Start a new lease and book the office

Before you start

1. 1

   Create the client

   Create the tenant as a client first — the project you make next has to point at it. The tax number and the country are required; the rest of the address does not fill itself in from the tax number, so type it and save it. Attach the signed lease to the client while you are here.

   Tips

   • The address is not derived from the tax number. If you leave it blank expecting it to appear, it stays blank.
   • The price panel on the client is informational. Rent is not priced here — that is step 5, on the reservation.
   • Use the tenant's registered name, not the trading name on the door, so the client matches what the lease and the invoices say.
2. 2

   Create the project for the tenant

   Create a project for the tenancy and choose the client you just made. One project per tenant per unit is the shape that works: the project is what the reservation, the areas, the rates and every later cost hang off, so a tenant sharing one project across two units cannot be priced or settled separately.

   Tips

   • Choosing a client is not yet enforced, so a project can be saved without one. Set it anyway — the lease has no client without it.
   • Name the project after the unit as well as the tenant, for example Najemca A — Biuro A1. You will be picking it out of a list later.
3. 3

   Assign an attribute set, then enter the areas

   Open the project's attributes tab. Until a set is assigned it reads that there are no attributes available and invites you to assign one, so there is nowhere to put the areas yet — assign the set first, then enter the total area and the share of common area. These values are what the area-based cost splits divide by later.

   Tips

   • This step has to come before the areas, not after. Entering areas is impossible while the tab is empty, which is where a reader following the lease terms top to bottom gets stuck.
   • Enter the areas from the lease, not from the floor plan, where the two disagree. The lease is what the tenant is charged against.
   • A project with no attribute value is left out of area-based splits entirely rather than charged zero. An empty attribute is not the same as an area of nothing.
4. 4

   Reserve the unit for the project

   On the project, go to the resources tab, then reservations, then add a resource. The dialog asks for a start date, which is required, a resource, and an end date, which is not. Leave the end date empty for an open-ended lease: the row then reads that it has no end date and the price panel shows the reservation running from the start date to infinity.

   Tips

   • An office is booked on the permanent booking type, not the minute- or day-based types that meeting rooms and parking use for short bookings.
   • Give an end date only when the lease really ends on it. An end date you are unsure of is worse than none: it silently stops the tenancy on that day, and the unit reads as free afterwards.
   • Parking is the same flow again, on the parking asset, with its own rate. It is not a separate kind of thing and does not need a separate project. There is no search in the resource picker yet, so expect to scroll.
   • Meters attached to the unit follow the reservation — in the demo estate those are electricity, water and gas. You do not attach them to the project by hand.
5. 5

   Set the rates

   Set the price from the reservation row. The panel separates two things: a rate on the unit itself, and the project's category rates underneath it. Where the unit has no rate of its own the panel says so and settles against the project's categories instead — which is how rent, the service charge and utilities are priced per category rather than per square of floor.

   Tips

   • Add a category rate rather than a rate on the unit unless one unit genuinely prices differently from the rest of the tenancy. Category rates are what the later settlements read.
   • Rent, service charge and utilities are separate categories on purpose. Folding them into one figure makes every later settlement unexplainable to the tenant.
   • A rate applies from the date you give it, so a mid-year rent review is a second rate from its own date rather than an edit to the first one.
6. 6

   Verify the tenancy

   Three checks. The reservation row shows the rate it applies instead of still offering to set one. The project's areas are filled in, not blank. And the unit shows the tenant in the periods after the start date rather than reading as free.

   Tips

   • If the row still offers to set a price, the rate did not save. Nothing downstream will warn you about it — the settlement will simply be short.
   • Tenancy schedule and Rent per m² staying empty is expected here and is not a sign the lease is wrong. They read the lease register, which this flow does not write to.
   • Splitting building costs across tenants is a separate job with its own tutorial, linked under Resources. Do not redo it here.