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. As an example, perhaps you collected a pet deposit and the tenant no longer have pets. Refunding a security deposit or any other lease deposit is only required if you are giving the deposit 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 deposits to be used for charges that are owed on a lease, then you'll want to follow the instructions for how to withhold the lease deposit.
The Steps
To record a refund for a security deposit or any other type of lease deposit, click Leasing > Active Leases on the main menu.
Find and click on the lease you want to refund a security deposit or a lease deposit from.
On the lease's overview page, click on 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 are refunding the deposit to.
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 the payment method you will be using to pay the refund back to the tenant with.
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 are other deposit categories 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.