This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Keep the unit, the tenant, the rent periods, the deposit, and the payments applied to each.
Follow the tenancy you actually signed. This guide does not interpret landlord-tenant law.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Tenancy | Manager | Unit, tenant, rent, and start date. |
| Deposit | Finance | Amount held and whether it has been returned or used. |
| Rent charge | Finance | Period and amount due. |
| Receipt | Finance | Amount, date, and whether it pays rent or the deposit. |
3. One complete cycle
- Open a tenancy for one unit.
- Receive the deposit and do not mark it as rent.
- Raise one rent period.
- Apply a payment to that period and leave any shortfall as arrears.
Expected: The deposit balance is intact, and arrears equal rent charged minus rent received.
4. Check before you add tools
Do not refund a deposit by deleting the original receipt. Record the repayment against the deposit.
5. Frequently asked questions
Can a deposit pay the rent?
Only when you explicitly apply it and your agreement allows that. Until then it is not rent.
What is an arrear?
Rent that was due and has not been paid. It is not a deposit you are holding.
Do I reuse a deposit for the next tenant?
No. Close the first deposit with a repayment or an agreed deduction, then take a new deposit.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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