The Arrears Workflow: How to manage by exception, not exhaustion

If you’re still chasing tenants manually for late rent payments, it’s time to rethink the way you manage arrears.

With Reapit’s Arrears Workflow, you’re not just reminded to do the thing – the system does the thing for you.

That means fewer follow ups, fewer headaches and more time to focus on the work that actually needs you.

Here’s how it works, why it’s different and what it looks like in practice.

What is the Arrears Workflow in Reapit PM?

The Arrears Workflow in Reapit PM is an automated process that detects overdue rent payments and initiates the right actions for you, from SMS reminders to escalation steps.

Unlike other property management systems that send one blanket reminder or create a task for you to handle, Reapit PM tracks late payments in real time and triggers a series of intelligent communications – tailored to how long the rent has been outstanding.

It’s built so you only need to step in when it actually matters.

We call this managing by exception.

A day in the life of the Arrears Workflow

Let’s say a tenant misses a rent payment.

Here’s what happens next with Reapit PM:

• ‍Day 2: An automated SMS reminder is sent to the tenant.‍
• Day 3 or 4: If the payment still hasn’t been made, an email follow up is automatically triggered.‍
• Ongoing: If the arrears continue, a notice can be generated (e.g. prescribed form) and sent, with all the details recorded in the system.‍
• Tribunal ready: Every action, message and timestamp is stored in the tenancy timeline, which can be exported to PDF for tribunal evidence if needed.

You set the rules – the system just takes care of it for you.

How is this different from what you’re using now?

Let’s compare:

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Reapit’s automation doesn’t just remind a PM to act – it acts.

Why it works: Built differently, for a reason

Our competitors built their systems by replicating old school task lists – they digitised the manual. We didn’t.

We built Reapit PM from the ground up with workflows in mind. We started with bulk action capability, then layered in true automation that adapts to your agency’s needs.

So instead of chasing every single task, you’re just managing the outliers.

And the result? Less admin, more accuracy and faster resolution of arrears.

Key benefits of the Arrears Workflow

• ‍Save hours every week by automating follow ups and notices‍
• Improve consistency and reduce errors across your arrears process‍
• Have tribunal-ready documentation with no extra admin‍
• Manage by exception, not by daily inbox panic‍
• Keep tenant relationships professional and process-driven

What this looks like in action

Example: A tenant misses a payment over a long weekend. You’re not at your desk until Tuesday.

With Reapit PM:

• The system already messaged the tenant on Saturday.
• Another notice queued for Tuesday if payment hasn’t arrived.
• You open the tenant timeline and see the full communication trail.
• No tasks missed. No manual notes to write. Just clean, clear action.

Want to see it for yourself?

If you’re spending your Mondays chasing arrears, it’s time to step back and let the system do the heavy lifting.

Reapit PM's Arrears Workflow gives you time back, takes the stress out of follow ups and gives your team a process they can trust.

Ready to see how it works in your agency? Book a walkthrough with our team here, or enter your details below and we’ll get in touch.