Help & Support
If your question is not answered below or you have a problem using the app - please email us directly from the app (using [Send email] option in the About tab; the email includes diagnostic information to help us identify problems) or email us at support@landlordy.com.
App Tutorial
Check out the Landlordy tutorial to get an overview and learn the first steps in the app.
Changelog
To learn about what has been improved, changed or fixed in every app update, check out the Landlordy changelog.
Frequently asked questions
How to change the default currency?
How to delete a property, tenant, invoice, etc.?
How to set up a multi-family/HMO property with multiple tenants?
How to change the order of the properties in the list?
Where to keep details on security deposit?
What is tenant balance and initial balance?
Can I add or remove reminders myself?
How to include expenses in the tenant's invoice?
How to handle refunds, rebates, insurance payments, etc.?
How to handle a tenant move-out?
How to change the email used for sharing invoices and payment receipts?
How to send rent invoice/payment receipt to multiple tenant email addresses?
What are the available variables for sharing templates?
How to manage attached photos/files?
How to use longtap contextual actions in the app?
How to export/open spreadsheet-compatible .csv file?
How to restore my purchase (made on a previous/different device)?
Does the app support data synchronization between devices?
You can change currency formatting in the Settings tab (premium feature). Please note that selecting another currency will not perform any data conversion using currency exchange rates, the currency settings are used only for currency display and formatting in the app.
To remove a property from your property list, tap on property entry (with an image on the left), then use the [EDIT] button to edit property details. The [Delete] button will be at the top of the screen under [⋮] actions button.
You can find the [Delete] button at the top of the edit screens for property, tenant, invoice, payment and expenses, etc.
There are also longtap action shortcuts available on the lists of invoices, payments, expenses etc. Longtap on a list entry to reveal the [Copy] and [Delete] actions.
In the property edit screen, add an extra rental unit for every apartment (or room) that is leased separately. Then add tenant/agreement for each of the rental units.
At the moment Landlordy supports only one tenant per active lease for the rental unit. If you have a single lease agreement with multiple tenants, you can keep details for secondary tenant(s) in the Notes section. When registering payments from secondary tenant(s) you can use the [Received from] field in the rent payment screen.
Properties and rental units are ordered alphabetically, by shortname/reference. You can modify the shortname/reference of the property/rental unit to set your preferred order (by city, street name, numeric order etc.). Make sure you can easily identify that property/rental unit by its shortname/reference, as it will also be used in other app screens for grouping and identifying properties/rental units, and in exported .csv files and reports.
In the selection pickers properties are prefixed with the house icon while rental units are prefixed with the key icon.
For keeping record on current amount of security deposit use [Deposit paid] field in the Tenant/agreement screen, and use attached files and Notes field to describe anything important related to deposit (dates, changes, amounts and any other notes).
We recommend to keep deposits completely out of the tenant balance/transactions as it is not money you can count as your revenue from financial point of view, also in most countries landlords are legally obligated to keep this money completely separate from operating accounts.
Landlordy uses simplified approach for managing rent financials. In Landlordy tenant balance is always calculated as:
[initial tenant balance] – [sum of all rent invoices] + [sum of all payments].
So assuming [initial balance] is 0 then creating rent invoice with $100 will make tenant balance negative (-$100, which means that tenant owes you $100), adding rent payment after that with $80 will make tenant balance -$20 (tenant still owes you $20).
Tenant initial balance is to account for tenant’s balance at the moment you start using Landlordy. If the tenant owes you, enter a negative initial balance with the corresponding amount; if you owe money to the tenant, set the initial balance to positive with the respective amount. Otherwise, simply leave it blank.
Reminders in Landlordy are populated automatically (and cannot be added or deleted) in the [Reminders] tab when certain conditions in the app data are met, for example:
- when tenant lease (for fixed-term leases) ends within next 90 days - reminder for lease renewal appears;
- when rent payment date (set in the last rent invoice) is due and tenant balance still is negative - outstanding/late rent payment reminder appears;
- when unpaid expense is due or late - reminder for unpaid expense appears;
- when next maintenance due date (for inventory item or appliance) is within next 30 days - reminder for maintenance/service appears.
Reminders also disappear automatically after data in the app changes:
- after new (extended) lease end date is set or lease type is changed to month-to-month (open ended) lease - lease renewal reminder disappears;
- when new rent payment is registered that covers outstanding tenant balance - outstanding/late payment reminder disappears;
- when expense is marked as paid - unpaid expense reminder disappears.
- after new service/maintenance record for appliance/inventory item is added with new service date - maintenance reminder disappears.
Tapping on the reminder will reveal corresponding data section in the app. Long-tapping on reminder will reveal quick actions (if available) - for example:
- quickly add tenant rent payment with unpaid amount (current balance) already filled in
- send late rent notice by longtapping on late/outstanding payment reminder
- mark unpaid expense paid (with today's date) by long-tapping on late expense reminder
- etc.
To include expenses assigned to the rental unit in the next tenant's invoice set the option [Include in rent invoice] in the expense edit screen. This will generate an extra item to be (optionally) included in the next rent invoice.
When you create the next rent invoice for a tenant you will see a [Lines not included] section with an extra invoice line at the bottom of the invoice editing screen – longtap on line to add it to the invoice (you can also adjust the amount/description by tapping on the line). In the same way (with longtap) you can postpone an item from current invoice lines.
To account for any income that is not tenant rent (refunds, rebates, loyalty rewards, insurance payments etc.), add expense with negative amount - it effectively becomes an income record and will be available in the cash-flow reports as income.
