Automations
For landlords, property managers · Last updated
Who this is for
Landlords and property managers who want to see when eSamaHomes bills rent and sends notices, or send one by hand. Anyone on your team can open the page. Only an Owner on your team can use Run Now. See Add your team.
Before you start
- Automations is under Setup in the menu.
- The days each job uses come from your schedule, on Settings, the Notifications tab. Change them there, not here. See Automation schedule.
- The jobs run on their own every day. You don't need to do anything on this page.
Steps
See what runs and when
Open Automations under Setup in the menu. Each job has a card:
| Job | What it does | When |
|---|---|---|
| Auto-Bill Tenants | Makes rent invoices | Every day, for rent due within your Auto-bill days before due |
| Late Rent Notice | Sends late notices for unpaid rent | Every day, after your Grace period, on your Late notice schedule |
| Lease Renewal Reminder | Reminds tenants a lease is ending | Every day, on your Lease renewal reminders days |
| Listing Sync | Takes down or puts back listings you track by hand | When a unit becomes vacant |
The grey line on each card says your schedule in words. Last daily run says when that job last ran for every account, or Not yet. Refresh reads the page again.
Run a job now
- Click Run Now on the card.
- Pick what it runs for: - Auto-Bill Tenants: under Select Lease, pick the lease. - Late Rent Notice: under Select Invoice, pick the unpaid invoice, then the Notice Number: #1 (overdue reminder), #2 (late fee applied) or #3 (final warning). - Lease Renewal Reminder: under Select Lease, pick the lease, then Days Before Expiry: 30, 60 or 90 days.
- Click Run Now. eSamaHomes says the job is queued. It runs within a few moments.
Example
Lena Brooks has her Auto-bill days before due set to 3 and her Grace period to 5 days.
- The Auto-Bill Tenants card says "Daily: bills rent 3 days before it is due".
- Her tenant Carlos Rivera's November rent of $1,450.00 was due on November 1 and is still unpaid on November 8, after the grace period.
- Lena clicks Run Now on Late Rent Notice, picks Carlos's November invoice, keeps #1 and clicks Run Now. Carlos gets the late notice by email and inside eSamaHomes, and his invoice shows as Overdue.
What happens next
- Auto-Bill Tenants by hand bills the lease by the same rules as the daily run: only rent that is due within your schedule, never a month that already has a rent invoice. If nothing is due yet, nothing is made.
- Late Rent Notice by hand emails every tenant on the lease and tells them inside eSamaHomes. Notice #1 marks the invoice Overdue. Notice #2 tells the tenant a late fee has been applied, but it doesn't add one: check the invoice has its late fee first.
- Lease Renewal Reminder by hand emails every tenant on the lease that it ends in the number of days you picked, whatever the real date, and tells the Owners on your team inside eSamaHomes. Pick the days that match the lease.
- Notices and reminders sent are listed on the tenant's page, under Notices & Reminders. See Tenants.
If something looks wrong
- The days on a card aren't what you want. Change them on Settings, the Notifications tab. The card shows the new days when you open Automations again.
- "Daily billing is switched off". eSamaHomes has paused the daily billing run. No rent invoices are made until it is back on. Email hello@esamahomes.com.
- Last daily run shows Failed. The daily run didn't finish. It runs again the next day. If it shows Failed two days running, email hello@esamahomes.com.
- A late notice by hand did nothing. No notice is sent for an invoice that is void, written off, has a bank payment still processing, or was billed late as catch-up.
- A lease isn't in Select Lease. Only active leases are listed. A lease reminder isn't sent for a month-to-month lease, which has no end date.
- Run Now gives an error. Only an Owner on your team can run a job.
Still stuck? See every help article.