Before you begin
- Confirm the company context and the account currency before entering real financial records.
- Agree account purposes and payment-type mappings with the person responsible for accounting.
- Have the relevant invoice and payment references available when reviewing a balance.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
An owner can understand why a tenant deposit, unpaid rent and bank balance represent different things.
What the workflow coordinates
The Accounts screen describes balanced invoice/cleared-payment entries, cleared-only balances and protections on used/system accounts. Review the payment type’s account mapping alongside the source invoice and cleared-payment record.
What people review
People determine the chart structure, verify mappings and source documents, reconcile balances and authorize corrections.
Check company and scope before changing setup
Open Accounts in the correct company and review account groups, system accounts and payment types before proposing a change.
Confirm current availability before attempting this stage.
Confirm current availability before attempting this stage.
Review the account groups and system records
In Accounts, use Active, Inactive or All and read the Assets, Liabilities, Income and Expenses groups. Distinguish cash/bank assets, rent and common-expense receivables, suppliers to pay and Tenant deposits held instead of treating every balance as spendable income.
Each relevant balance has an understood accounting purpose and system-account status.
Each relevant balance has an understood accounting purpose and system-account status.
Add only the account that is actually needed
Use Add account when a separate accounting destination is required, and review the available form rather than inventing a new account for every transaction. Check existing active and inactive records first to avoid splitting the same activity across duplicate destinations.
A proposed new account has a clear purpose and does not duplicate an existing one.
A proposed new account has a clear purpose and does not duplicate an existing one.
Review payment types and their linked accounts
Scroll to Payment types and use Add payment type or the available management controls to inspect how cash, bank transfer, card or online-provider receipts are mapped. The payment form says the type decides where money lands, so verify the destination before using that type for a cleared payment.
Each payment type points to the intended receiving account.
Each payment type points to the intended receiving account.
Trace a cleared payment to its posting intent
In Record a payment, check Tenancy, Ledger, Payment type, amount, allocation and status together. The form describes Cleared as debiting the payment-type account and crediting the receivable; Pending and Received are not posted yet, so neither should be assumed to explain a cleared account balance.
The source receipt, receivable ledger and receiving account are consistent before posting.
The source receipt, receivable ledger and receiving account are consistent before posting.
Respect protections and review changes
Use account row menus only for permitted management and review the stated protections: used accounts cannot be deleted and system accounts cannot be deactivated. Keep a record of setup decisions and inspect the relevant activity/audit history when investigating a change, without assuming that this screenshot proves every enforcement rule.
Historical references and protected system-account purposes remain intact.
Historical references and protected system-account purposes remain intact.
What you should have at the end
The intended outcome is a clearer account structure and payment destination model for later reconciliation. Recheck the relevant invoice, cleared payment and account balance after a posting or payment-type change.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
- Current demo limits: This standalone configuration/integration screen is not exposed in the current company or account settings navigation. Its prototype image is retired.
- Known demo issue: a contact’s Open payments shortcut reaches a 404 page. Use Rent & payments → Payments if your role exposes it, or ask a Finance/Administrator colleague.
Useful answers
Is a tenant deposit rent income?+
The demonstrated account structure keeps Tenant deposits held as a liability, separate from income. Any real treatment must follow the organisation’s accounting policy.
Which account receives a cleared payment?+
The observed payment form says Payment type chooses the destination account. Review the type-to-account mapping before posting.
Can I delete an account with history?+
The Accounts page states that used accounts cannot be deleted and system accounts cannot be deactivated. Deactivate an eligible account when it should no longer be used for new records.