Common workflows

This page walks through typical workflows in Seisin, using plain language so you can map tasks to app sections.

Set up a new property

1. Go to Properties and add a new property with address details.
2. Add photos and notes so the property is easy to identify later.
3. Create any upcoming inspections or maintenance tasks.

Add tenants and create a lease

1. Go to Tenants and add a tenant profile with contact details.
2. Create a Lease for the property and assign the tenant (and any joint tenants).
3. Set rent amount, frequency, and payment rules.
4. Record the rental bond amount (lodged with NSW Fair Trading).
5. Save the lease to generate the rent payment schedule automatically.

Record rent payments

1. Open Payments or navigate through a property or lease.
2. Select the scheduled payment entry.
3. Record the amount paid and the payment date.
4. The ledger updates to show remaining balances and collection performance.

Track inspections

1. From a property, schedule an inspection with a date and status.
2. Attach photos and notes after completion.
3. Use the Dashboard to monitor overdue inspections.

Remember: Under NSW law, routine inspections can be conducted no more than four times per year, and you must give proper notice to tenants.

Record water bills and recharge tenants

When you receive a water bill from your supplier (Sydney Water, Hunter Water, etc.):

1. Go to the property's Water section.
2. Click Add and select Add Water Bill.
3. Enter the supplier name (e.g., Sydney Water) and account number.
4. Enter the billing period start and end dates as shown on the bill.
5. Enter the usage in kilolitres and the usage charges amount.
6. Enter any fixed charges (water service, sewerage, stormwater).
7. Attach the original bill as a PDF or image.
8. Set the tenant recharge status and optionally generate an invoice.
9. Mark the charge as paid once the tenant has reimbursed you.

Important: Under NSW law, you can only pass on water usage charges (not fixed charges like water service or sewerage) if the property is individually metered and meets water efficiency requirements. You must provide a copy of the bill or sufficient information for the tenant to verify the charges.

Alternative: Record meter readings

If you read the water meter yourself (e.g., at inspections):

1. Go to the property's Water section.
2. Click Add and select Add Meter Reading.
3. Enter the meter value in kilolitres and the reading date.
4. Seisin calculates usage since the last reading automatically.

Track maintenance and expenses

1. Log a maintenance request when an issue is reported.
2. Record expenses as costs are incurred.
3. Categorise expenses (repairs, rates, insurance, etc.) for tax purposes.
4. Mark expenses as rechargeable to tenant where appropriate.
5. Use reports to see total expenses and net income per property.

Record a rent increase

1. Navigate to the lease and select Rent Increases.
2. Add the new rent amount and effective date.
3. Seisin updates the payment schedule from the effective date onwards.

Remember: Under NSW law, rent can only be increased once every 12 months for periodic tenancies, and proper notice must be given.

Terminate a lease

When a tenancy is ending (whether by landlord notice, tenant notice, or mutual agreement):

Start the termination process

1. Navigate to the lease and open the More menu.
2. Select Terminate Lease.
3. Choose who initiated the termination (landlord, tenant, or mutual).
4. Select the termination reason (e.g., tenant notice, end of fixed term, breach).
5. Enter the notice date and expected vacate date.
6. Seisin validates the notice period against NSW requirements and warns if insufficient.

Complete the termination

Once the tenant has vacated:

1. Return to the lease and select Complete Termination from the More menu.
2. Enter the actual vacate date and confirm keys were returned.
3. The lease status changes to Terminated.

Calculate final settlement

Before releasing the bond:

1. Open View Settlement from the lease to see:
2. Total rent due vs. paid up to the vacate date.
3. Any outstanding rent arrears or tenant credit.
4. Bond held and suggested claim/refund amounts.
5. Conduct the final inspection and mark it complete.
6. Process the bond release through NSW Rental Bonds Online.

Process bond release

1. From the settlement view, select Process Bond Release.
2. Review suggested claim and refund amounts based on outstanding balances.
3. Enter the final claim reason if applicable.
4. Submit the bond release request via NSW Fair Trading.

Important: Under NSW law, bond claims must be agreed by both parties or determined by NCAT. Seisin calculates suggested amounts but the final disbursement is processed through NSW Rental Bonds Online.

Prepare reports

1. Open Reports to choose a timeframe.
2. Review revenue, expected revenue, and outstanding balances.
3. Generate a financial year report (July–June) for tax preparation.
4. Export data for your accountant.

Search and quick access

• Use Search to find properties, tenants, leases, or payment entries.
• The sidebar includes Quick Access to recently created properties.

Backups and exports

Use the backup and export tools to preserve your data or share it with accountants. These options are intended for long-term record keeping and tax preparation workflows.