Help Centre

How do I record a rent payment made by cash, cheque or e-transfer?

ForLandlordsProperty managers

Who can do this

Landlord; Organization users with Create Transactions.

Where to find it

Accounting → ⋮ → Record Rent Payment; or lease page → Actions → Record rent payment; or lease page → Rent tab → a month → Mark as paid.

Steps

  1. The full-page Record rent payment composer opens. Where was this collected? is already answered Through Kera ("The tenant paid you. It's recorded in your books and the month is marked paid."). Leave it.
  2. Which lease? (only from Accounting): pick the lease. Continue.
  3. Which month does it pay?: the oldest unpaid month is picked. Each month shows "$X owing · due <date>". Continue.
  4. How much did they pay, and when?: Amount (what's owing on the month) and Payment Date. Continue.
  5. How was it paid? (optional): Payment Method chips Cash, Cheque, E-Transfer, Wire Transfer, Other; Into which account?; Reference Number. Continue or skip.
  6. Anything to note? (optional): Memo.
  7. Check the Where it goes panel ("Pays", the month, "Left owing for <month>"), then select Record $X in the header.

What happens next

Toast Rent payment recorded. The month reads Paid (or Partially paid). For an owner's property, the owner's balance rises by the rent less the management fee.

Good to know

  • "Anything above what is owing is kept as credit for the next month."
  • More than 4 open months: the month step is one searchable select.
  • From a month's Mark as paid, that month and its owing amount are pre-filled and Which lease? is skipped.
  • A lease with no open months asks only for an optional Statement period.
  • Landlord: rent posts as rental income. Organization with an owner contract: it posts as rent held for the owner, and the management fee is taken.

Limits

Months billed online show "Billed online, so <tenant> pays it in Kera" and can't be picked. If every unpaid month is online: "Every unpaid month on this lease is collected online. If the tenant paid another way, mark that month's online invoice as paid in Accounting, under Invoices."

Troubleshooting

  • "Lease is required": pick a lease.
  • "This rent payment looks like one you already recorded" (same tenant, amount and date, or same reference number): Go back to my rent payment keeps your answers; It's a separate rent payment, record it saves it.
  • Payment dated in a closed accounting period: nothing posts. Reopen the period (chapter 09) or ask someone with Approve & Post Transactions.
  • "Loading this lease's rent months…" / "We could not load this lease's rent months. Close this and try again."
  • Closing asks "Discard this payment?" · "This rent payment hasn't been recorded yet. Discard it?"
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