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Kuberan AI Help

Tenants

Open Tenants

Overview

Tenants are the people or companies who sign leases. The Tenants list is a directory of renters for the client — distinct from general customers but backed by a Customer record behind the scenes so every rent invoice, receipt, and AR balance flows through the same accounting plumbing as the rest of the books.

Shadow-Customer pattern: Creating a Tenant automatically creates a linked Customer record with source = 'tenant'. The Tenant record holds rental-specific data (screening notes, move-in / move-out dates, emergency contact); the Customer record holds billing data (email, terms, tax settings) and owns the invoices. Editing contact info on the Tenant mirrors to the Customer in the same transaction.

Screen layout

Toolbar: Search field, status filter (All / Active / Prospective / Past), Add tenant button.

Table: Name, Email, Phone, Active leases (count), Status, Actions.

Clicking a row opens the Tenant detail slider.

UI elements

Search

Matches tenant name, email, phone, or the linked Customer number. Case-insensitive.

Add tenant

Opens the New Tenant form. Fills name, email, phone, and optional move-in date. On save, a shadow Customer is created atomically.

Status filter

Active (current lease), Prospective (applied / on hold), Past (every lease ended). Default: All.

Table columns

ColumnNotes
NameTenant display name.
EmailPrimary contact email; mirrored to the shadow Customer.
PhoneFree text.
Active leasesCount of leases in active or pending status.
StatusComputed from lease state: Active / Prospective / Past.
ActionsEdit, Archive, View invoices (jumps to Customers → invoices filtered to this shadow Customer).

Shadow Customer

Every tenant is also a Customer. This is not visible in the tenant form, but it matters in a few places:

  • Customers list — the shadow Customers are hidden by default; flip the Show tenants toggle to show them. They display the Tenant name with a small “tenant” badge.
  • Invoices — rent invoices (auto-generated or manual) are addressed to the shadow Customer, not the Tenant directly.
  • AR aging / Sales-by-Customer reports — tenant activity rolls in when the report is unfiltered; filter by source = 'tenant' to isolate rental AR.
  • Delete — a Tenant can only be deleted if the shadow Customer has no invoices, payments, or open balance.

The shadow pattern avoids two parallel AR ledgers (one for rentals, one for everything else) — you keep one chart of accounts, one aging report, one cash-receipt flow.

Actions

Add a tenant

  1. Click Add tenant in the toolbar.
  2. Enter Name (required), Email, Phone, and optional Move-in date.
  3. Optionally add an Emergency contact and Screening notes (internal only; not copied to the shadow Customer).
  4. Click Save. The Tenant and shadow Customer are created in a single transaction — if the Customer write fails, the Tenant is rolled back so you never end up with a half-linked record.

Edit a tenant

  1. Open the tenant row or click Actions → Edit.
  2. Update fields. Name / email / phone changes are mirrored to the shadow Customer on save.
  3. Click Save.

Archive a tenant

Archiving keeps the record for history (past leases still show the tenant) but hides them from the default filter and the “Add lease” tenant picker.

  1. Click Actions → Archive.
  2. Confirm. The Tenant is soft-deleted; the shadow Customer stays put so prior invoices remain readable.