Knowledge Base & Guides

How does Submetered Electricity calculate?

When units have dedicated electric submeters, RentFlow subtracts previous readings from current readings and multiplies by your configured kilowatt-hour rate.

• • Meter Rollover Protection: If a 4-digit meter resets from 9999 to 0050, RentFlow automatically detects the rollover and computes the exact consumption.
• • Minimum Charge Flooring: Optionally set a minimum fee (e.g. ₱200 minimum power fee even if vacant).

How does Master Water Headcount Splitting work?

Philippine boarding houses and apartment complexes often share one master water utility meter. RentFlow divides the master bill across all active occupants with exact occupant-day proration.

• • Min/Max Guardrails: Configure minimum billable heads (e.g. minimum 2 heads for 2BR).
• • Self-Explaining Invoices: The exact master reading and headcount arithmetic is printed directly on each tenant's PDF statement.

Setting up Bedspaces & Dormitory Bunk Beds

RentFlow treats individual beds as first-class rentable units. You can nest beds inside physical rooms so every occupant has their own lease, security deposit, and payment history.

Parent container rooms are not counted toward your subscription plan limit — only active rentable child bedspaces count.

Configuring Included Services vs Add-On Fees

Specify which amenities are bundled free in rent (e.g. High-Speed Fiber WiFi, Drinking Water) and which are optional monthly add-ons (e.g. AC Appliance Fee ₱500/mo, Motorcycle Parking ₱300/mo).

Move-In / Move-Out Inspection & Deposit Settlement

Avoid deposit disputes with RentFlow's 9-point inspection checklist. Upload move-in photos of walls, fixtures, keys, and initial meter dials.

1. Move-In Inspection: Record initial meter readings and condition photos before handing over keys.
2. Deposit Escrow: Advance rent and security deposits are escrowed in the tenant's ledger.
3. Move-Out Checkout: Document repairs or cleaning deductions with receipts.
4. Automated Settlement: Remaining balance is computed and formatted for return to tenant.

Automated Lease Renewal & Expiry Alerts

RentFlow monitors lease expiration dates across your properties and triggers automated notifications so vacancies are never left empty unexpectedly.

Landlords and tenants receive notifications prompting contract renewal or intent-to-vacate notice.

Sequentially Numbered Digital Receipts (OR)

Issue sequentially numbered, gapless electronic receipts for every payment received via GCash, Maya, cash, or bank deposit.

Receipts are stored permanently and cannot be silently deleted or altered, ensuring audit readiness.

Late Penalties, Grace Periods & Auto-Waivers

Set customized grace periods (e.g. 5 days from due date). Late fees accrue automatically based on flat charges or percentage interest on arrears.

• • First-Offense Auto Waiver: Optionally waive late fees automatically for a tenant's first late incident.
• • Landlord Discretionary Waiver: Landlords can waive late fees with recorded written justification.

What can Tenants do in their Portal?

Tenants receive their own login link to access their private portal from any phone or computer without messaging property staff for copies:

• • View & Download PDF Bills with transparent utility formulas
• • Submit Maintenance Tickets with photos of leaking pipes or repairs
• • View Landlord Payment Instructions for GCash, Maya, and BDO/BPI
• • Acknowledge House Rules and view building WiFi passwords