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Recording Payments

Accurate payment tracking is essential for arrears calculation, evidence bundles, and notices.

Recording a Payment Manually​

Step 1: Navigate to Payments​

  1. Click Payments in the sidebar
  2. Click Record Payment

Step 2: Select the Lease​

Choose the lease receiving the payment from the dropdown.

Step 3: Enter Payment Details​

FieldRequiredDescription
AmountYesPayment amount received
DateYesDate payment was received
Payment MethodRecommendedE-transfer, Cheque, Cash, etc.
ReferenceNoCheque number, e-transfer reference
NotesNoAny additional notes

Step 4: Save​

Click Record Payment to save.

Payment Methods​

MethodDescription
E-transferInterac e-Transfer
ChequePersonal or certified cheque
CashCash payment
Direct DepositPre-authorized debit
Money OrderMoney order or bank draft
OtherAny other method

Recording from Other Pages​

From Lease Detail​

  1. Go to Leases → Select lease
  2. Click Record Payment
  3. Lease is pre-selected

From Tenant Detail​

  1. Go to Tenants → Select tenant
  2. Click Record Payment
  3. If tenant has one active lease, it's pre-selected

From Dashboard​

  1. Find payment due in "Upcoming Rent" section
  2. Click Record next to it
  3. Lease and amount pre-filled

Automatic Payment Recording​

Connect your bank for automatic payment recording:

  1. Set up Bank Integration
  2. Review Payment Suggestions
  3. Confirm matches to record automatically

Partial Payments​

If a tenant pays less than the full rent:

  1. Record the actual amount received
  2. The remaining balance stays as arrears
  3. Multiple partial payments accumulate toward the balance

Late Payments​

Record payments on the date received:

  • Payment date is when you received it
  • System tracks when rent was due
  • Late payment history is preserved

Voiding/Deleting Payments​

Edit a Payment​

  1. Go to Payments → Find the payment
  2. Click Edit
  3. Modify details
  4. Click Save

Delete a Payment​

warning

Deleting a payment affects the rent ledger and arrears calculations. Only delete erroneous entries.

  1. Find the payment
  2. Click Delete
  3. Confirm deletion

Payment References​

Use the reference field for:

  • Cheque numbers
  • E-transfer confirmation codes
  • Bank transaction IDs
  • Any tracking number

This helps with reconciliation and evidence.

Best Practices​

  1. Record promptly - Enter payments as received
  2. Use consistent methods - Track how tenant typically pays
  3. Add references - For cheques and e-transfers
  4. Review regularly - Catch discrepancies early

Next Steps​