Before you begin
- Check the tenancy’s dates, monthly rent, due day and correct company.
- Have supporting payment evidence, the actual received date/reference and the intended payment type.
- Review account mappings and choose the correct ledger before posting cleared money.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
An owner can distinguish an expected transfer from cleared money and explain partial payments without merging rent and other charges.
What the workflow coordinates
The interface previews recurring invoices and describes balanced invoice/payment posting and cleared-only balance reductions. Production automatic runs and receipt/email delivery are simulated; no bank feed, direct debit or gateway settlement is verified.
What people review
People verify tenancy terms and payment evidence, choose the ledger/account, approve allocation and clearing status, and review corrections.
Start with the tenancy terms and existing invoices
Review the tenancy Overview for rent, due day and active dates, then open Rent & payments → Invoices. Filter by building, month, status or due date and compare Amount, Paid and Balance before creating a charge or recording another receipt.
The intended period and outstanding invoice are clear, with no obvious duplicate entry.
The intended period and outstanding invoice are clear, with no obvious duplicate entry.
Inspect the recurring rent preview
Use Run schedule to review next month’s active tenancies, amounts, due days and the already-invoiced count. The preview describes posting each rent invoice to rent receivable and rent income. Review the listed tenancies and charge dates before creating invoices; automatic runs are simulated in the demo.
The preview includes only the intended tenancies and period before any invoice-creation action.
The preview includes only the intended tenancies and period before any invoice-creation action.
Enter the payment with the right ledger and destination
Use Record payment and select Tenancy, Ledger, Amount received, Payment type and Date received, adding Reference and Note where useful. Rent and Expenses remain separate, and the Payment type determines the account where the money lands, so check both choices against the actual receipt.
The amount, date, reference, tenant, ledger and payment account basis match the evidence.
The amount, date, reference, tenant, ledger and payment account basis match the evidence.
Review invoice allocation and any retained credit
In Allocate to open invoices, select the intended open invoices after choosing the tenancy. Check Allocated and Kept as credit against the amount received so a partial payment or an unapplied balance is intentional rather than hidden.
The allocation total and any retained credit explain the full received amount.
The allocation total and any retained credit explain the full received amount.
Choose status according to clearing evidence
Select Pending — not confirmed yet or Received — waiting to clear when the money should not yet reduce the balance. Cleared — post it now is the posting choice: the form says it debits the payment-type account, credits the receivable and prepares a simulated receipt, so review carefully before Record payment.
The chosen status reflects actual confirmation rather than a desire to show the invoice as paid.
The chosen status reflects actual confirmation rather than a desire to show the invoice as paid.
Review posted payments and use the correct correction route
Open Payments and filter by status, type, date or ledger to check the entry. The page states that pending/received payments remain editable or deletable, while cleared payments are posted and can only be reversed or refunded; do not silently edit a posted result.
The payment’s state and permitted correction route are understood.
The payment’s state and permitted correction route are understood.
Reconcile the tenant’s remaining balance
Open Statements and read Rent balance and Expenses balance separately, then return to the relevant invoices for any remaining amount. Compare this with the tenant-facing account when investigating a question, remembering that waiting-to-clear money is not yet in balances and a statement total is not automatically overdue debt.
The remaining balance can be explained by invoices, cleared allocations and any retained credit.
The remaining balance can be explained by invoices, cleared allocations and any retained credit.
What you should have at the end
The intended outcome is a traceable charge and payment allocation with clearing state reflected correctly in the tenant’s ledger. No invoice creation, final payment submission, reversal, refund or external collection was executed in this review.
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.
Useful answers
Why has a received payment not reduced the balance?+
The observed rule is cleared money only. Pending and Received are not posted yet and remain outside the tenant balance until the appropriate clearing action.
Can part of a payment stay unallocated?+
The form explicitly shows Kept as credit alongside Allocated. Review both so the amount received is fully explained.
Can I edit a cleared payment to fix an error?+
The Payments page says cleared payments are posted and corrections use reversal or refund, while pending/received entries can still be changed.