due}} {{#if late_fee}}(including a {{late_fee}} late fee){{/if}}, originally due {{due_date}} and now {{days_overdue}} days overdue...
Preview renders: "Hi Jordan, ... $1,850.00 (including a $50.00 late fee) ... 7 days overdue"
Guardrails and overrides

A floor under the ladder, and a switch per building.

Set the minimum balance a stage will chase; anything under it is skipped, so nobody gets a certified-tone email over $2.40. Decide per stage whether leases already in eviction keep receiving reminders, since counsel usually has an opinion. And when one building runs different rules, override just that stage for just that property; removing the override snaps it back to company policy.

Minimum-balance guard per stage
Eviction toggle per stage, off by default on the final notice
Company default, property override, one screen for both
Oak St override stage 5 only
5Immediate action at day 10, not 14Owner of Oak St wants a tighter clockOverride
Skip balances under $25Minimum-balance floor
Leases in eviction excludedCounsel handles those directly
Remove overrideSnaps back to company policy
Approve-first Same rules as the rest of Rentari. Overdue reminders ride your Co-pilot and Autopilot settings: hold every send for approval, or let the ladder run once you trust it. The wording is always yours either way.

Collections questions

What are the five stages?
Balance posted (a new charge lands), payment is due (due date), still outstanding (a few days past due, before the late fee), past due (once late, including any late fee in the total), and immediate action required (seriously overdue). Each stage has its own wording, channels, and timing.
Can one building follow different rules?
Yes. Author the ladder once company-wide, then override any stage for any property: different wording, different timing, different channels. Removing the override snaps the property back to company policy.
Will it chase a $3 balance?
Not unless you want it to. Every stage carries a minimum-balance guard; balances under the floor are skipped so tenants are never nagged over pocket change.
Does the AI send these on its own?
Reminders ride your Co-pilot and Autopilot controls like every other action: keep each send behind your approval, or flip overdue reminders to run automatically once you trust the wording. Either way the message is your authored template, personalized with real lease data.

Stop improvising late-rent emails.

Author the ladder once and let every property, and every tenant, hear it the way you meant it.

Try it free See pricing

Included with rent collection. No per-reminder fee.