Help & Support - Landlordy app

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. Read the Landlordy blog for highlights on the most important and exciting new Landlordy app features.


Landlordy Changelog

To learn about what has been improved, changed or fixed in every app update, check out the Landlordy changelog.


Frequently asked questions

What features are included in the paid Personal Edition upgrade?

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?

What is Tenant Initial Balance?

How to handle a tenant move-out?

How to include expenses in the tenant's invoice?

How to change the email used for sharing invoices and payment receipts?

What are the available variables for sharing templates?

How to manage attached photos/files?

How to open an exported .csv file?

How to restore my purchase (made on a previous/different device)?

Does the app support data synchronization between devices?


What features are included in the paid Personal Edition upgrade?

For information on Landlordy features included in the paid Personal Edition upgrade, please read our Pricing page.


How to change the default currency?

Landlordy uses the currency defined by the regional settings of your mobile device. It means there are no currency settings in the Landlordy app itself. You can change the regional settings on your device by opening Settings.app on your device, then navigating to General - Language&Region section and choosing the Region that uses your desired currency.

You might have to re-launch Landlordy to use new regional settings: to force quit Landlordy double tap on Home button (on devices with Home button) or swipe up from the bottom (on devices without Home button) to open app switcher screen, then swipe up the Landlordy screen, and relaunch Landlordy.


How to delete a property, tenant, invoice, etc.?

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 property] button will be at the bottom of the screen. On the same screen you can delete (or add) rental units of your property.

You can find the [Delete] button at the bottom of the edit screens for property, tenant details, invoice, payment and expenses, etc.

There are also swipe action shortcuts available on the lists of invoices, payments, expenses etc. Swipe from right to left on a list entry to reveal the [Copy] and [Delete] actions.

Learn more about this and other shortcuts in the Landlordy app.


How to set up a multi-family/HMO property with multiple tenants?

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.

How can I change the order of the properties in the list?

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.


What is tenant Initial Balance?

Tenant initial balance is for keeping track of your 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.

Tip: to enter a negative balance, use the [+/-] sign button on the number keyboard.


How to handle a tenant move-out?

When a tenant moves out, update the lease end date with the move-out date in the tenant edit screen. 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.

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.


How to include expenses in the tenant's invoice?

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 edit screen – just tap [+] button to add it to the invoice (you can also adjust the amount/description by tapping on the line).

See a 1 minute short video example.


How to change the email used for sharing invoices and payment receipts?

By default Landlordy uses Mail.app with your default email account (configured in the Settings.app in the Mail section) for sharing rent invoices, payments receipts and other information.

You can change your default email account or add additional email accounts in the Settings.app. This article explains how to switch between email accounts on your iPhone and iPad.

If you have configured multiple email accounts in the Settings.app (in the Passwords & Accounts section) and want one of these email addresses for sharing, in the email share sheet tap on [Cc/Bcc, From] line in the email header, then (after section expands) tap the email address you wish to use.

If you are using third party email app (e.g. GMail) on your device, you can use [Other sharing options] button to pass information from Landlordy to your preffered email client (please note that filling email subject automatically from the Landlordy is available only with the Apple's Mail.app).


What are the available variables for sharing templates?

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 the template subject and body to their default setting.

Templates let you define what details of invoice, payment receipt, late notice, expense or appliance will be shared via email, text messages (SMS) or third party apps that support sharing text and/or images (WhatsApp, for example). Please note that when sharing vith Messages.app or third party apps the template subject field may be omitted.

It is recommended that you have configured your email account with the default Apple's Mail.app for sharing (even if you routinely use another email client) as Mail.app currently provides the best sharing experience for outgoing email messages.

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)

Expense specific template fields:
($expenseAmount)
($expenseCategory)
($expensePaidTo)
($expenseDatePaid)
($expenseNotes)

Appliance specific template fields:
($applianceType)
($applianceName)
($applianceCode)
($applianceDateInstalled)
($applianceWarrantyUntil)
($applianceLastMaintenanceDate)
($applianceNotes)


How to manage attached photos/files?

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.

On iPad, you can easily drag and drop images and PDF files from other apps into Landlordy and from Landlordy to other apps as well. You can drop photos and PDFs from other apps to Landlordy in all edit screens with attachment support.

To delete previously attached photos, tap a photo to get a list of all related photos/files, then swipe on a photo from right to left to reveal the [Delete] button. With the same gesture, you can also set a key photo/image to be displayed as the main photo for the respective entity (property, rental unit, tenant, payment, expense, etc).

See a 1 minute short video for using drag and drop with attachments on iPad.


How to open exported .csv file?

Landlordy app exports transactions (rent payments and expenses) as .csv file with or without attached photos and PDF files. Select time interval and optionally filter transactions by rental unit, property or use [All properties] option in the Reports tab and then tap [Export] button.

If you are exporting transaction data with related attachments (it will be saved as folder with multiple files), in the sharing sheet use the [Save to Files] option (other options in the share sheet may not work with folders) to save to iCloud Drive or any other cloud file system provider that supports integration with Files.app (Dropbox, for example). You need to install corresponding cloud file system provider app on your device (and log in with your account) to be able to save data to the cloud.

You can open .csv file with most spreadsheet apps (such as Microsoft Excel or Apple's Numbers). If your spreadsheet app does not recognize number 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.

As a last resort - you can use free/open-source spreadsheet apps (such as LibreOffice, which allows you to specify a column/decimal separator on every file opening operation), then just save your file in a spreadsheet format of your choice using [File-Save As...] or [File-Export].


How to restore my purchase (made on a previous/different device)?

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 App Store with the same account you used to download Landlordy and to purchase premium features on the previous device - check the [iTunes & App Store section] in the Settings.app.

2) Open App Store app on your new device and in the Updates tab tap on the circle icon with avatar (located at the top right corner). Choose [Purchased] option and scroll to (or search for) Landlordy and tap on the cloud icon to re-download Landlordy on your new device.

3) Launch Landlordy and if premium features are not enabled by default, in the Settings tab open [Upgrade] screen and use the [Restore] button in the navigation bar. This will restore all in-app purchases you have made before.


Does the app support data synchronization between devices?

The app is currently for 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.