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Recording payments

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

Recording a payment manually​

There's no dedicated "Payments" sidebar item — record a payment from Rent Ledger or from a lease's Financials tab.

Step 1: Navigate to Rent Ledger​

  1. Click Rent Ledger in the sidebar (under Finances)
  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 → Financials tab
  2. Click Record Payment
  3. Lease is pre-selected

From the dashboard​

Click the Record a payment quick link, which takes you to Rent Invoices.

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

Correcting a mistaken entry​

There's currently no edit or delete action for a recorded payment. If you enter a payment incorrectly, record an offsetting entry (or a correcting payment) and note the reason in the reference/notes field so the rent ledger stays auditable.

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​