Overview
Although rare, you may need to issue a refund to a tenant — for example, to refund a late fee, or because a tenant accidentally overpaid their rent. Here's how to record the refund on the lease and issue it either physically or electronically.
Note: Depending on the refund method, a fee may be incurred. For instance, if you choose ePay as the payment method, you'll be charged a fee for the outgoing payment.
The Steps
To refund a tenant on a lease, click on Leasing > Leases on the main menu.
Find and click on the lease for which you want to give a refund to.
On the lease, click on the Transactions tab and then the Give Refund button.
On the Lease Refund window, enter the following information:
Paid To Tenant: Pick the tenant on the lease you're paying back (there might be more than one tenant on the lease).
Pay From Account: Choose the property bank account you're using to pay back the tenant. (This is likely the same bank account the tenant paid into.)
Payment Method: Pick among several options to remind yourself later of how you paid the tenant.
Check: Enter a check number if you already have your own checks sent outside of DoorLoop. Otherwise, select "Add to Print Queue" if you plan on printing the check out in DoorLoop. See Print a Check for more information.
ePay: Choose this to send a payment electronically if you've already set up Outgoing Payments.
All other payment method choices require payment outside of DoorLoop.
Due Date: Change the date of the refund if needed.
Category: The refund should be associated with the same general ledger revenue account as the payment you're refunding. For example, if you're refunding a rent payment, choose the Rent revenue account; if you're refunding a late fee payment, choose Late Fees.
Description: Enter an optional explanation for the refund. (The tenant will see the word "Refund" on their lease ledger in the tenant portal.)
Add Line Item: Use this link to add additional refund items if needed. (You could also create separate refunds for each line item.)
Add Memo: Add an optional note for your reference when reviewing the refund later.
If the payment being refunded was an overpayment, turn on the toggle for "This is a refund for an overpayment (creates a charge to offset the overpayment)." If the refund isn't for an overpayment, leave this toggled off. (For the refund to work correctly with an overpayment, there needs to be a charge associated with the money you're giving back — DoorLoop can create this offsetting charge for you automatically.)
Add any relevant files and click Save.
DoorLoop automatically handles the accounting and reporting for this refund.
Void a Refund
You can delete a refund on the lease ledger if it's no longer needed. If you need to keep a record that the refund happened but was voided, edit the refund instead, change the amount to $0, and add a memo stating that the refund was voided.