Ending a lease and refunding the deposit
Terminate a lease, work through the move-out checklist, record deductions and refund the security deposit with a full audit trail.
Overview
Ending a tenancy in Property360 happens in two stages:
- End Lease: the lease is marked Terminated (kept as history) and its units are freed.
- Move-Out & Deposit Refund: a checklist of dues, utilities, unit condition, belongings and keys, followed by any deductions and the deposit refund. The refund is blocked until every required checklist item is ticked.
Nothing is deleted. The lease, its invoices, rent records and documents stay in the history, and you can Reactivate the lease if it was ended by mistake.
Before you start
- Only landlords and master admins can end a lease and process a refund.
- Make sure the final rent and electricity bills are recorded, so dues show correctly.
Steps
- On Lease Dashboard, open the tenant and go to Lease Info.
- Click End Lease. Enter the Termination Date and a Reason (for example, Tenant vacated), then click Terminate & start move-out.
- The Move-Out & Deposit Refund window opens. Under Move-out checklist, tick each item as you verify it, adding a note where useful:
- Outstanding rent dues cleared (required)
- Electricity / utility bills cleared (required). Any outstanding bill on file is shown here.
- Unit condition inspected (damages assessed) (required)
- Furniture / belongings removed
- Keys handed over (required)
- Under Deposit deductions, click Add deduction for each item, such as painting, cleaning or damages, with an amount.
- Check Deposit settlement: Deposit paid, Less deductions and Net refundable.
- Enter the Refund amount, Refund date and Payment reference (UTR / cheque), plus any Exit notes.
- Click Process deposit refund and confirm. The refund is recorded in the lease's deposit ledger automatically.
Example
Bluebird Cafe vacates unit G-02 at Sunrise Towers on 31 May 2027. The deposit paid was ₹3,00,000. You end the lease and tick off rent, electricity, inspection and keys. You add deductions of ₹12,000 for repainting and ₹3,000 for cleaning. Net refundable is ₹2,85,000. You enter the UTR and process the refund. The deposit ledger now shows Settled.
FAQs
What if only one unit of a multi-unit lease is being given back?
Don't end the lease. Use Release on that unit under Leased Units, and the agreement continues for the other units. See Leases covering several units.
What's the difference between Unlink Unit and End Lease?
Unlink Unit on Property Assignment is for removing an assignment. If the lease has billing history, it is kept as Terminated. If it was an empty, mistaken assignment, it is removed. For a real move-out, use End Lease so the checklist and refund are captured.
Can I bring an ended lease back?
Yes. Click Reactivate Lease. The lease returns to Active with its previous terms, and the unit is occupied again.
Can deductions be more than the deposit?
No. Refunds and deductions can never exceed the deposit held.
Troubleshooting
The refund button says "Blocked — N item(s) pending"
Tick every item marked required in the checklist.
Electricity shows an amount pending
Clear the bill in Electricity Payments first, then tick the item.
I ended the lease from the property page and there was no checklist
End Lease in the property's Manage Unit window only frees that unit. On a single-unit lease it marks the lease Terminated. On a multi-unit lease it releases just that unit. To record the checklist and refund, open the lease on the Lease Dashboard and click Complete Move-out & Deposit.