Overview
You can refund a lease deposit as part of the Ending a Lease wizard, but you can also refund a deposit before you end a lease. As an example, perhaps you collected a pet deposit and the tenant no longer have pets. Remember, refunding a lease deposit or any other deposit is only required if you are giving the money back to the tenant and need to record it as such. Otherwise, if you are not returning the deposit back to the tenant, then you'll want to withhold the lease deposit.
The Steps
To record a lease deposit refund, click on Leasing on the main menu and then click on Active Leases.
Find the lease you want to refund a deposit for and click on it.
Click on the Deposits tab where you will see a list of all available deposits, including the Security Deposit. Click the Refund Deposit button. This can be used for refunding any deposit held.
On the Refund Deposit window, enter the following information:
Paid To Tenant: pick the tenant on the lease you are refunding (there might be more than one tenant on the lease.)
Pay From Account: choose the property bank account you are using to pay back the tenant. (This should be the same bank account holding the lease deposit.)
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. Read: Print a Check for more information.
ePay - Choose this to send a payment electronically if you have already signed up for Checkbook.io.
All other payment method choices require payment outside of DoorLoop.
Description: enter an optional explanation for the refund.
Amount to Refund: enter the amount of the deposit to refund. If there are multiple deposits being held, choose the right category you are making the refund from. (If there is a deposit you are not refunding from, enter $0.00 in the amount field.)
Due Date: change the date for the refund if needed.
Add Memo: add an optional note for your reference when reviewing the refund later.
Add any relevant files and click Save.
A Deposit Refunded summary window will appear. This will give you details of the refund, including if there are any remaining deposits and if there are any more outstanding balances. If ePay or Check was selected, there is the option to complete the ePay or print the check.
If you did the refund correctly, it will look like this on the Transactions tab.
That's it. You have now recorded a refund on the tenant's lease.
Next Step: If you choose ePay as the payment method, send the electronic payment to your recipient. To do so, follow the instructions here: Send a Payment to a Tenant, Vendor, or Owner. If you chose to pay via check, you can follow the instructions here: Print a Check. All other options you can pay the tenant outside of DoorLoop.