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Automating rent tracking

This tutorial shows you how to connect your bank and automate rent payment tracking.

Prerequisites​

  • Active lease(s) in OntarioLandlord
  • A bank account that receives rent payments
  • Online banking credentials

Time required​

10-15 minutes for setup, then ongoing automation

Why automate?​

Manual TrackingAutomated Tracking
Enter each paymentPayments sync automatically
Remember to log inDaily sync runs automatically
Risk of missing paymentsComprehensive history
Time-consumingSaves hours monthly

Step 1: Connect your bank​

  1. Go to Integrations in the sidebar
  2. Click Connect Bank Account

Select your bank​

  1. Plaid window opens
  2. Search for your bank
  3. Select from the list

Authenticate​

  1. Enter your online banking credentials
  2. Complete any 2FA (text message, app, etc.)
  3. Credentials go directly to Plaid (we never see them)

Select account​

  1. Choose the account that receives rent
  2. Usually your main chequing account
  3. Click Continue

Confirmation​

You'll see:

  • Bank name connected
  • Account ending in XXXX
  • Status: Active

Step 2: Initial sync​

Wait for first sync​

After connecting:

  • Initial sync happens automatically
  • May take a few minutes
  • Historical transactions (30-90 days) pulled

Check sync status​

  1. Go to Integrations
  2. See "Last Synced" time
  3. Click Sync Now if needed

Step 3: Review payment suggestions​

  1. Go to Bank Accounts in the sidebar, then Payment Suggestions
  2. Review pending matches

Understanding suggestions​

Each suggestion shows:

  • Transaction date and amount
  • Bank description
  • Suggested tenant/lease
  • Confidence score

Process suggestions​

For each suggestion:

ActionWhen to Use
ConfirmCorrect match, record payment
RejectNot a rent payment
ReassignWrong tenant, fix and record

Example workflow​

  1. High confidence match (95%)

    • $2,000 from "E-TFR John Smith"
    • Matches John Smith's $2,000 rent
    • Click Confirm

  2. Medium confidence (75%)

    • $2,000 deposit, generic description
    • Check if amount matches any lease
    • Confirm or reassign

  3. Low confidence (50%)

    • $1,500 deposit
    • Doesn't match any exact rent
    • May be partial payment or other income

Step 4: Configure auto-matching​

Enable auto-match​

  1. Go to Bank Accounts
  2. Find the "Auto-match transactions (≥ 90% confidence)" toggle for your connection (it's on by default)

The 90% threshold is fixed — there's no separate threshold input to adjust it, and it isn't found under Settings → Integrations.

What gets auto-matched​

  • Transactions with confidence 90%+
  • Amount matches lease exactly
  • Strong tenant identification

Review regularly​

Even with auto-match:

  • Check suggestions weekly
  • Review recent payments
  • Catch any errors

Step 5: Optimize matching​

Improve match accuracy​

Consistent Tenant Payments

Encourage tenants to:

  • Use e-transfer with their name
  • Include unit number in memo
  • Pay the same amount each month

Accurate Lease Data

Ensure:

  • Tenant names match exactly
  • Rent amounts are correct
  • Due dates are set

Handling edge cases​

Multiple leases, same amount

  • AI uses additional signals
  • Review manually when ambiguous

Partial payments

  • Flagged as partial match
  • Confirm to record partial

Cash payments

  • Don't appear in bank feed
  • Record manually

Step 6: Monitor ongoing​

Daily/weekly tasks​

  • Check for new suggestions (badge shows count)
  • Process pending matches
  • Review auto-matched payments

Monthly tasks​

  • Reconcile bank statement
  • Verify all payments recorded
  • Check for missed transactions

Troubleshooting​

Transactions not appearing​

  1. Check connection status
  2. Click Sync Now
  3. May take 24 hours after deposit

Wrong matches​

  1. Don't confirm
  2. Click Reassign
  3. Select correct lease
  4. Or Reject if not rent

Connection expired​

  1. Go to Integrations
  2. Click Reconnect
  3. Re-authenticate with bank

Best practices​

  1. Process suggestions promptly - Don't let them pile up
  2. Verify weekly - Regular review catches errors
  3. Keep tenant info updated - Names help matching
  4. Use one account - Dedicated rental account is best
  5. Record exceptions manually - Cash, e-transfers from family accounts

What you've achieved​

After setup:

  • Payments sync automatically
  • AI matches to correct leases
  • Rent ledgers update automatically
  • Arrears calculated correctly
  • Evidence bundles include all payments

Next steps​