When your tenant pays you outside DigitalTenant, for example by cash, check, bank transfer or card in person, you record the payment so the invoice shows as paid. Online payments made through DigitalTenant mark the invoice paid on their own, so you only need this when the money arrived another way.
Before you start
- The invoice must be Unpaid or Overdue. Paid and cancelled invoices do not show Record Payment.
- It records the full balance. There is no amount field. The full Amount Due is recorded. Partial payments cannot be recorded here.
- Permissions: team members need update permission for Accounting payments (or for unpaid rent on the Finance dashboard). The account owner can turn this on under Settings then User Roles.
1. Open Record Payment
Use any of these:
- Accounting, then the Receivables card, Single Invoice tab, then the row's ⋯ menu and Record Payment.
- The invoice page, then the Record Payment button at the top or in the Amount Breakdown panel.
- Accounting, then the Finance Dashboard card, Unpaid Payments tab, then the row's ⋯ menu and Record Payment.
2. Check the amount
The top of the window shows the AMOUNT DUE, the tenant's name, the unit, the property and the due date. If the amount is wrong, do not record it yet. Edit the invoice first.
3. Fill in the details
- PAYMENT METHOD: choose Card, Bank, Cash or Cheque. Card is picked by default, so change it if your tenant paid another way.
- Date received: defaults to today. Change it if the payment arrived on another day.
- Notes · optional: for example, the check number.
4. Click Record Payment
You will see Payment recorded successfully! The invoice becomes Paid with a MANUAL badge in the list, and the tenant ledger is updated. You can also find the payment on the Finance Dashboard, under Incoming Payments, then Payment History.
If something goes wrong, an error shows inside the window and nothing is saved. Try again.
Undo a payment: Mark as Unpaid
Use this if you recorded a payment on the wrong invoice or by mistake. It is only available when the invoice is Paid and every payment on it was recorded by hand. Online payments cannot be undone this way. They need a refund instead, so contact our support team and we'll help you with it.
- Open the invoice and click Mark as Unpaid, or use Mark as Unpaid in the row's ⋯ menu on Receivables.
- Check the invoice, tenant, amount and due date in the window.
- Add a Reason. It is optional, but recommended for your records.
- Click Mark as Unpaid, or Keep as Paid to cancel.
Nothing is deleted. The original payment stays on the tenant ledger and a matching reversing entry is added. The invoice opens again as unpaid (or overdue if it is past due), and your tenant is notified.
Good to know
- No Record Payment option? The invoice is already Paid or Cancelled, or you do not have permission.
- Wrong method or date in the payment history? Use Mark as Unpaid, then record the payment again with the right details.
- For invoices created by a recurring template, click View on the invoice first and use Record Payment on the invoice page. This makes sure the method, date and notes are saved.
- Tenant paid only part of the invoice? Do not record it yet. Contact our support team and we can help you decide how to handle it.
- If a late fee was due, check the invoice's Late Fee card after recording.
Need help?
Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.