Overview
An Apply Fee task automatically charges a fee to a delinquent lease after the configured delinquency trigger is reached and the defined waiting period has elapsed. The same fee is automatically applied to every delinquent tenant when the configured trigger is reached.
A one time fee itself is created separately at the Corporate level. The Apply Fee task selects the existing fee and controls when it applies and whether it repeats.
Prerequisites
Read Template and Edit Template (Delinquency) corporate permissions.
Read (Fee) corporate permission.
A Delinquency Template created at the Corporate level and assigned to the facility.
A One-Time Fee created at the Corporate level and assigned to the facility.
An Email Template for the recurring fee notice created in the Templates section. This applies only when the fee repeats.
ℹ️ Info: Some options from this article may be hidden or disabled if your account does not have the required permission. Contact your administrator to request access.
Step 1: Switch to the Corporate Level
Delinquency Templates are managed at the Corporate level.
Click the Facility Switcher at the top of your page.
Select Corporate.
Step 2: Open the Delinquency Templates List
The list shows all Delinquency Templates in the organization.
In the left side panel, click Delinquency Templates.
Click List.
The Delinquency Templates page displays each template with its name, description, and status.
Step 3: Open a Delinquency Template
Locate the Delinquency Template to which you want to add the Apply Fee task.
Click a Delinquency Template name, for example Late Payment.
Step 4: Open the Create New Task Window
Open the Create New Task window to access all task settings.
Click the Create New Task button in the upper-right corner of the page.
The Create New Task window opens.
ℹ️Info: A delinquency template page displays tasks the template already contains.
Step 5: Enter a Task Name and Description
The name identifies the task inside the template.
Enter a name in the Task Name field. For example, Second Payment Reminder.
Enter a task summary in the Description field. For example, Charges a late fee to the tenant's account during the Grace Period.
Step 6: Select a Delinquency Stage
The stage defines the point in the delinquency process at which the task applies. A fee charged during the Grace Period is a second-level reminder - the tenant has not yet entered the Pre-Lien or Lien stage.
Select a stage from the Delinquency Stage dropdown list. For example, the Grace Period.
Step 7: Select the Apply Fee Task Type
The task type defines the action the system performs on a tenant.
Select Apply Fee from the Task Type dropdown list. The Fee section appears below.
Step 8: Set Up a Fee
Choose the fee to apply, set whether it charges once or repeats, and pick how the tenant is notified.
Select a One-Time Fee from the Fee dropdown.
Use the Recurring Fee toggle to set how often the fee applies:
Leave the toggle off to charge the fee once (default).
Turn the toggle on to make the One-Time Fee recurring. The Fee section expands with options for notifying the tenant about the recurring charge.
Select one of the following delivery channels. In this case, we select Send email to tenant.
Choose an email template from the Notice Template dropdown.
⚠️Warning: The Fee dropdown list shows only one-time fees created at the Corporate level and assigned to a facility. If the fee you need is not listed, create it first.
ℹ️ Info: Apart from sending an email to a tenant, the recurring fee notice can reach the tenant as a printed document through the Print Center or as an SMS message.
Step 9: Set the Approval Requirement
The Approvals section defines whether the fee is confirmed by staff before it reaches the tenant's account.
Turn on the Approval Required toggle to hold the charge until it is approved.
Select one or more users or groups from the search list.
💡Tip: If turned on, approvals keep the automation under control. Facilities that want to review every automated charge turn this toggle on, so no fee reaches a tenant's account without staff confirmation.
Step 10: Set the Delinquency Action Trigger
The trigger in this section defines when the fee applies. In this example, we will send the second payment reminder 5 days after the first one.
Select Calendar Days or Day of the Month.
Enter a value in the Number of Days field, for example 5.
Select a reference point from the After dropdown list, for example a First Payment Reminder task.
ℹ️ Info: In a template that already contains tasks, the After dropdown offers two reference points: the tenant's PTD (Paid Through Date) or existing tasks. This lets you chain the fee to an earlier task instead of counting from the missed payment.
Step 11: Exclude Weekends
The Exclude Weekends option removes weekend days from the schedule.
Check Exclude Saturday, Exclude Sunday, or both to prevent the action from triggering on those days.
Step 12: Save the Apply Fee Task
Saving adds the task to the Delinquency Template page.
Click the Create New Task button.
All set! The Apply Fee task is now part of the Delinquency Template, and the system charges the selected fee to delinquent tenants according to the defined trigger.