Alcove's rent collection process

Alcove's rent process is built for long-term shared housing. See below for details on payment collections from tenants

Payment Setup:

Rent is paid automatically via our integrated Stripe system (the same payment processing platform used by Uber, Airbnb, Amazon, and more). A Stripe account is required in order to receive rent payments each month. To get started, visit your Alcove manager portal via this link. Click here for a video walkthrough on how to connect your Stripe account. 

First Payment:

We will charge your tenant for the first month on the first day of their lease. The amount will be the monthly prorated amount for that 1-bedroom. Upon successful charge, these payments are released to you immediately. However, since most tenants opt to pay their rent with ACH/Bank payments, it usually takes around 5 to 7 business days for the funds to be released to you.

For each subsequent bedroom lease, the tenant will be charged on the first day of the lease. The amount charged will be the prorated monthly rent for the remaining days of that month.

Please note that tenants do not have automatic renewal rights. This means that both parties will need to sign a new lease for each renewal period. The first lease payment following a renewal will be treated the same as mentioned above.

Ongoing Payments:

During the remaining lease period, Alcove will charge the tenant on the evening before the 15th of each month for the following month's rent. For example, the rent for February will be charged to the tenant on or before January 15. 

If the rent charge is successful, the rent payment(s) for the bedroom are released to you on the 1st of every month. If a tenant's current bedroom lease ends before the end of the month, Alcove will charge a prorated payment for the remaining days until the lease end date.

What happens if a tenant is late on rent?

Historically, Alcove has a strong track record of collecting rent, with an average collection rate of 99.4%*. Most rent payments are collected within 30 days, with an average rate of 98.4%. However, as with any rental property, instances of rent delinquencies can occur. Unlike other listing platforms, Alcove is involved actively and can assist owners in rent collection. 

Here is an overview of the Alcove process for rent collection:

Progression

Day of the Month

Processes

0 days past due 

15th

1st auto-collection attempt
If unsuccessful, a notification is sent to the Tenant via email.

3 days past due

18th

2nd auto-collection attempt

If unsuccessful, Alcove's tenant support team sends a text and an email to the Tenant, reminding them of the late payment

5-6 days past due

20th-21st

3rd auto-collection attempt

If successful, a 3rd set of texts and emails are sent to the Tenant. This outlines that their payment is late and a late fee has been applied to their account.


In addition, Alcove reviews Tenant's guarantor information if applicable, and begins reaching out to their guarantor contact.

7-8 days past due

22nd-23rd

A member of Alcove's team reaches out to the Tenant via phone. During this call, we discuss: 

1. Late rent fees

2. Potential consequences of being delinquent 

3. Timeline on future payment 
 

10 days past due

25th

Alcove sends a 4th set of text and email notifications, informing the tenants that their rent is still delinquent and again restating the potential consequences of being delinquent (summary ejectment process or eviction by landlord).

11 days past due

26th

On the 26th day, a final set of text messages is sent to the tenant, reminding them of the specific amount of rent that is due.

Additionally, the message outlines the next steps that may be taken by the landlord if the delinquent payment is not made.

12-13 days past due

27th-28th

On the 27th or 28th day: 

1. An 'Pre-Notice to Pay or Quit' email is sent to the Tenant.

2.  If applicable, an email is sent in parallel to the guarantor, along with a one-click link to the Stripe invoice

14-15 days later

29th-1st

On the 29th, 30th, 31st, or the 1st of month, our team makes a second phone call to outline: 

1. Any potential summary ejectment processes that have been started by the Landlord

2. Next steps in the delinquent rent process

If applicable, a separate phone call is made to the guarantor during this step.

16-20 days past due

1st-4th

At this stage, the landlord or their representative becomes actively involved. Alcove will provide detailed information about the summary ejectment process to landlords and owners to take the next step.

Alcove is available to offer assistance throughout the process to ensure a seamless resolution, but ultimately, it is the responsibility of the Landlord or their agent to file for summary ejectment (eviction).

Please note that this is a general summary for informational purposes, and our rent collection process may be updated from time to time

*Based on data from the 2021 May - 2023 May

Late Payment Fee Allocation:


Late Fee Allocation: If the rent payment is received five (5) days after the due date, any late fees specified in the lease agreement will be paid directly to Alcove.

Late Fee Amount: The late fee amount will be specified in the lease agreement and must be adhered to.

Collection of Late Fees: Late fees will be collected at the same time as the overdue rent payment. If the tenant fails to include the late fee with their late rent payment, the fee will be deducted from the next rent payment received, leading to a partial rent payment and continued late status with associated late fees.

Please note that the application of this policy does not waive the landlord's right to insist on timely payment of rent, and late payments may result in eviction proceedings as allowed by law.

What about a Tenant Ending their Lease Early?

Our Early Lease Termination policy applies. 

How is a Prorated Payment Calculated?:

Rent is marketed, calculated, and paid on a monthly basis. Any prorated amounts will be based on the number of days in the month. This means that for the same monthly rate the per diem amount in February will be slightly higher than the per diem amount in January, as February has three fewer days than January.