Overview
A lease payment is a transaction recording that a tenant paid you money. Lease payments pay off charges and decrease the tenant’s outstanding balance. Payments recorded when there are no outstanding charges give the tenant a credit balance, which will automatically pay off future lease charges.
If your tenant pays online through their tenant portal, DoorLoop automatically records their payment on the lease. If you receive a lease payment outside of DoorLoop, you will need to manually record this transaction on the lease. (A payment you receive outside of DoorLoop can include a check, cash, and other direct payment methods such as CashApp, Venmo, Zelle, etc.) Once recorded, your accounting in DoorLoop should match what appears in your bank account and what you received.
The Steps
To record a payment on a lease, click the + Create New button at the top left corner and then click Receive Payment under the Tenant Transactions section.
On the Receive Payment window, enter the required information:
Select Lease - this is the lease that the payment is being received into.
Date - change the date for the payment if needed.
Received from - this will automatically fill in the tenant you added to the lease.
Deposit account - this will automatically fill in the bank account set as the default operating account for the property. You can choose another bank if this is not the bank you want to receive into. (If you don't see the bank account you want in the deposit account dropdown list, you must add it as one of your default bank accounts on the property.)
Amount received - enter the amount of the payment.
Payment method - pick among several options for informational purposes. (If you collect money via Zelle for instance, you can select EFT). Choosing Check allows you to record an optional Check Number.
Add memo - add an optional memo for your reference when reviewing the charge later.
Next, set the following options:
Automatically Apply Payments: Choose between the following options:
On will apply the payment to the oldest open charge first.
Off will allow you to choose the charge(s) to pay. To learn how to manually allocate the payment, read: Manually Allocate Payments for Specific Charges on a Lease.
Automatically Deposit Funds: Automatically record a bank deposit when you complete the payment. This immediately reflects the payment in your bank account balance, rather than showing in Undeposited Funds until you create the bank deposit for this payment. (If you select automatically deposit funds, you do not need to create a separate bank deposit for this payment).
Use this if you’ve already deposited the money or if you don’t want to create a bank deposit later and don’t care that the bank deposit date will be the same as the lease payment date.
Note that these deposits may not match up with the dates of when the funds were deposited in your bank account, which can cause issues with Plaid transaction matching and reconciliation. So it is recommended to deposit these funds on the actual date that they get deposited into your bank account.
Email Payment Receipt to the Tenant: Send an email to the tenant notifying them that you recorded their payment. This only works if you have an email address entered in the tenant’s info.
Settings for Automatically Apply Payments, Automatically Deposit Funds, and Email Payment Receipt to the Tenant are turned on by default. If you would rather have them off by default, you can toggle off the setting and then click Set as Default. DoorLoop will remember your settings for the next time when you Receive Payment.
Add any relevant files (optional) by dragging the file into the window or using the Click Here link to upload. Add any relevant files (optional) by dragging the file into the window or using the Click Here link to upload. You also have the ability to Share files with the tenants if you click the box. This is a good way to share files like receipts or documents.
Click Save to finish.
Good work! You can check to see if the payment was received correctly by going to the lease and reviewing the payment on the Transactions tab of your lease.
When you deposit a payment into your bank account, make sure you record the bank deposit in DoorLoop.
Next Steps
Manually Record a Bank Deposit - If you didn't select the option to automatically deposit your tenant's payment when recording it, you'll want to go back and manually record the deposit of those funds to your DoorLoop bank account.