Collect more rent in 2026 with the Smart Processing Timeline

How can agents grow their rental collections (and their businesses) when arrears are rising? It’s all about having the right systems and processes in place.

The latest PayProp Rental Index data showed that 17.2% of tenants were in arrears in Q3 2025, up from 16.9% the previous quarter. Depending on which province you’re in, the situation could be worse. The share of tenants in arrears in the Free State jumped from 20.3% to a nation-leading 23.4%.There were also rises in KwaZulu-Natal and North West.

But it’s not a problem that affects all agencies equally. Rental agents who collect rents reliably under pressure can count on more predictable cashflow and commission payments, as well as glowing referrals from landlords. So how do they do it?

The Smart Processing Timeline

Over the last several years, PayProp’s Client Success Team have worked with high-performing clients to develop a step-by-step guide for collecting rent reliably.  

Today, the Smart Processing Timeline is in use in rental agencies across the country. Here’s how it works.  

If the rent is due on the 1^st of the month:

• Have all payment instructions in place by the 20^th of the previous month, including rates and taxes, body corporate fees, and your commission. If the admin is done in advance, you can spend the 1^st focused on rent collection and arrears recovery.  

• Tenants should get their invoices around payday – they’re more likely to pay when their bank accounts are full. The big exception to this rule is corporate clients: finance departments can take a while to process payments, so send the invoice early.

• Between invoice day and rent payment day, any tenants in arrears should receive a statement showing the full amount owed (the upcoming month’s rent plus their arrears total).  

• When the rent comes in, reconcile rents, prepare owner statements and start chasing any outstanding payments.

For more business growth advice from our Success Team, view our PayProp Masterclass: The Success Session: Lessons from 5,000+ Portfolio Conversations.