Pay Owners

Overview

To pay owners, open the Financials menu → Payments → the Payables tab, set the Payment date → tick the properties → click Ready payments. Then on the Paying tab, Generate the bank CSV, pay from your bank and Mark as paid.

Ready the owner payments
1
Open the Payables tab
From the left sidebar, open the Financials menu and click Payments. The page opens on the Payables tab — make sure the Properties tab is selected (not Suppliers), since owner payouts are made per property. (Payments only appears under Financials for property managers who are a finance person or a principal — the roles that pay owners; a standard property manager won't see it.)
2
Set the payment date
Set the Payment date at the top. This is required — it's recorded as the effective date on each payment, not a cut-off. Keyhook readies the property's full current payable balance (after any keepback and tenant-refund holds) regardless of the date you choose.
3
Choose the properties
Tick the properties you want to pay out. Each row shows the payable Balance (after any Keepback), the Owner and the Bank Account the money goes to.
4
Ready the payments
Click Ready payments. A Ready Payments summary opens listing each property with its owner and amount, and the Total Payment Amount for the run.
5
Confirm
Click Ready Payments in the summary to create the payments. Keyhook processes each one and then shows a summary of what succeeded and any that failed.
6
Continue to the Paying tab
Click Continue to finish. Keyhook moves you to the Paying tab, where the new payments are waiting to go out.

Note: A property can only be paid once valid bank details exist on the property or its owner. Properties with no account show Missing in the Bank Account column and can't be ticked.

Generate the bank file and mark them paid
1
Open the Paying tab
On the Paying tab, keep the Properties tab selected. It lists every owner payment waiting to go out, with its amount, reference and bank account.
2
Select the payments
Tick the owner payments you're about to send from your bank.
3
Generate the CSV
Click Generate selected (N) Properties payments CSV. Keyhook downloads a bank file containing the selected owner payments.
4
Mark them as paid
As soon as the file downloads, a Mark as paid window opens — click Mark as paid to move those payments to the Paid tab. You can also tick rows on this tab and use the Mark as Paid action at any time.

Note: Generating the CSV doesn't send any money — it only produces the file you upload to your bank. The owners aren't paid until you complete the transfer in your banking.

Confirm the payments reconcile
1
Open the Paid tab
Open the Paid tab to see everything you've paid. Each row carries a Paid or Reconciled status.
2
Wait for reconciliation
Once a payment is matched against a transaction in your bank feed, its status changes from Paid to Reconciled automatically.
3
Undo a payment marked in error
To reverse a payment you marked paid by mistake, tick it and click Mark as Unpaid — it returns to the Paying tab. Payments that have already reconciled can't be marked unpaid.
4
Resend an owner's remittance
If your agency emails owner remittances, tick the payments and click Resend Remittance to send the owner their remittance advice again.
Put a property's payouts on hold
1
Select the properties
On the Payables tab, tick the properties whose payouts you want to pause.
2
Open Put On Hold
Click Put On Hold in the bulk actions to open the Put Properties On Hold window.
3
Enter a reason
Type a Reason for hold. This is required.
4
Put the property on hold
Click Put On Hold to confirm.

Note: A property on hold is excluded from every payment run until you clear the hold, so its owner won't be paid in the meantime. Held properties show an On Hold flag with your reason.

Frequently asked questions

Why can't I select a property to pay?

Either it has no bank details (the Bank Account column shows Missing) or its payments are on hold. Add a bank account on the property or its owner, or clear the hold, and it becomes selectable.

What is the Keepback and how does it affect the payout?

The Keepback is an amount retained from the owner's income to cover potential expenses. The amount paid out is the property's balance minus its keepback, which is why the Balance column already has the keepback deducted.

What's the difference between Paid and Reconciled?

Paid means you've marked the payment as sent; Reconciled means Keyhook has matched it to a transaction in your bank feed. Reconciled payments are final and can't be marked unpaid.

Can I pay out just part of what's owing on one property?

Yes. Select exactly one property and click Ready payments to open a Ready Payment window. Turn on the Pay partial amount toggle and enter the amount to pay part of the balance instead of the full amount.

How do I pay a tenant or a supplier instead of an owner?

Use the Suppliers tab on the same Payments page for suppliers. Tenant pay-outs (such as refunds) are done from that tenancy's overview page, not from here.

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