Bonds

Overview

Keyhook helps you collect each bond and lodge it with Tenancy Services. To set a bond, open Set Up Tenancy and use the rent and bond step; to check or add a bond number, open Tenancies → Bonds → the Filed Bonds tab; to file a bond, open Tenancies → Bonds → the To be filed tab; and to return a bond, open the property's End of tenancy card → Prepare bond refund → Submit to Tenancy Services.

Set up the bond

Open the rent and bond step

From the property, click Set Up Tenancy in the left menu and open the Rent & Bond step. You can reopen this on an existing tenancy to adjust the bond later.

Enter the bond amount

Set the Bond amount. Use the quick-set buttons for 1 to 4 weeks' rent, or type an amount.

Add a pet bond

If the tenancy has a pet bond, enter the Pet bond amount as well.

Add the Tenancy Service Bond Number

If the bond was already lodged outside Keyhook, for example on a migrated tenancy, enter the Tenancy Service Bond Number.

Save

Click Save and continue.

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 or add a bond number

Open the Bonds page

From the left sidebar, open the Tenancies menu and click Bonds. The page opens with the To be filed, Filed Bonds and Refunds tabs.

Find the tenancy

On the Filed Bonds tab, find the tenancy and look at the Bond Number column.

Add a bond number

If no number is shown, click Add Bond #, enter the Bond Number (include the dash) in the Add Bond Number window, and click Update.

Check the lodgement status

If a number is already shown, click it to open Tenancy Services Bond Information, then Search by the bond (BN-) or lodgement (LDG-) number to see its status.

Receipt a bond payment from your bank feed

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.

Open the transaction

Find the bond payment that hasn't been receipted automatically, open it and click Reconcile.

Set the payment type to Bond

In the Type column, choose Bond.

Choose the property and tenancy

Select the Property and then the Tenancy the bond belongs to.

Set the amount and bond type

Enter the Amount and pick the Bond Type, either General Bond or Pet Bond.

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.

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

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.

Select the bonds to file

Tick the tenancies you want to lodge.

Start the lodgement

Click Table Actions and choose File Bonds.

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.

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.

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. Only add a bond number by hand, on Filed Bonds, for a bond that was filed outside Keyhook, such as a migrated tenancy.

File a bond refund at the end of a tenancy

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 card, select the tenancy that is ending.

Open the bond refund

Once notice has been given and the tenancy has an end date, the End of tenancy card appears on the overview. Click Prepare bond refund.

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.

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.

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.

Attach supporting documents

Optionally click Upload document to attach the final inspection report or other PDF evidence.

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

Open the tenancy

From the property, click Tenancy Overview in the left menu.

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.

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.

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. Reopen Set Up Tenancy and update the rent and bond step. 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.

Bonds

Frequently asked questions

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