Income & Charges

Each tab on a tenant's page covers a different part of their account. Jump to a section:

Charges vs. payments ↑ top

Charges are amounts the tenant owes: rent, late fees, a repair chargeback. They increase the balance. Payments are amounts received. They reduce the balance. The Ledger tab shows both in date order so you can see exactly how the balance got to where it is.

Recurring charges: how monthly rent works ↑ top

Monthly rent is not entered as a fixed field. It's set up as a recurring charge. A recurring charge posts automatically to the ledger on a chosen day each period. You set it up once and it runs indefinitely until you set an end date or the tenant moves out.

To set up monthly rent: go to the tenant's Recurring Charges tab, click Add, enter the amount and the day of month it should post (typically 1). That charge will appear on the ledger every month going forward.

Charge Ahead & Add Charge ↑ top

These two buttons appear below the charge grid on the Payments tab.

Charge Ahead posts the next period of recurring charges early. For example, if a tenant comes in on June 30 to pay July rent, there is no July charge on the ledger yet. Press Charge Ahead to post it, then record the payment against it. Press it again to post one more period. The (i) button explains this in the app.

Add Charge posts a one-time manual charge - a repair chargeback, a parking fee, or anything else that isn't a recurring charge.

Payments tab ↑ top

The left side shows the payment form; the right side shows payment history. Selecting a payment from the history loads it into the form for editing.

Payment allocation ↑ top

When you record a payment, it is automatically applied to the oldest unpaid charges first. If a tenant pays $1,000 against a $1,250 balance, the $1,000 goes toward reducing the oldest charge and the remaining $250 stays as an open balance. You don't have to manually assign which charges get paid.

Credits ↑ top

If a tenant pays more than they owe, the excess is stored as a credit on their account. The next time you open the Payments tab you will see the credit balance displayed at the top of the form. Click Apply Credit next to the Amount field to apply it toward the current payment.

Late fees ↑ top

Late fees are calculated automatically based on the rules you configure in Settings > Late Fees. The system recalculates whenever you open a tenant's Income tab or the date changes. If an overdue balance is detected past the grace period, the fee is posted directly to the ledger.

Flat fees are posted once per overdue period. Daily fees accumulate each day the balance remains overdue. Both stop accruing once the balance is paid.

NSF (returned check) ↑ top

When a payment bounces, select the payment in the history list and click the NSF button. You will be asked to confirm the NSF date and whether to add an NSF fee. This reverses the payment: all allocations made against charges are undone and those charges go back to unpaid. Any overpayment credit that was created from that payment is restored and available to use again.

The NSF fee option is pre-checked if you have a default NSF fee amount configured in Settings > Late Fees. A new charge for that amount is posted to the ledger automatically.

If you marked a payment as NSF by mistake, select it and click Undo NSF. This re-applies the payment to charges and removes the NSF fee charge.

Statement and receipt ↑ top

When no payment is selected, a Statement link appears at the top of the form. This prints a full statement of all charges and payments for the tenant. When a payment is selected, it changes to Receipt, which prints a receipt for that specific payment. Both can be printed or emailed directly to the tenant.