Overview
You can refund a security deposit or any kind of lease deposit as part of the Ending a Lease wizard, but you can also refund a deposit before you end a lease — for example, if you collected a pet deposit and the tenant no longer has pets. Refunding a deposit is only necessary if you're giving the money back to the tenant and don't plan on keeping it for any outstanding balances or end-of-lease charges.
If you plan on keeping any of the deposit to cover charges owed on a lease, follow the instructions for how to withhold the lease deposit instead.
The Steps
To refund for a deposit on a lease, click Leasing > Leases on the main menu.
Find and click on the lease you want to refund a deposit on.
On the lease, click the Deposits tab. Then, click the Refund Deposit button.
On the Refund Deposit window, enter the following information:
Paid To Tenant: Pick the tenant on the lease you're refunding the deposit to.
Pay From Account: Choose the property bank account you're using to pay back the tenant. (This should be the same bank account holding the lease deposit.)
Payment Method: Pick the payment method you'll use to pay the refund back to 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.
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 to refund from. (If there are other deposit categories you're 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, showing details of the refund, including any remaining deposits and outstanding balances. If ePay or Check was selected, you'll have the option to complete the ePay or print the check.
If done correctly, the refund will appear on the Transactions tab.
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.