Key takeaways
- Set one monthly rate per bay and let contracts use it.
- Generate a charge per contract per billing month.
- Overdue is decided by the due date, not by memory.
- Log every entry so occupancy and access agree.
Storage rental looks like the easiest business in the world until the third month. A bay is quietly occupied by a tenant who stopped paying in July, another is empty and nobody remembers since when, and a caretaker lets someone in because the face was familiar. BodegaDesk PH ties the bay to a contract, the contract to a monthly charge, and the charge to a due date, so occupancy and arrears are read rather than recalled.
Rate the bay, not the tenant
Each unit carries a size, floor area, monthly rate, and location. Occupancy is computed from live contracts, so the count of occupied and vacant bays is always current instead of being counted by walking the aisle.
A unit taken out of service for repair is marked in its own status column, which keeps it out of the offer list without deleting its history.
Let the contract drive the billing
A contract records the tenant, unit, start and end dates, and the deposit held, and it picks up the monthly rate from the unit. Monthly charges are generated per contract per billing month, with months billed for partial or advance periods.
Because the rate lives on the unit, a rate increase applies to charges generated after it, and every old charge keeps the amount that was actually billed.
Overdue is a date, not an opinion
A charge balance is the amount less the payments recorded against it, and Timing shows Settled, Current, Due today, or Overdue from the due date. A tenant billed in advance is Current, not late.
Overdue charges roll up to the contract, where Access Standing reads Review Access. That is the list the caretaker gets, and it replaces a judgement call at the gate with a rule.
Log every entry to a unit
The access log records the date, contract, unit, person, time in and out, and the purpose of the visit. It answers who moved the pallets and when, which matters most on the day something is missing.
UNIT REPORT totals contracts, charges, collections, and balance per bay, which shows whether the large bays or the small ones actually carry the yard.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
BodegaDesk PH Google Sheets Edition is designed for use with a Google account and current desktop Google Sheets.
No lease contract drafting, legal or lien enforcement, insurance of stored goods, gate, keypad or CCTV integration, online booking, official receipts, or tax filing.
Frequently asked questions
Can I bill half a month for a mid-month move-in?
Yes. Enter 0.5 in months billed and the charge amount follows the contract rate for that fraction.
Does Review Access lock the gate?
No. It is a flag on the contract so the owner can decide. The product records access, it does not control it.
What about the security deposit at the end of a contract?
The deposit held is recorded on the contract and stays visible next to the balance, so the settlement conversation starts from a number.
Does this replace official records?
No. No lease contract drafting, legal or lien enforcement, insurance of stored goods, gate, keypad or CCTV integration, online booking, official receipts, or tax filing.
