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Bonds
Overview
Keyhook helps you collect each bond and lodge it with Tenancy Services.
- Set the bond: part of setting up the tenancy, see Set Up a Tenancy.
- Edit the bond or its number: property → Tenancy Overview → pencil on Bond.
- Check a bond's lodgement status: Tenancies → Bonds → Filed Bonds → the bond number.
- Add a bond number: Tenancies → Bonds → Filed Bonds → Add Bond #.
- Receipt a bond payment: Financials → Bank Feeds → the transaction → Reconcile.
- File a bond: Tenancies → Bonds → To be filed → Actions → File Bonds.
- Return a bond at the end of a tenancy: property → End of tenancy → Prepare bond refund → Submit to Tenancy Services.
- Return part of a bond mid-tenancy: property → Tenancy Overview → Actions → Partial bond refund.
Set or edit the bond
1
Set the bond when you set up the tenancy
The General bond and any Pet bond are set in the Tenancy details section when you set the tenancy up. See Set Up a Tenancy.
2
Edit the bond afterwards
From the left sidebar, click Properties and open the property. Click Tenancy Overview in the left menu, find the Bond section and click its pencil icon. Edit the Bond ID, the Required general bond or the Required pet bond, then click Save. What has been paid, transferred or refunded comes from the bond ledger and isn't edited here, so use See ledger in the Bond section to look at it.
Note: NZ law caps the general bond at 4 weeks' rent and the pet bond at 2 weeks' rent, and Keyhook warns you if you go over. Adding a pet bond to a tenancy that didn't originally allow pets also needs a tenancy variation so the change is reflected on the agreement.
Check a bond's lodgement status
1
Open the Filed Bonds tab
From the left sidebar, open the Tenancies menu, click Bonds and open the Filed Bonds tab.
2
Find the tenancy
Find the tenancy and look at the Bond Number column.
3
Open the bond information
Click the bond number to open Tenancy Services Bond Information, then Search by the bond (BN-) or lodgement (LDG-) number to see its status.
Add a bond number
1
Open the Filed Bonds tab
From the left sidebar, open the Tenancies menu, click Bonds and open the Filed Bonds tab.
2
Find the tenancy
Find the tenancy with nothing in its Bond Number column. Only add a bond number by hand for a bond that was filed outside Keyhook, such as a migrated tenancy. A bond filed through Keyhook gets its number on its own once Tenancy Services confirms the lodgement.
3
Enter the number
Click Add Bond #, enter the Bond Number (include the dash) in the Add Bond Number window, and click Update.
Receipt a bond payment from your bank feed
1
Open your bank feeds
From the left sidebar, open the Financials menu and click Bank Feeds. This opens the To Review tab, where transactions sit until they've been reconciled.
2
Open the transaction
Find the bond payment that hasn't been receipted automatically, open it and click Reconcile.
3
Set the payment type to Bond
In the Type column, choose Bond.
4
Choose the property and tenancy
Select the Property and then the Tenancy the bond belongs to.
5
Set the amount and bond type
Enter the Amount and pick the Bond Type, either General Bond or Pet Bond.
6
Add a second bond if needed
To receipt a general bond and a pet bond in the same payment, click Add another payment and fill in the second bond the same way.
7
Reconcile
Click Reconcile.
Note: A general bond and a pet bond are receipted as two separate payments. Their amounts together must match the transaction total before it will reconcile.
File the bond with Tenancy Services
1
Open the To be filed tab
From the left sidebar, open the Tenancies menu, click Bonds and open the To be filed tab. A tenancy appears here once its full bond has been received and reconciled.
2
Select the bonds to file
Tick the tenancies you want to lodge.
3
Start the lodgement
Click Actions and choose File Bonds.
4
Lodge them
Check the total shown for the tenancies you selected, then click File bond with Tenancy Services. Keyhook submits the lodgement to Tenancy Services for you.
5
Download the payment file
Click Download Lodgement File. Keyhook lodges the bond, but your agency still pays the money across. Use this file to make that payment to Tenancy Services.
6
Watch for the bond number
The tenancy moves to Filed Bonds with a status of Lodged. Once Tenancy Services confirms it, the status changes to Completed and the Bond Number appears on its own.
Note: If a lodgement doesn't go through, the bond stays on the To be filed tab so you can select it and file it again.
File a bond refund at the end of a tenancy
1
Open the property and choose the tenancy
From the left sidebar, click Properties and open the property. If the overview shows a Choose a Tenancy section, select the tenancy that is ending.
2
Open the bond refund
Once notice has been given and the tenancy has an end date, the End of tenancy section appears on the overview. Click Prepare bond refund.
3
Enter the bond details
Under Bond Details, enter the Bond Number (format BN-12345678), the Bond type, the Tenancy end date and the Reason for refund. For Tenancy Ending, also pick a Reason for tenancy ending.
4
Record any deductions
Under Bond Deductions, enter any Amount on hold (with a Reason for on hold amount) or Landlord claim (with a reason such as Rent in Arrears, Cleaning or Repairs). Leave these blank if the full bond is being returned. The totals can't add up to more than the bond that was lodged.
5
Add the tenants
Under Tenants on the refund, use Add a tenant (or Add all tenants), then set each tenant's amount. Split general bond evenly and Split pet bond evenly divide the refundable balance for you.
6
Attach supporting documents
Optionally click Upload document to attach the final inspection report or other PDF evidence.
7
Submit to Tenancy Services
Click Confirm Bond Refund, review the totals, then Submit to Tenancy Services.
Note: The bond refund page opens with a yellow warning about completing your final inspection first. It is only a recommendation and won't stop you from preparing the refund. If Tenancy Services rejects the refund, see Bond refund errors for what each message means and how to fix it.
Refund part of the bond while the tenancy continues
1
Open the tenancy
From the property, click Tenancy Overview in the left menu.
2
Start the refund
Click the blue Actions button and choose Partial bond refund. This is on the tenancy, not the property, because the tenancy isn't ending.
3
Choose the reason
Set Reason for refund to Partial Refund, or to Decrease in Weekly Rent if the bond is coming down because the rent has. You won't be asked for a Reason for tenancy ending, since the tenancy carries on.
4
Fill in the rest and submit
The form is the same as the end of tenancy refund above. Enter the Bond Number and Bond type, set the amounts, add the tenants, then click Confirm Bond Refund and Submit to Tenancy Services.
Note: Pick the Bond type before you fill in any amounts. The deduction fields narrow to match it, so choosing Pet Bond leaves you only the pet bond amounts.
Frequently asked questions
Can I add a pet bond after the tenancy has started?
Yes. Open the property → Tenancy Overview → the pencil on the Bond section, and set the Required pet bond. If pets weren't originally allowed, record a tenancy variation too so the change is reflected on the agreement.
What bond number format does a refund need?
The refund needs a valid Tenancy Services number in the format BN-12345678 (BN- followed by 8 digits). If yours is rejected, Tenancy Services may have reissued it. Use the updated number, or contact them to confirm one.