Finance: income, expenses, deposit

Monthly rent is created from the lease automatically (up to two months ahead), and utilities from the utility settlement. Every item is one row on the Income tab: this month's items and any earlier amounts still open.

The By lease view shows how much each lease owes.

1. 1When the money arrives: Paid at the end of the row. It records the full amount with today's date; for another amount or date, use Different amount or date… in the ⋯ menu.
2. 2You can select several rows, then Mark selected paid.
3. 3If one transfer pays several items: Record a payment, pick the lease and enter the amount. You see how much goes to each item; you can change it row by row, and anything left over stays as a credit.
4. 4The tenant's report (I've paid) appears at the top of the list under Awaiting approval: Approve, or Reject in the ⋯ menu (with a reason). The item's row says Tenant reported, and the row's button approves it too.

The tenant pays it with the Pay button, using the same RK-… reference as the rent. Rentkey does not handle money. These charges do not count towards the Pays on time badge; only rent does.

1. 1Income tab: New item.
2. 2Pick the lease, the category (utility recharge, building service charge, damages, repair, key replacement…), the amount and the due date.
3. 3Ask for a charge notice to the tenant, then Save. The item appears under Income, where you mark it Paid.

Bank account: the payee name and account number (for known banks we fill in the BIC for you). This gives the tenant the QR code and transfer details to copy; if a lease names a different account (for example the owner's), that one shows for that lease.

Every lease has its own reference that never changes (RK-…): the tenant uses it for transfers and can set up a monthly standing order with it. You see it on the lease's Rent tab, together with the account name the tenant pays from.

At the right end of the Finance tabs, or under Settings › Finance settings: how Rentkey splits a transfer that pays several items (oldest debt first, rent first, or you split it), whether the Paid button records with one click or asks first, and whether the tenant's report waits for approval or counts straight away.

In the Repeat field you set a weekly, monthly, quarterly, six-monthly, yearly or custom schedule. Each item is created automatically one week before it is due. To stop: Stop repeating.

Record expense: category, gross amount, date, property, who you paid, receipt. You can recharge it to the tenant or charge it to the owner. On the Operator plan also net amount, VAT and payment deadline.

1. 1On the lease's Deposit page you record or confirm the payment.
2. 2At move-out, Start the settlement: it is prefilled from arrears, the move-out protocol and damage caused by the tenant. Every deduction needs evidence.
3. 3Send to the tenant. For disputed items: Keep it, Lower the amount or Waive it.
4. 4Issue the settlement, you both sign it, then Record the refund.