quietNotify for Landlords
Automated rent reminders, late notices, and payment tracking for small landlords. This guide covers every feature in the app.
Getting started
The core setup takes about 15 minutes. Here is the order that makes sense:
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1
Create your account
Go to /register and enter your name, email, and password. Your trial starts immediately — no credit card needed.
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2
Add a property and units
Go to Properties and click Add property. Then add each unit under it: unit label (e.g. "Apt 1"), monthly rent in dollars, due day of month, grace period in days, and late fee amount. Or use CSV import if you have many units.
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3
Add tenants
Go to Tenants and add each tenant. You need their name, email address, and optionally a phone number for SMS. Set their preferred reminder channel: email, SMS, or both.
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4
Add your payment link
Go to Settings and paste your Venmo, Zelle, PayPal, or Stripe link. This gets included in every reminder automatically. Leave it blank to omit from messages.
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5
You're done
The system generates rent charges each month and schedules all four reminder stages automatically. Check the Dashboard and Rent views to see status for each charge.
Dashboard
The dashboard shows your collection status for the current month at a glance.
Collected this month
Total rent marked paid or received online for the current billing period.
Outstanding this month
Rent plus any late fees still unpaid for the current period.
Late tenants
Count of tenants with at least one charge in late status. Turns red when greater than zero.
Due in 7 days
Upcoming charges within the next week that haven't been paid yet.
Below the stat cards you'll see a table of current and past-due charges with a Mark paid button for each one.
Properties & units
Properties
Each property is a building or address. Give it a name (e.g. "Oak Street Duplex"). You can have as many properties as your plan allows.
Units
Units live inside a property. Each unit needs:
- ·Unit label — a short identifier like "Unit A", "Apt 2", or "Ground floor".
- ·Monthly rent — in dollars. Stored as cents internally so cents are supported.
- ·Due day — day of the month rent is due (e.g. 1 for the 1st).
- ·Grace period — number of days after the due date before a charge flips to late. Set to 0 for no grace period.
- ·Late fee — flat dollar amount applied when a charge becomes late. Set to 0 for no late fee.
Tenants
Add one tenant per unit (or per lease). Required fields are name and email. Phone number is required for SMS reminders.
Reminder channel
| Channel | What happens |
|---|---|
| All reminders go to the tenant's email address only. | |
| SMS | Sends to the tenant's phone. Falls back to email if no phone is on file. |
| Both | Email is always sent. SMS is sent additionally if a phone number exists. |
Pausing reminders
On the tenant detail page you can toggle Pause reminders. When paused, no new reminders are scheduled and any pending reminders are suppressed. This is useful when a tenant is in a payment arrangement or dispute. The tenant and their charges are not deleted.
Tenant detail page
Click any tenant name in the Tenants list or from the Rent view to open their detail page. This shows their contact info, current lease, all past rent charges, and the full reminder history for each charge.
Rent & charges
The Rent view is the main operations screen. It shows every charge for the selected month with filtering by status.
Charge statuses
Marking a charge paid
Click Mark paid on any unpaid charge. This sets the status to paid and suppresses any pending reminders for that charge immediately. Use this for tenants who pay by check, cash, Zelle, or any method outside the payment link.
Waiving a charge
Click Waive to mark a charge as waived — this stops all reminders without recording it as paid. Useful for one-time concessions.
Alerts sent column
The Alerts sent column shows every reminder that was attempted for that charge. Each row shows the reminder stage, delivery channel, timestamp, and a color-coded status dot — green for sent, red for failed. This log persists regardless of current charge status.
Reminders & alerts
Reminders are scheduled automatically when a rent charge is generated. You do not need to configure anything for them to work — the default cadence covers the most common scenarios.
Default cadence
| Stage | When | Purpose |
|---|---|---|
| Pre-due | 3 days before due date, 8 AM | Friendly reminder that rent is coming up. |
| Due day | On the due date, 8 AM | Rent is due today with payment link. |
| 1-day late | 1 day after due date, 8 AM | First late notice. |
| 5-day late | 5 days after due date, 8 AM | Stronger late notice with late fee details. |
Automatic suppression
When a charge is marked paid or waived, any pending reminders for that charge are suppressed automatically. Tenants will not receive a late notice after you've already recorded payment.
Quiet hours
SMS messages are never sent between 10 PM and 6 AM. The system skips delivery during those hours and catches up at the next run.
