Payments

Payments form a manual ledger of money expected, received, or paid out. Open Payments from the relevant listing, letting, or work order. Use the Payments report for a branch-wide or organization-wide view.

Creating or updating a payment records a money movement in AvaroAI. It does not charge a card, make a bank transfer, or generate recurring rent instalments. Record what is due and what has actually moved.

Choose the record and purpose

Attach the entry to the record it concerns. Only these purposes can be chosen for each record:

• Listing: sale commission on a sales listing, or a management fee on a rental listing.
• Letting: rent, the tenant’s deposit, or rental commission.
• Work order: landlord work payments and contractor payouts.

A refund can be recorded on any of them.

Each payment has one purpose and one direction. Available purposes are Sale commission, Rental commission, Rent, Deposit, Management fee, Landlord work payment, Contractor payout, and Refund.

Choose Incoming for funds received by your organization and Outgoing for funds paid out. Enter an amount greater than zero with no more decimal places than your currency uses; the direction represents how money moves. Keep different purposes separate even if they arrive in a single transfer. For example, rent and a deposit should be separate entries so that their totals remain meaningful.

Record an expected or paid amount

1. Open the relevant record’s Payments area and select Create payment.
2. Choose the purpose and direction.
3. Enter the amount for this payment. Where available, Use agreed amount copies a suggested amount from the source record; check it before saving, especially for part-period or staged charges.
4. Select Expected if the money has not moved, Paid if it has, or Void if it was waived or written off and is no longer due.
5. Enter the due date where applicable. A Paid entry requires a paid date, and only a Paid entry can have one.
6. Save and check the entry in the ledger.

An Expected payment becomes overdue when its due date is before today. Void payments stay in the ledger but are left out of outstanding and overdue totals. An Expected entry without a due date remains outstanding but cannot be identified as overdue by date.

When an expected amount is paid in full, edit it to Paid and enter the actual paid date. Update the existing entry instead of creating another copy of the same obligation.

Record a partial payment

Use Add partial payment on an Expected entry and enter the amount actually paid and its paid date.

For an expected rent payment of 1,000, a part payment of 400 creates a Paid entry of 400 and leaves an Expected remainder of 600. If the paid amount equals the full expected amount, the entry is simply marked Paid. The amount must be greater than zero and no greater than the expected balance.

This preserves both the received amount and the outstanding balance without treating the whole obligation as paid.

Record a refund

Create a separate payment with purpose Refund. Choose the actual direction, amount, status, and date. Where possible, select the Original payment so the refund can be traced to the money being returned.

The original payment must be a paid payment, other than a refund, on the same listing, letting, or work order. The refund must move money in the opposite direction, and all refunds linked to one payment together cannot exceed its amount. While a refund links to it, the original payment must stay Paid, cannot change direction, become a refund, move to another record, or have its amount reduced below the refunds, and archiving it also archives its refunds.

For example, returning a tenant’s deposit is an Outgoing Refund linked to the original Incoming Deposit. Keep the original receipt in the ledger. Linking a refund also helps reports associate it with the original service.

Keep records reliable

Agreed prices, deposits, commissions, and management fees supply context or suggestions; they do not create ledger entries. Editing those terms does not rewrite payments already recorded. Enter each instalment or charge deliberately, check for duplicates, and keep Paid dates accurate.

Use payment purpose to distinguish agency revenue from rent, deposits, and funds passing through the organization. A total of incoming money is not necessarily agency earnings. Refunds and outgoing payments should be reviewed alongside receipts.