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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 detection and matching:

  1. Set up Bank integration — Plaid syncs transactions daily
  2. Review Payment suggestions — AI matches transactions to tenants
  3. Confirm matches to record automatically
  4. Use Manual matching for unmatched transactions

Invoice allocation​

When payments are recorded (manually or via bank sync), they are automatically allocated to outstanding rent invoices. The system supports partial payment allocation across multiple invoices. See Rent invoices.

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​