View Tenancy Finances

Open the tenancy's finances

1

Open the property

From the left sidebar, click Tenancies and open the property/tenancy you're after (property managers don't have a Properties sidebar item. That's landlord-only; you can also reach it via global search).

2

Open the tenancy overview

In the property's left menu, click Tenancy Overview (Keyhook auto-selects an active or default tenancy). The page opens with the tenancy's balance figures, rent ledger and invoices all on one screen.

Note: Tenancy Overview only appears when Keyhook is tracking the rent for this tenancy. If you can't see it in the menu, this tenancy's rent isn't set up to be tracked here.

Check the balances at a glance

1

Read the rent balances

The figures at the top summarise the money position. Rent remaining is the total rent still expected across the tenancy; Rent in arrears is the amount overdue right now.

2

Read the invoice and credit balances

Invoices outstanding is the unpaid balance across the tenant's invoices, and Credit balance is money the tenant has paid ahead, held against future rent.

Check the tenant invoices

1

Open the Invoices section

Scroll to the Invoices section. Each invoice shows its category, Amount Due, Amount Paid, due date and Status.

2

Read the status

Status is either Paid or Unpaid. A part-paid invoice still shows Unpaid. Check the Amount Paid column to see how much has come in.

3

Read invoice notes

Where an invoice has notes, a Notes icon appears in that row; hover over it to read them.

4

Add an invoice

Click Add invoice to raise a new tenant invoice for this tenancy. (Property managers don't get a per-row View link here. That's landlord-only; open or edit an existing tenant invoice from Financials → Invoices instead.)

Read the rent ledger

1

Open the Rent Ledger

Scroll to the Rent Ledger section. Each row is a rent period showing its Amount Due, Amount Paid, the payment date and the running Arrears Balance.

2

Filter by date

To narrow the ledger, choose which date to filter on (Start of rent period, End of rent period or Due date) then set the range.

3

Open a payment

Click any row that has a payment to open its transaction summary and see exactly what was received.

4

Run the ledger to a date (optional)

To read the ledger as at a date other than today, set that date in Generate to and click Generate; click Clear to go back to the live ledger. A date ahead of the last charged rent period projects the rent forward to it, allowing for any rent change that falls in between. A date behind it rewinds the ledger. Projected rows are an estimate, not recorded payments, and they do not change the actual balance.

Note: A date behind the last charged rent period shows the ledger as it stood on that date: later charges and payments are held back, and a rent period running across the date is charged pro rata. The earliest date you can pick is the day rent receipting began on this tenancy, and a projection stops at the day the rent stops.

Download the finances

1

Start the download

Click Download report at the top of the page, or Download rent ledger on the Rent Ledger section.

2

Choose the report

Pick Tenancy Overview (which includes the rent ledger) or Rent Ledger on its own.

3

Set the range and download

Set the Generate Rent Ledger to date if you want the PDF run to a particular date rather than as the ledger stands, forward or back, then confirm to download. Leave it alone for the live ledger.

Why does an invoice still show Unpaid when the tenant has already part-paid it?

An invoice only flips to Paid once the full amount is settled, until then it stays Unpaid, even after a partial payment. Check the Amount Paid column to see how much has been received so far.

What's the difference between Rent remaining and Rent in arrears?

Rent remaining is the total rent still expected over the whole tenancy, while Rent in arrears is only the rent that is overdue right now. A tenant fully up to date can still have rent remaining.

What does the Credit balance mean?

Credit balance is money the tenant has paid ahead of what's due. It sits in credit and is applied against future rent, so it isn't arrears.

Can I see the detail behind a payment in the rent ledger?

Yes. Click the ledger row for that payment to open its transaction summary, which shows the full breakdown of what was received.

How do I get a copy of the finances for the owner or my records?

Use Download report at the top of the page and choose Tenancy Overview (includes the rent ledger) or Rent Ledger on its own to download a PDF.

View Tenancy Finances

Frequently asked questions

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