Security Deposits
Record deposits collected at move-in, then track what was returned, applied, or forfeited at move-out. The Security Deposit tab is on every tenant's page.
Recording a deposit
- Open the tenant's page and click the Security Deposit tab.
- Click Add Deposit.
- Enter the amount, date received, and select the deposit type.
- Save. The deposit appears in the grid and the total held is shown at the top.
Tenant
Income
Security Deposit
Docs
Total held: $1,500.00
+ Add
Date
Type
Amount
Status
Jul 1
Security Deposit
$1,500.00
Held
Deposit types
| Type | When to use |
|---|---|
| Security Deposit | Standard deposit held as security against damages or unpaid rent |
| Last Month Rent | First/last month rent collected upfront and held until move-out |
| Pet Deposit | Additional deposit collected for pets |
| Key Deposit | Refundable deposit for keys, fobs, or gate remotes |
| Other | Any other deposit type not covered above |
Click the ⓘ icon next to the Type dropdown for a one-line description of each type.
At move-out: returning, applying, or forfeiting
When a tenant moves out, select the deposit row and choose what happened to it:
| Action | What it means |
|---|---|
| Return | Deposit was sent back to the tenant. Enter the date and amount returned. Partial returns are allowed. The remainder stays as held until you action it. |
| Apply | Deposit was applied toward an unpaid charge on the tenant's account (e.g. last month's rent or a repair). The charge is reduced by the applied amount. |
| Forfeit | Deposit was kept by the landlord to cover damages or costs and will not be returned or applied to a specific charge. |
Reports
Two deposit reports are available from the Reports tab:
Security Deposit Report
Shows every active tenant's deposit balance across your portfolio - useful for reconciling your deposit trust account. Filter to a specific building or run it across all properties.
| Tenant / Unit | Charged | Paid | Returned | Applied | Forfeited | Held | Outstanding |
|---|---|---|---|---|---|---|---|
Robert Adler Maplewood Apartments / Unit 101 |
1,000.00 | 1,000.00 | 1,000.00 | 0.00 | 0.00 | 0.00 | |
Susan Park Maplewood Apartments / Unit 102 |
1,000.00 | 1,000.00 | 0.00 | 0.00 | 0.00 | 1,000.00 | |
Daniel Torres Maplewood Apartments / Unit 103 |
1,200.00 | 1,100.00 | 0.00 | 0.00 | 0.00 | 1,100.00 | 100.00 |
| Total | 3,200.00 | 3,100.00 | 1,000.00 | 0.00 | 0.00 | 2,100.00 | 100.00 |
Outstanding = deposit charged but not yet fully paid by tenant
Columns:
| Column | Meaning |
|---|---|
| Charged | Total deposit amount owed by the tenant |
| Paid | Amount actually collected so far |
| Returned | Amount sent back to tenant at move-out |
| Applied | Amount applied toward an unpaid charge |
| Forfeited | Amount kept by landlord (not returned or applied) |
| Held | Paid - Returned - Applied - Forfeited. What you currently hold. |
| Outstanding | Charged - Paid. Tenant still owes this much on the deposit. |
Security Deposit Ledger
Shows the transaction history for a single tenant - every charge, payment, return, application, and forfeiture with dates. Run this when you need an audit trail for one tenant's deposit, for example at move-out or in a dispute.
| Date | Tenant | Building / Unit | Type | Amount |
|---|---|---|---|---|
| 4/1/2025 | Mike Brennan | Maplewood Apartments / Unit 201 | charge | 850.00 |
| 4/1/2025 | Mike Brennan | Maplewood Apartments / Unit 201 | payment | 850.00 |
| 5/1/2026 | Mike Brennan | Maplewood Apartments / Unit 201 | return | 850.00 |
Trust account compliance: Many states require security deposits to be held in a separate trust account. Rental Flow tracks the amounts for you, but maintaining a separate bank account is your responsibility.