Rent rolls, billing and collections

The rent roll is the tenancy snapshot: suite, tenant, area, rent, term, structure. It drives monthly billing — base rent plus estimated recoveries plus any percentage rent — and it goes stale the day it is printed, which is why live systems generate it from the lease database instead of a spreadsheet.

Collections discipline is a curve, not an event: invoices out early, reminders at day 5, a call at day 15, formal notice per the lease after that. The aging report (0–30, 31–60, 61–90, 90+) is the scoreboard. A tenant sliding across buckets is a business telling you something — often before they tell you themselves. Payment plans, drawn on deposit rights and default provisions are tools; consistency is the policy that keeps them fair.

Watch two portfolio numbers: delinquency (past-due balance ÷ monthly billings) and bad debt written off against revenue. Small percentage moves in either are early-warning signals on tenant health and management attention.