Creating a Lease | Camper BMS Help Center

Accessing the Lease Form

Navigate to Leases and click Create New Lease.

Start Date - Select the lease start date using the date picker.
Duration - Enter a number and select the unit using the tabs: Weeks, Months, or Years. The end date is automatically calculated from the start date and duration (inclusive). For example, a 1-year lease starting 17 April 2026 will end on 16 April 2027.
Campsite - After selecting the start date and duration, available campsites are loaded. Search or select a campsite from the list. You must set the lease period before campsites become available.

Payment Frequency - Select how often rent is paid: Weekly, Fortnightly, Monthly, Quarterly, or Annually. The available options are dynamically filtered based on the lease duration. For example, you cannot select Annually for a 6-month lease.
Rent Amount - Enter the rent amount in dollars.
Invoice Method - Choose Automatic or Manual.
- Automatic - Invoices are generated automatically a configurable number of days before each billing period starts (advance billing). Each invoice covers the upcoming period and includes the date range in the description (e.g. "Rent - Monthly\n01/04/2026 - 30/04/2026"). The due date on each invoice is the day before the period begins. If the lease ends mid-period, the final invoice is automatically pro-rated.
- Manual - You create each invoice yourself from the lease detail page. No automation runs.
Invoice Advance Days (Automatic only) — How many days before each billing period starts the invoice should fire. Leave blank to use the default for the chosen payment frequency:
- Weekly: 2 days
- Fortnightly: 4 days
- Monthly: 7 days
- Quarterly: 14 days
- Annually: 30 days
What happens at the end of the lease? — Choose from: Convert to Month-to-Month, Renew for Same Term, or Lease Terminates. The "Convert to Month-to-Month" option is only available for leases with a duration of 1 year or longer.

Note: Once a lease is Active, the Payment Frequency and Invoice Advance Days fields are locked and cannot be changed.

Add one or more tenants (up to 10) to the lease:

Click Add Tenant to add a tenant row.
Search for and select an existing customer for each tenant.
To create a new customer, click Create Customer (opens in popup) to add one without leaving the page.
Remove a tenant by clicking the delete icon next to their row.

Upload a signed lease agreement PDF document. This can also be done later from the lease management page. Only PDF format is accepted (max 5MB).

Initial Status - Choose Draft (Hold Site) to reserve the site while finalizing, or Active to activate immediately.
Generate first invoice upon activation (Automatic only) - A checkbox (defaulted ON) that controls whether the first invoice is created immediately when the lease is activated.
- Ticked - First invoice is generated immediately on activation, covering the full first period (start_date → period end). The next invoice will fire Invoice Advance Days before the second period starts.
- Unticked - The first period is treated as already paid (e.g. paid in cash on key handover). The first generated invoice will fire Invoice Advance Days before the second period starts.
A live preview shows you exactly when each invoice will fire and what period it'll cover, based on your current settings.
A lease summary is displayed showing the rent amount, lease period, and end of lease action.

Click Save Draft (for draft status) or Create Active Lease (for active status) to save.

After creating a lease, you'll typically:

Upload the lease agreement document (if not already done).
Activate the lease when both parties are ready (if created as draft).
For manual invoicing, create invoices for rent payments. For automatic invoicing, invoices are generated automatically a few days before each payment period.

Late - If the system generates an invoice for a billing period that has already started (for example, you activate a lease back-dated by a week), the invoice is automatically flagged with a Late badge on the lease detail page so you and your tenant can see it was generated retrospectively.
Pro-rata - If the lease ends mid-period (e.g. terminated mid-month), the final invoice's amount is automatically reduced to cover only the partial period and the description is suffixed with (pro-rata).