You have added your properties and buildings to the application and are now ready to enter your first contract.
To add a rental contract, click on the '+' in the top right corner and then select Add Contract.
The contract form is divided into several sections.
💡 No time to complete the entire form? No problem! You can save the entered information by clicking Cancel. Your draft contract will remain available for 30 days on the associated property’s page.
Which sections need to be completed?
1. General Information
Specify which property(ies) the contract applies to (a contract can cover multiple rental units, such as an apartment and a parking space).
Select the contract type:
Primary residence
Civil lease (also known as a common law lease, covering secondary residences, garages, offices, and parking spaces)
Student housing
Choose the language in which you wish to communicate with the tenant(s).
2. Tenants and Guarantors
Click on "Select" to choose from a list of tenants already entered in the application (avoid duplicating tenants by encoding them multiple times).
If it’s a new tenant, click on "+ Add" and enter their personal details.
If there are multiple tenants, you must define a primary tenant by clicking on the appropriate person.
Then, click "Next" to continue.
3. Payment Information
First, you need to specify the rent payment rule. You have two options:
Contractual month: If a lease starts on the 7th of the month, the application will calculate rent from the 7th to the 6th of the following month.
Calendar month: In this case, a prorated rent amount will be calculated until the end of the current month (e.g., the 31st). After that, rent will be charged for a full month. At the end of the contract, another prorated calculation will be made (e.g., from the 1st to the 6th).
Next, specify the rent payment due date. From this date onward, if no payment has been received, the system will consider the rent as overdue.
Finally, for civil and commercial leases, you can choose the payment frequency for the rent in this section.
4. Key Dates
In the next step, you will enter the contract dates. If the contract has already been extended, you need to input the current end date. If this differs from the suggested period, you can click on "Other" and enter the date manually.
Click "Next" to continue.
5. Rent
First, enter the rental price and specify if it has been indexed in the past. If yes, provide the date of the last indexation (this is useful if you want to create a transaction history in Smovin).
💡 If you have multiple properties within the same contract, you will need to specify the rent for each property individually (this allows you to remove or add properties in the future). If you don’t need to differentiate them, you can enter the full rent amount for the first property and €0 for the others.
6. Charges
Choose whether to add provisions or a flat rate and then specify the type of charges:
Tenant charges
Property tax (précompte immobilier)
Other
We distinguish between a flat amount and a provisional amount. This is important for later charge calculations (only provisions will be deducted).
If you’ve chosen to add a flat rate, it is also possible to index it alongside the rent by activating the Indexable amount button.
💡 If you have multiple properties linked to this contract, you will need to add the charges for each property or specify the total amount for the first property.
Specifics for Commercial and Civil Contracts:
For these types of contracts, you can apply VAT (21% if the property is located in Belgium and 20% in France) on each provision and flat rate.
7. Bank Accounts
Next, specify the bank account where you will receive the rent and charges. By clicking Select, you can choose from bank accounts already registered. If the account is not yet in the application, you can add it immediately.
You also have the option to specify which amount will be paid into which account.
8. Security Deposit
Finally, you can enter the details of the security deposit. Specify how the deposit was received and enter the corresponding details.
Essential Information for Correctly Entering Your Contracts in the Application
General Information
You can only add one contract at a time in the application. Be sure to check if a contract already exists for this property during the period of your new contract. If so, don't forget to update the end date of the existing contract before adding the new one.
It's important to choose the correct type of contract, as the calculation of renunciation and extension periods depends on the type of lease.
Tenants
If your tenant already exists in the application, select them from the list to avoid creating duplicates. By reusing existing tenants, you keep the application simpler to use and help the algorithm track payments automatically.
Key Dates
Initially, the application will ask you to enter the dates agreed upon when the lease was signed. The initial end date corresponds to the end date specified in the lease.
If the initial end date has passed, you can indicate that the contract was extended in the past and add the current end date of the contract.
Rent
The financial information allows the application to automatically track rents and indexations. It's important to fill out these details correctly.
The initial rent corresponds to the rent stated in the lease, and it will be the basis for annual indexation calculations. If the current rent amount is different, you can add the current rent and specify that it has been indexed in the past.
For calculating payment delays, the application will base this on the expected rent payment date as indicated in the lease contract.