Failed reminders
A reminder shows as failed (red dot in the Alerts sent column) when the underlying email or SMS provider returned an error. Common causes: invalid email address, undeliverable SMS number, or provider credentials not configured. Failed reminders do not retry automatically — update the tenant's contact info and the next stage will use the corrected details.
Message templates
Go to Settings → Reminder templates to edit the subject and body for each reminder stage. If you leave a template blank, the system uses a sensible default.
Available variables
| Variable | Replaced with |
|---|---|
| {tenant_name} | The tenant's full name |
| {property_name} | The property name |
| {unit_label} | The unit identifier (e.g. "Apt 2") |
| {rent_amount} | Monthly rent (e.g. "$1,200.00") |
| {due_date} | The charge due date (e.g. "2026-06-01") |
| {late_fee_amount} | The late fee amount (e.g. "$50.00") |
| {total_due} | Rent plus late fee combined |
| {payment_link} | Your payment link with label, or blank if not set |
| {contact_phone} | Your contact phone with label, or blank if not set |
| {landlord_name} | Your account name |
{payment_link} in the body of every stage so tenants always have a direct way to pay. The variable resolves to an empty string if you haven't set a payment link in Settings.
CSV import
Use the Import screen to bulk-upload properties, units, and tenants from a spreadsheet. This is the fastest way to get set up if you already have your data in Excel or Google Sheets.
How it works
- 1.Export your spreadsheet as a CSV file.
- 2.Go to Import in the sidebar, choose the import type (Properties, Units, or Tenants), and upload the file.
- 3.Map your column headers to the expected fields. A preview shows how rows will be interpreted.
- 4.Review validation errors (duplicate units, missing required fields) before confirming.
- 5.Confirm the import. A log shows how many rows were created and any that were skipped.
Required columns per type
| Type | Required fields |
|---|---|
| Properties | name |
| Units | property_name, unit_label, monthly_rent, due_day |
| Tenants | unit_label, property_name, full_name, email |
Optional fields (grace_days, late_fee, phone, preferred_channel, lease_start, lease_end) can be included but are not required.
Settings
Payment link
Paste your Venmo, Zelle, PayPal, or any payment URL. This is inserted into messages using the {payment_link} variable. Leave blank to omit from all messages.
Contact phone
Your phone number tenants can call with questions. Inserted via the {contact_phone} variable. Optional.
Reminder templates
Edit the subject and body for each reminder stage. Changes apply to the next batch of reminders sent — already-scheduled reminders that are pending use the template at the time they are sent.
Billing
Go to Billing in the sidebar to manage your subscription. Your trial lasts 14 days. After that you need an active plan to continue sending reminders.
Plans
| Plan | Price | Units | Includes |
|---|---|---|---|
| Starter | $19/mo | Up to 5 | Email reminders, payment tracking |
| Small Portfolio | $39/mo | Up to 20 | Email + SMS, late fees, CSV import, templates |
| Manager | $79/mo | Up to 75 | Everything + multi-property, team access |
Downgrading to a lower plan takes effect at the next billing cycle. Cancellations stop your subscription at the end of the current period.
FAQ
What happens when I mark a charge paid?
The charge status moves to paid and any pending reminders for that charge are suppressed immediately. No further messages will be sent to the tenant for that charge.
Can I stop reminders for just one tenant?
Yes. Open the tenant's detail page and toggle Pause reminders. All pending reminders for that tenant are suppressed. New reminders won't be scheduled until you un-pause them. The tenant and their charges are not affected.
Do reminders go out on weekends?
Yes. Reminders are sent based on the scheduled date and time regardless of day of week. If you want to avoid weekend messages, adjust your unit's due date so the reminder stages don't fall on weekends.
What if a reminder fails?
Failed reminders show with a red dot in the Alerts sent column. They do not retry automatically. Check the tenant's email address or phone number for errors and update if needed — the next reminder stage will use the corrected info.
Can tenants pay through the app?
quietNotify includes your external payment link (Venmo, Zelle, Stripe, etc.) in every reminder. We don't process payments directly — tenants click through to your preferred payment method. You then mark charges paid manually or they're marked automatically if you use a webhook integration.
How are late fees applied?
Late fees are applied per-unit when a charge transitions from due to late (after the grace period expires). The flat fee you set on the unit is added to the charge. One late fee is applied per billing cycle.
Can I use my own email domain for sending?
Email is sent through the quietNotify mail service. Custom sender domains are not available in the current version. Replies go to the email address on your account.
I have a question not answered here.
Email us at support@getquietnotify.com and we'll get back to you.