Rent Collection

KeyLoft's rent collection system tracks every charge, payment, and outstanding balance for each tenant. Rather than replacing a payment processor, it gives you a complete financial ledger so you always know exactly what's owed and what's been paid.

Creating Rent Charges

Rent charges are created within a tenant's payment record. To create a monthly rent charge:

1. Open the Tenants tab and tap the tenant
2. Tap Add Charge or navigate to the Payments section
3. Select the charge type and enter the amount
4. Set the due date
5. Save the charge

Rent Charge Items

A rent charge can include multiple line items to reflect what the tenant actually owes each month. Available charge types include:

• Rent — base monthly rent amount
• Utilities — electricity, water, gas, or other utilities billed to the tenant
• Pet fee — monthly pet rent
• Late fee — automatically calculated based on grace period and fee amount configured in the lease
• Other — any other charge you need to bill the tenant

Recording Payments

When a tenant pays, record the payment against their outstanding charges:

1. Open the tenant's profile
2. Tap on the outstanding charge or tap Record Payment
3. Enter the payment amount, payment method, and date
4. Save the payment

KeyLoft updates the tenant's balance in real time and marks charges as paid or partially paid. The dashboard rent collection progress bar also updates automatically.

Recurring Charges Pro

With Pro, you can set up recurring rent invoices that generate automatically each month. Configure recurring charges in the Payment Collection settings (More → Payments) and KeyLoft will create a new charge for each tenant on the configured schedule, along with auto-reminders.

Late Fee Tracking Pro

KeyLoft can automatically calculate late fees based on your lease settings. When rent is not paid by the due date plus the grace period you've configured, a late fee charge is generated. The late fee amount and grace period are set per lease. Pro subscribers get late fee auto-calculation.

Pro tip: Set up rent reminder emails (Settings → Rent Reminders) to automatically email tenants 3 days before due, 1 day before due, and when rent is past due.

Security Deposit Management

Security deposits are tracked separately from rent charges. When you create a tenant's lease, you can record:

• Security deposit amount — the total deposit held
• Date received — when you collected the deposit

When a tenant moves out, you can record deductions from the deposit and the amount returned. This gives you a clear record of how the deposit was handled for each tenancy.

What's Next

• Set up payment methods and PDF invoices
• View rent roll and income reports
• Track rental income for taxes