Overview
DoorLoop lets you charge for rental application fees. While this feature is handy, there might be some instances where an applicant/prospect accidentally pays for the application fee several times. This could be due to the fact that they just applied multiple times or if they applied once and needed background checks enabled and had to apply again. In these instances, you may want to refund the applicant/prospect the additional payments they made, and here is how you would do that.
The Steps
Create the Refund for the Application Fees
To refund an application fee to an applicant, click + Create New on the top left corner. Then click Expense under the Other Transactions section
On the New Expense window, fill out the following fields:
Select Payee - Choose Add Tenant and select the Prospect you are trying to refund.
Pay From Account - Select the bank account associated with the application fee.
Payment Method - Select the payment method you are using to refund the application fee
(The Check payment method allows for entering an optional check number and the ability to print the check later.)
Do not choose the ePay method here because you can not send an ePay to a Prospect.
Property - Choose the property incurring the expense.
Category - Select Revenue > Application Fee for this.
Description - (optional)
Amount - Enter the amount of the refund.
Add any additional information in the Add memo section or relevant files by using the Click here link.
Click Save to finish.
That's it. The refund will be recorded in DoorLoop, but you'll need to send the applicant/prospect the refund in the real world.
Note: If they were charged for background checks, these are fees that you would not receive as they go directly to TransUnion.