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Payments

Payment Overview

Record renter payments, reduce rental balances, update revenue and collection metrics, and keep payment history tied to the Rental Ledger.

Overview

Payments represent money received from renters. Recording payments lets PropioLedger reduce outstanding balances, update Open Balance and Past Due Amount, calculate revenue, update dashboard metrics, update reports, and support invoice tracking.

Every payment is recorded against a rental and becomes part of the Rental Ledger. The saved payment is the posted-payment record; the ledger determines how that payment applies to unpaid charges.

Animated walkthrough showing rental balances, the Add Payment helper, and the Rental Ledger.
Payment WorkflowReview the rental balance, use Add Payment to record the payment, then let the Rental Ledger apply it to open charges.

Recording A Payment

The most common path is to open the Rental Detail page, choose Add Payment, enter or confirm the payment details, and save the payment.

You can also start from the global Add Payment button when you know the property, rental, and renter. Payments should be recorded against the rental they belong to so balances and reporting stay accurate.

  1. Open the rental that received the payment.
  2. Choose Add Payment.
  3. Select any open balance lines you want to use as a payment helper.
  4. Confirm the payer, amount, date, type, and notes.
  5. Save the payment.
  6. Review the Rental Ledger and Payment Ledger after saving.
Quick Add Payment modal showing open balance line selection, payer, payment amount, payment date, notes, and Add Payment button.
Add Payment HelperSelected open-balance lines can fill the amount and note, but the saved payment still follows the standard ledger allocation rules.

Payment Information

Payments may include amount, payment date, payment type, payer, and notes. Each payment is associated with a property, rental, and renter.

Use notes to preserve context, such as what the renter intended the payment to cover or how the payment was received.

How Payments Affect Balances

When a balance-applying payment is recorded, PropioLedger applies the net payment amount to outstanding ledger charges according to the allocation rules. As charges are paid down, Open Balance and Past Due Amount update automatically.

Payments can also affect dashboard metrics, rental detail totals, reports, and invoice tracking. The exact reporting impact depends on the payment type and whether any refund has been recorded.

Payment Allocation RulesHow payment type, charge type, dates, and credits affect payment application.Rental Ledger OverviewHow charges, payments, waivers, and balances are calculated together.

Revenue Versus Collections

Not every payment is rental revenue. Rent, Late Fee, Last Month Rent, Application Fee, and Cleaning Fee count as rental revenue in revenue-focused reporting.

Security Deposit, Pet Deposit, Repair Reimbursement, Utility Reimbursement, and Other are collections, but they are not counted as rental revenue. Deposits may still affect balances when they match deposit charges.

Payment TypesWhich payment types reduce balances, count as revenue, or act as non-revenue collections.

Refunds

Refunds are recorded from rental lifecycle workflows, not from a standalone Refund button on the Payment Ledger.

Use End Rental for a started rental, or Cancel Rental for a future booked rental. When refundable payments are available, those workflows show refund amount fields and notes.

RefundsHow refund amounts affect ledger balances, reports, and property cashflow.Rental Lifecycle ActionsWhere refund fields appear while ending or canceling a rental.Waived ChargesWhen to use the Waive button for unpaid balances instead of refunding paid amounts.

Last Updated

May 2026