Questions for Richelle — Lease & Contract Feature

A few things to flag before we keep building — plus one data issue in your records worth double-checking.

Answered in our meeting ✅

• Utility deposit per property: confirmed as ₱3,000 flat, default for all 4 properties.
• Deposit amount: confirmed as 2 months, default across all contracts. No further action needed on either of these.

Data issue found — please cross-check against your original Excel

Since the standard is 2 months, we double-checked your actual records (the ones you gave us, converted from Excel into our working file) against that standard — and a few rows don't match it. This isn't blocking us; we're building to the 2-month default either way. But it's worth you checking whether these are old exceptions, data entry issues, or something we're misreading.

Here are the exact rows — please pull up your original Excel and check these row numbers against what's below:

A) These two look like 1-month-only deposits, each a single, standalone row:

B) These look like ONE contract that got recorded across two separate rows (so together they might actually total the normal 2 months — just split in the spreadsheet):

(Note: row 4 appears in both tables above — it's the same CABILIN reservation payment, shown once as a standalone possible-1-month case, and once as the first half of what might be her full 2-month package together with row 5.)

Question: Is row #3 (AGUIBA) a genuine old exception to the 2-month standard? And for the CABILIN and PADOLINA pairs — are rows 4+5 and rows 19+20 really one combined contract (which would total the normal 2 months), or are they two separate things?

We haven't changed your data — we've just flagged these rows so you can confirm what they should be.

Worth deciding soon

1. How does the 25% late interest actually work?

Your contract says a tenant who pays late owes "25% interest on any unpaid rent" — but it doesn't say exactly how that's calculated. Right now we've built it with the simplest possible reading: a one-time 25%, no compounding, no grace period. But we don't want to show this number to your staff until you confirm it's right, so it's staying hidden for now.

Questions:

• (a) Is the 25% charged once, or does it add up every month the rent stays unpaid?
• (b) Does interest apply on top of interest (compounding), or just on the original unpaid rent?
• (c) Is it 25% of the unpaid rent only, or unpaid rent plus whatever interest has already piled up?
• (d) Does it start counting from the due date, or only after some grace period?

This matters because it's real money charged to real tenants — we want to get it right before anyone sees it.

2. Should lessor and notary details be editable, or fixed?

Right now we've built the contract generator assuming there's one lessor (you) and fixed notary details, so those fields aren't editable in the app — they're just hardcoded.

Question: Is that a safe assumption, or do you need to be able to change those details yourself?

3. Should tenants be able to print their own lease contract?

As currently planned, only staff can generate/print the Contract of Lease — not tenants themselves.

Question: Should tenants also be able to access and print their own contract?

4. When do you want the Promissory Note?

You asked us to leave the Promissory Note out of this round of work. Just flagging: we designed the contract-generating part of the system so the Promissory Note can be added cheaply later, since it shares the same underlying mechanism as the Lease Contract.

Question: Roughly when would you like us to build the Promissory Note?

Heads-up, not really a question for you (technical note, FYI)

5. Lease renewals

When a lease renews, we're extending the existing contract in place rather than creating a brand-new contract record. This avoids some technical complications (like accidentally triggering a deposit refund on renewal). You don't need to decide anything here — just flagging it in case you ever want to look back at a tenant's exact terms from a previous lease period as a separate historical record, since that's the point where this decision would matter.

One important thing to check on your end

We found a bug: the system is currently refunding departing tenants their FULL deposit — including the 2 months your contract says are non-refundable. We're fixing this. But it also means: if any tenants have already moved out and been refunded under the current system, they may have been refunded more than they should have.

Could you check whether that's actually happened with any past move-outs? If so, we can help you figure out next steps.