In Moderan there are three possibilities for Indexation:


NB! When you are entering Rent and other Fees it is highly recommended to specify which Billing lines are Indexed and which are not. 
It allows you to have full overview and/or filter out all Fees that should be indexed.



Fixed/Automatic indexation

 ▶ Contracts > Rental Contracts > Edit > Indexation section


Automatic indexation can only be used with a fixed index.


1. Setting up Automatic Indexation


Mandatory fields that need to be filled are:

• Automatic Indexation > check-mark (visible in Rental Contract Edit mode)

• Index > percentage, number field

• Next indexation date > it must be no less than one month in advance. This is because Rent invoices are always issued in the beginning of the month, and if the Indexation date is somewhere in the second half of the month, we must ensure that the Indexation calculation is completed before this month invoices are issued – therefore, at least 1 month in advance.

• Indexation Frequency > in months, time between next indexation date


Indexation basis is description field, where you can mark if rent is indexed with fixed % or CPI.


NB! When using automatic indexation, you also need to check mark each billing type to be indexed in Rental Contract > Rent and other Fees section > Rent and Fees table. Only the billing line that is marked for indexation and is active at the indexation time will be indexed.



2. Automatic indexation steps done by Moderan


Once automatic indexation has been added to a Rental contract: 


• Info about indexation is visible in the Contract deadlines report

• Contract billing types are indexed 1 month prior to Next Indexation Date by added rows in Contract’s Rent and Fees table with Description “Automatically indexed 1 month in advance, Index: %

        ▪ Rows date is equal to Next Indexation Date. Rows added 1 month prior to this date, i.e., not active yet.

        ▪ Rows are created for all Billing type rows in the Contract that:

                ○ are active (white ones, the latest value for a Billing type)

                ○ are marked as “yes” in Index field of Rent and Fees table

                ○ are dated before or today (i.e. are not in the future). 

• Next Indexation Date field is updated by adding the number of months mentioned in the field Indexation Frequency to the current Indexation Date > one day after the last Indexation Date.



3. Notifications about Indexation

▶ Contracts > Rental Contract > Edit > Send Reminders to E-mail


You will receive a reminder about upcoming Indexation. There are three scenarios:


• If Indexation Reminder and Notify tenant are not filled notification is not sent;


• If Indexation Reminder is filled:

    ○ notification is sent on "1 month prior to Next Indexation Date" + "Indexation reminder date period"

    ○  is also sent "1 month prior to stated Next Indexation Date"


• If Notify tenant is also filled the notification is sent: "Notify tenant days" + "Indexation Reminder period"


CPI based indexation

▶ Contracts > Rental Contracts > % START INDEXATION


In case you have multiple contracts with CPI based indexation term, you can use semi-automatic indexation tool to index all Rental Contracts (Billing lines that have marked to Index) at the same time.


There are some differences between Automatic indexations settings and using this feature. 


1. Setting up CPI-based Indexation


To use semi-automatic tool, Contract terms Indexation part should be filled as follows:

  • Indexation basis is description field, where you can mark CPI, HICP, THI etc. and other important clauses, usually min and max values. For ex "CPI min 3% max 5%"
  • Automatic Indexation > has to be empty in order for this contract to appear in % START INDEXATION tool.
  • Index > no need to fill but in case you have min and max values, min value can be added.
  • Next indexation date > there has to be a date on which new indexed rent is applied. 
  • Indexation Frequency > there has to be a number in months, this is used to calculate new "Next indexation date".


2. Steps to index multiple Billing lines


When setting up of CPI-based Indexation is done in the Rental Contract:

  • Go to the CPI-based Indexation tool > % START INDEXATION button:


  • Use the Next Indexation Date Filter to get all Billing lines, that should be indexed. 

    By default, you can see only the Billing lines with Index marked "true", because Index column has a filter applied:


Hint! You can clear the filter and check all Billing lines for the period. In case, you overlooked some Fees in the Rental Contracts and forgot to check-mark "Index" column. You can click the Contract number and in the Rent and Fees table check-mark the Billing lines, that should be indexed.


  • After all Billing lines are listed, you can apply Index for all of them in Bulk:



Hint! This tool is very flexible, you can filter and sort the lines multiple times, until the percentage can be applied in bulk action.
For example, Fees are filtered by Indexation basis field and Fee type (Rent, Parking, Marketing, etc.).
Or you can use the general Search filter to get all Fees for e.g. one tenant, who has multiple Rental Contracts.


  • Click PREVIEW and review New rent and fees values. All newly generated values appear on the right side of the table in a light blue color. You can edit New start date, New next indexation date and New description fields, if there is a need.


NB! Excel export is recommended after the PREVIEW step. You can save the indexation data if you or colleagues want to review it later.



  • Once you click INDEX NOW, new billing lines with indexed values are created in Rental Contracts (Rent and Fees table).


NB! Once you apply indexation it is not possible to reverse this action and all corrections have to be done manually in every Rental Contract Billing lines.


There are 3 scenarios, when program gives indication in Red:


  • When you filter all the Fees (with and without "Index" marked). Lines with option "No" appears in Red, it is not possible to apply Index to them. However, you can go to the Rental Contract, review these lines and if necessary, check-mark them:


  • When Next Indexation date is earlier than Start date of Fee. This might happen, for example, if you have a Step Rent:


  • When Indexation Frequency is missing in Rental Contract, program cannot apply New next indexation date:



3. Notifications about Indexation

▶ Contracts > Rental Contract > Edit > Send Reminders to E-mail


You will receive a reminder about upcoming Indexation. There are two scenarios:


• If Indexation Reminder and Notify tenant are not filled notification is not sent;


• If Indexation Reminder is filled:

    ○ notification is sent on "1 month prior to Next Indexation Date" + "Indexation reminder date period"

    ○  is also sent "1 month prior to stated Next Indexation Date"


• If Notify tenant is also filled the notification is sent: "Notify tenant days" + "Indexation Reminder period"

Manual indexation

▶ Contracts > Rental Contracts > Rent and Fees > Billing line


Manual indexation process starts in the Reports > Contract Deadlines, where you can easily check what Rental Contracts should be Indexed at the given moment and go straight to the Rental Contract by clicking on the name:



Calculate indexed rent manually and create new Billing line in the Rent and Fees table and fill in all information required. When indexation is done manually, please also change Next Indexation Date to keep information up to date.