Overview
When tenants pay you, these transactions are recorded as "lease payments" in the system. These payments reduce what your tenant owes, or if they pay when nothing is due, they'll build up credit that automatically applies to future charges.
If your tenants pay through their tenant portal, DoorLoop records everything automatically.
When a tenant pays you outside of DoorLoop — such as with cash, check, Venmo, Cash App, or Zelle — you'll need to record those payment transactions manually into DoorLoop to reduce the tenant's balance on their lease. To do so, manually receive a payment on the lease to show that a payment was received.
Walkthrough Video
Receiving a Manual Payment on a Lease Walkthrough Video Link.
Note: Lease payments should always be recorded first as a payment on the lease using the Receive Payment feature. Do not enter tenant payments as bank deposits first. Doing so will not reflect on the tenant's lease that they have made a payment. You must enter them as payments to their lease first, then record the deposit into the proper bank account.
The Steps
To record a payment on a lease, click Create New at the top of the main menu. Then under the Transactions section, click Receive Payment.
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:
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 this option, you don't 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 mind that the bank deposit date will match the lease payment date.
These deposits may not match up with the actual date the funds were deposited into your bank account, which can cause issues with Plaid transaction matching and reconciliation. It's recommended to deposit these funds on the actual date they get deposited into your bank account.
You can toggle Automatically Deposit Funds off and set this as the default state for future payments.
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. You can toggle this off and set it as the default state for future payments.
All three options are turned on by default. As noted above, Automatically Deposit Funds and Email Payment Receipt to the Tenant can be changed and saved as your default.
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 check the box. This is a good way to share files like receipts or documents.
Click Save to finish.
You can check that the payment was received correctly by going to the lease and reviewing it on the Transactions tab.
When you deposit a payment into your bank account, make sure you record the bank deposit in DoorLoop.