When a tenant moves out, update the lease end date with the move-out date in the tenant edit screen and set lease type to [Fixed term] lease. That lets you to keep the invoice/payment history about a former tenant while allowing you to add a new tenant in the same rental unit.
If tenant moves out and you need to write off their remaining balance, create a final rent invoice with a single line item (e.g., “Write-off debt”) and enter the outstanding amount as a negative value. This will add a rent credit that clears the unpaid balance, removes any late/outstanding rent reminders, and keeps a clear record of the write-off.
For adding a new tenant tap [All tenants] in the rental unit dashboard and add the new tenant by pressing [+] button in the Tenants/Rental agreements section.
By default Landlordy uses your default mail app with your default email account configured for sharing rent invoices, payments receipts and other information.
If you have configured multiple email accounts in your email and want to use it for sharing, in the email sending sheet tap on [Cc/Bcc, From] line in the email header, then (after section expands) select the email address you wish to use.
If you are using another email app on your device (e.g. for your business correspondence), you can use [Other sharing options] button and select it when necessary.
You can add multiple email addresses in the tenant email field (in the tenant/lease editing screen) by separating email addresses with space.
When sharing rent invoice, payment receipt or late rent notice, email addresses from tenant/lease details will be automatically included in recipients list in the email sharing sheet.
You can edit sharing templates in the Settings tab by adding your personal details and changing the layout if needed. Use the [Preview] option to check your template (containing fictional tenant data that has all data fields filled). Use the [Reset] option to reset to default template.
Templates let you define what details of the rent invoice, payment receipt, late notice, expense or inventory/appliance will be shared via email, text messages (SMS) or third party apps that support sharing text and/or images/PDFs (WhatsApp, for example). Please note that when sharing vith default messages sending app or third party apps (e.g. WhatsApp) the template subject field may be omitted.
Variables available in all templates:
($todayDate)
($propertyReference)
($propertyAddress)
($unitReference)
($unitAddress)
($tenantName)
($tenantCurrentBalance)
($tenantCurrentAmountDue)
Payment receipt specific template fields:
($paymentAmount)
($paymentType)
($paymentReceivedFrom)
($paymentDateReceived)
($paymentNotes)
Rent invoice specific template fields:
($invoiceDate)
($invoiceTotalAmount)
($invoiceLines)
($invoicePaymentDueDate)
($invoiceNotes)
Expense specific template fields:
($expenseAmount)
($expenseCategory)
($expensePaidTo)
($expenseDatePaid)
($expenseNotes)
Inventory/appliance specific template fields:
($inventoryType)
($inventoryName)
($inventoryDetails)
($inventoryDateInstalled)
($inventoryWarrantyUntil)
($inventoryLastMaintenanceDate)
($inventoryNotes)
($inventoryMaintenanceRecords)
Landlordy app exports transactions (rent payments and expenses) as spreadsheet-compatible .csv file with or without attached photos and PDF files. Select time interval and optionally filter transactions by rental unit, property or owner/company (Pro edition only) in the Reports tab, then tap sharing button and choose [Export as .csv file] option.
If you are exporting .csv file with related attachments (it will be saved as folder with multiple files in it), in the sharing sheet use the [Save to phone] option (other sharing options in the share sheet may not work with folders) to save to Google Drive (or any other cloud file system provider) that supports sharing of folder with multiple files.
You can open exported .csv file with most spreadsheet apps (such as Microsoft Excel or Google sheets). If your spreadsheet app does not recognize number/currency columns for expense and income transactions, change the decimal separator in the [Export data] screen.
If the spreadsheet app is still struggling to open .csv file, try using the [File-Import] menu option in the spreadsheet app (in different spreadsheet apps/versions the Import function is located in different menus). Usually the Import function allows you to specify the column and/or decimal separator for every file you import.
You can attach one or multiple photos and/or PDF files to any property, rental unit, agreement/tenant, payment, expense, etc. that you register within the app.
To delete previously attached photos, tap a photo to get a list of all related photos/files, then longtap on photo to reveal action buttons. You can delete photo or set a key photo/image to be displayed as the main photo for the respective entity (property, rental unit, tenant, payment, expense, etc).
Some of the productivity features and quick actions in Landlordy are available with longtap that brings up contextual actions for the item.
Longtap on tenant name in the property list for quick actions
Longtap to copy (or delete) rent invoice, rent payment or expense
Longtap actions for attached files and photos
Longtap actions in Reminders - send late rent notice, mark expense as paid or quickly add new invoice or payment.
Quickly email or message tenants directly from the Landlordy
Search the internet for information on your specific appliance/inventory item
If you have already purchased premium features on a previous or different device, you can restore your previous purchases on your new device.
1) Make sure you are logged into the Google Play with the same account you used to download Landlordy and to purchase premium features on the previous device.
2) Open Google Play app and download Landlordy on your new device (it has to be downloaded with the same account as on your old device).
3) Launch Landlordy and if premium features are not enabled by default, in the Settings tab open [Upgrade] screen and use the [Restore purchases] button. This should restore all in-app purchases associated with your Google Play account.
The app is currently for personal, single-device use (with all your and your tenant data staying private on your device only, not on our servers in the cloud) and does not have synchronization support between devices.
While you can backup and restore both ways to move app data from one device to another (if you have purchased premium features), it is just a workaround and not replacement of synchronization, as restoring always fully replaces app data on the device with the data from your selected backup. This approach puts you at risk of accidentally replacing your latest changes with the older backup copy of the data.