The rent ledger

Overview

The Rent Ledger is your record of rent due, received and outstanding. Each lease gets one row per month. You can record several payments against a row (instalments) and several waivers or deductions, and you can view, edit or delete each one separately.

The four tiles at the top are Expected, Received, Balance Outstanding and Paid / Pending. Money figures are net of TDS, and Balance Outstanding = Expected − Received.

Before you start

• The ledger is available to landlords, master admins and CAs.
• Rent rows come from active leases, so check that rent, TDS % and escalation are set on each lease.
• Each tenant's Rent Payment Terms (advance or arrears) decides which month a payment counts towards.

Steps

1. Open Rent Management → Rent Ledger.
2. Click Generate this month to create this month's rows for every active lease. Rows that already exist are skipped, so it is safe to click more than once.
3. To add one row yourself, click Add Rent. Narrow by property, floor and unit, pick the tenant, then choose the Month and Year. You can also enter Amount Paid, Paid On and Payment Mode. Click Add Rent to save.
4. To record money received, click Record Payment on the row. This opens the Payments & Waivers panel.
5. Under Payments, enter Amount (₹), Date Received, Mode (Bank Transfer, UPI, Cheque or Cash), Bank / Account and UTR / Reference, then click Add Payment. Repeat for each instalment.
6. Under Waivers / Deductions, enter Amount (₹) and a Reason (for example, meter replacement), then click Add Waiver.
7. Use the pencil icon to edit a payment or waiver, or the bin icon to delete it. The balance updates straight away.
8. Use Edit on a row to change its month, year, notes or receipts, and Clone to copy it to another month.
9. Use Escalation Waiver to let a tenant keep paying the pre-escalation rent for a set date range.
10. Filter by Status, Property, Tenant, Month or Year, and use Group by to group by property, status or month.

Example

Bluebird Cafe owes ₹54,000 net of TDS for July. It pays ₹30,000 on 5 July and ₹19,000 on 20 July, and you waive ₹5,000 for a water-line repair. The row reads:

The status changes to Paid.

FAQs

What happens if a tenant pays more than the month's due?

The extra becomes an Advance. It clears the lease's oldest unpaid months first, and those months show a Credit badge. Credit is not a waiver; it is money from a later payment.

Can I type the Amount Due myself?

Not for leases with a monthly rent. The due is worked out from the lease rent and its escalation schedule, so a month before an escalation bills the old rent. For a concession, use Escalation Waiver or a waiver line.

What do the statuses mean?

Pending means nothing has been received. Partial means part of the due is settled. Paid means it is fully settled through payments, waivers or credit. Overdue means the due date has passed. Rent-free marks a rent-free period on the lease.

Troubleshooting

Edit says the row has several payments

Once a row has more than one payment or waiver, change them one at a time in the Payments & Waivers panel.

This month's rows are missing

Click Generate this month. When a master admin opens the ledger and the current month has no rows, they are also created automatically.

A ₹1 balance remains

Balances under ₹1 are treated as settled. If a larger balance remains, compare the payments with the due shown in the panel.

Related articles

• Rent Summary
• Bank rent, cash rent, TDS and GST
• TDS on rent