Overview
A lease ledger, also known as a rent ledger or tenant ledger, is a document that records the rental income for a specific unit. It's a detailed record of all rent payments and other transactions between a tenant and the property manager. It can be used to track the monthly rent payment history and can serve as a supporting document in disputes or eviction processes.
While not mandatory, a lease ledger helps you track income and expenses, resolve disputes, and keep organized financial records — especially useful if you manage multiple rental units.
Explaining DoorLoop's Lease Ledger on a Lease
Lease Ledger Columns
The lease ledger can be best explained by breaking down what each column shows:
Type: Shows what kind of transaction each line item is — a charge, payment, credit, or refund.
Status: Mainly reserved for payments, this shows whether a payment has been deposited into your DoorLoop bank account — Undeposited or Deposited. Other statuses can appear for online payments.
Date: What this shows depends on the transaction type. For a charge, it's the date the payment is due. For a payment, it's the date the payment was made. For a refund or credit, it's the date it was issued.
Category: Shows the account category the transaction is for, such as rent, security deposit, or maintenance. For a payment, this matches whatever charge it was allocated to. If you see --Split Values--, the payment was allocated to multiple charges.
Total: Shows exactly how much the charge, payment, credit, or refund was for. Charges and refunds show as positive numbers, while payments and credits show as negative numbers — this is because charges and refunds add to the running balance, while payments and credits subtract from it.
Running Balance: Shows how much a tenant owes, or how much you owe a tenant. This is adjusted with each transaction posted to the lease ledger. A positive balance in red means the tenant has a balance due. A negative balance in green means the tenant has a credit, which will reduce the balance when the next rent charge posts.
Reading the Running Balance
Here's an example of how the running balances work:
An initial charge of $3,800 was made on 4/1. This places the running balance in the red, where the tenant owes $3,800. The tenant then makes a payment of $1,000 on 4/1, which reduces the balance to $2,800. They then make another payment of $2,800 on 4/3, which reduces the balance to $0.
From there, the running balance increases and decreases each time a charge is posted and a payment is received. The tenant in this case owes $2,700, which appears in red at the top — the current running balance is always the one shown at the top.
Note: To view the lease ledger of a past tenant, click People > Tenants on the main menu, set the Filter to Status: Past, then find and click on the tenant.
Tip: If you need to send a copy of the lease ledger to your tenant, you can export it as a PDF. See Download a Lease Account Statement for Your Tenants for instructions.