Skip to main content

Rent ledger

The Rent Ledger provides a complete financial history for each lease, showing rent charges, payments, and running balance.

Accessing the rent ledger​

From lease page​

  1. Go to Leases → Select a lease
  2. Click View Rent Ledger

From tenant page​

  1. Go to Tenants → Select tenant
  2. Find the lease
  3. Click Rent Ledger

Understanding the ledger​

The rent ledger shows a chronological list of all transactions:

ColumnDescription
DateTransaction date
DescriptionRent charge or payment
ChargesRent owed for period
PaymentsAmount paid
BalanceRunning balance (arrears if positive)

Sample rent ledger​

DateDescriptionChargesPaymentsBalance
Jan 1Rent - January 2026$2,000-$2,000
Jan 3Payment received-$2,000$0
Feb 1Rent - February 2026$2,000-$2,000
Feb 15Partial payment-$1,000$1,000
Mar 1Rent - March 2026$2,000-$3,000

In this example, the tenant has $3,000 in arrears.

How rent charges are calculated​

Rent is charged on the due date each month:

  1. Due Date - From the lease (e.g., 1st of month)
  2. Amount - From the lease's monthly rent
  3. Auto-Charged - Added to ledger automatically

Balance explained​

BalanceStatus
$0Fully paid, no arrears
PositiveArrears (tenant owes money)
NegativeCredit (tenant overpaid)

A negative sign in front of an arrears amount reads as a credit in standard accounting convention, so arrears are shown without one: the ledger's Balance column shows a plain positive amount (color-coded to signal arrears), and the Leases list shows an explicit "Owes $X" label for the same figure.

Credit on File​

When a tenant overpays (for example, via a large one-time payment that exceeds total charges), the surplus is stored in the credit balance on the lease. Previously this credit was invisible in the ledger summary, causing a discrepancy with the Dashboard and T776 totals.

If any org-wide credit balance exists, a Credit on File card appears in the ledger summary showing:

FieldDescription
Credit on FileTotal accumulated credit across all your leases
Total Cash CollectedSum of all cash payments received plus org-wide credit — reconciles with the Dashboard and T776
Reconciling with the dashboard

The dashboard and T776 tax report count cash collected including credit. The Credit on File card ensures the ledger's Total Cash Collected matches those figures.

Date range filtering

The credit balance shown is always the current org-wide total — it is not filtered by the ledger's date range. If you apply a custom date range, your AR figures are scoped to that period but the Credit on File reflects all-time credit. Full reconciliation works cleanly at the default (all-time) range.

Credit is applied automatically when future invoices are generated.

Arrears tracking​

The system automatically calculates:

  • Current arrears amount
  • Number of days in arrears
  • Which rental periods are unpaid

This information feeds into:

  • Dashboard KPIs
  • N4 notice generation
  • Evidence bundles

Mobile view​

On narrow screens, the ledger switches from the table layout to a stacked card per transaction, showing the same tenant/property, period, charges, payments, and balance information. Commercial leases' late fee is also shown on the mobile card when applicable.

Filtering the ledger​

Filter by:

  • Date range - Specific period
  • Type - Charges only, payments only, or all

Exporting the ledger​

PDF export​

  1. Click Export PDF
  2. Choose date range (or all)
  3. Download formatted PDF

The PDF export is formatted for LTB evidence.

CSV export​

  1. Click Export CSV
  2. Download spreadsheet

Useful for your own analysis or accountant.

Correcting errors​

Wrong payment amount​

  1. Find the payment in the ledger
  2. Click Edit
  3. Correct the amount
  4. Save

Wrong payment date​

  1. Find the payment
  2. Click Edit
  3. Correct the date
  4. Save

Missing payment​

  1. Click Record Payment
  2. Enter the correct date (even if past)
  3. Save

Ledger for evidence​

The rent ledger is included in arrears evidence bundles:

  • Shows complete payment history
  • Documents exactly what's owed
  • Formatted per LTB Practice Directions

See Arrears Evidence for details.

Best practices​

  1. Review monthly - Catch errors early
  2. Record promptly - Keep ledger current
  3. Check before notices - Verify arrears are accurate
  4. Export before hearings - Have current ledger ready

Next steps​