Aptoria / Resource center
Rent collection
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Follow the payment from the lease charge to the provider result and tenant ledger. Resolve uncertain outcomes and allocation conflicts before another charge, refund, or notice.
Payment lifecycle: charge through ledger close
1. Establish amount due
Use the executed agreement, valid amendments, charge rules, credits, and applicable decisions for the correct tenancy and period.
2. Initiate and settle
Give each intended payment action a stable identity and track authorization, provider acceptance, settlement, return, and refund separately.
3. Post and allocate
Tie the receipt to the payer, tenancy, charges, allocation policy, processor batch, bank deposit, and ledger event.
4. Reconcile and communicate
Prove processor, bank, and ledger states, then issue a receipt or balance communication from the reconciled version.
Unknown-state scenario: a payment request timed out
A resident submits $1,200 and sees a timeout. The provider may still have accepted the request. Find the original action identity and inspect provider evidence before offering another attempt. Accepted or pending means no retry; definitive rejection may allow a controlled retry; unresolved means hold, explain the uncertainty, and escalate.
Exception decision table
Provider settled but the ledger is missing the receipt: Post from verified settlement with the original identity; do not charge again.
Receipt is attached to the wrong charge: Review allocation and authorize a traceable correction without changing bank history.
Opening balance is disputed: Prepare a source-to-cutoff bridge and keep missing evidence explicit.
Evidence checklist
• Charge source, payer, tenancy, amount, and period agree.
• Action identity appears once across requests and retries.
• Gross payment, fees, refunds, and net deposit reconcile.
• Receipt allocation and balance communication use the reviewed ledger.
Continue with the controlling record
Duplicate charge protectionRent ledger controlsReceivables aging workflowChoose the question you need to resolve
Keep payment outcome, posting and an assertion that money is owed separate.
Choose the uncertain event before taking another money action.
The provider response is missing or uncertain.
Provider evidence and action identity reconciled before a possible duplicate retry.
Check the original action outcomeA receipt appears against the wrong charge.
A traceable allocation review with consequential corrections separately authorized.
Review the receipt allocationA tenant challenges an inherited opening amount.
A source-to-statement comparison that preserves both the tenant question and missing evidence.
Assemble the opening-balance caseGuides, references, and tools
Use the right format
Guides explain the workflow. References define the terms. Tools let you work through your own assumptions.
Open the interactive tool libraryLook up a property-management termSources and limits
Legal and tax rules depend on the property and jurisdiction. Check the page's sources and review status before acting.
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