Deposits
Money you are holding, not revenue: taking it, deducting from it and giving it back.
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Taking a deposit
A deposit is recorded against the reservation or the lease, never as ordinary income. It is tracked separately because it has to come back, in full or in part, when the lease ends.
- On a reservation it holds the room, and transfers to the lease when the lease starts.
- On a lease it is set in the deposit field when the lease is created.
- Deposits held appear in the Deposits report as a liability, not as income.
Deducting at move-out
Complete the handover
Check the room against its assets and record what is damaged or missing.
Raise the final invoice
Include unpaid balances and any damage charges as ordinary lines, so each deduction has a documented amount behind it.
Apply the deposit
Deduct what is owed from the deposit. The deduction appears as an invoice line and stays auditable.
Refund the remainder
Record the refund as an expense through a payment account, so it lands in cash flow.
Deduct against a documented charge, not a round number. A deduction with nothing behind it is the one that gets disputed.
Renewals and transfers
Renewing a lease or transferring a tenant to another room carries the deposit across. There is no need to refund and re-take it, and doing so creates two movements of money where none was needed.
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