Payment Tracking for Canadian Landlords
Record every rent payment, security deposit, and refund with ease. Track multiple payment methods, apply payments to invoices, and monitor your accounts receivable with detailed aging reports.
Key Benefits
See how this feature helps Canadian landlords save time and stay compliant
Multiple Payment Methods
Record payments received via e-transfer, cash, cheque, direct deposit, or other methods. Track payment method preferences for each tenant and maintain detailed records for every transaction.
Quick Payment Application
Apply recorded payments directly to outstanding invoices with one click. Match payments to the correct tenant and invoice quickly, reducing manual work and preventing errors.
Partial Payment Handling
Accept and track partial rent payments when tenants can't pay the full amount. See remaining balances, apply subsequent payments, and monitor which tenants have outstanding amounts.
Accounts Receivable Aging
View AR aging reports showing which rent is current, 30 days overdue, 60 days overdue, or 90+ days overdue. Identify problem tenants early and take action before balances become uncollectible.
Security Deposit Tracking
Track security deposits separately from rent payments. Record deposit amounts, hold them in trust as required by provincial law, and process refunds with proper documentation when leases end.
CRA-Compliant Audit Trails
Every payment creates an immutable audit trail showing who paid, when, how much, and which invoice it was applied to. Perfect for CRA audits and year-end T776 tax reporting.
Recording Rent Payments
Get started in minutes with our simple, intuitive process
Record Payment Details
Enter payment amount, date received, payment method (cash, cheque, e-transfer, etc.), and any reference numbers. Upload photos of cheques or screenshots of e-transfers for complete records.
Apply to Invoices
Select which tenant made the payment and choose which outstanding invoices to apply it against. The system automatically calculates remaining balances and updates accounts receivable.
Track Outstanding Balances
View real-time accounts receivable for each tenant, property, or your entire portfolio. See who has paid, who owes money, and exactly how much is outstanding at any time.
Generate Payment Reports
Export payment history reports, AR aging summaries, and cash flow statements. Filter by date range, property, tenant, or payment method to analyze your rental income trends.
Track Every Payment Method
Record all types of rent payments with proper categorization for accounting and tax purposes
E-Transfer
Most popular payment method in Canada. Record confirmation numbers and automatically match to tenants.
Direct Deposit / PAD
Pre-authorized debits and automatic bank deposits. Upload bank statements for verification.
Cheque
Record cheque numbers and deposit dates. Upload photos of cheques for your records.
Cash
Track cash payments with proper receipts. Important audit trail for CRA compliance.
Credit Card
Record credit card payments and transaction fees if you accept card payments.
Money Order
Track money orders with serial numbers and issuing institutions for verification.
Want Tenants to Pay Online Too?
This page covers tracking payments you receive through e-transfer, cheque, or cash. For online tenant payment collection via credit card or pre-authorized debit, see our Invoice Payments feature, which lets tenants pay rent directly through the Tenant Portal with auto-pay support.
Security Deposit Trust Accounts
Many provinces require landlords to hold security deposits in separate trust accounts. Tenant Buddy tracks deposits separately from rent to help you comply with provincial regulations and return deposits properly when leases end.
Frequently Asked Questions
Find answers to common questions about property management software for Canadian landlords
Payment Tracking Questions
Click "Record Payment" and enter the payment amount, date received, and payment method (e-transfer, cheque, cash, etc.). Select the tenant who made the payment, then choose which outstanding invoices to apply the payment against. Tenant Buddy automatically updates the tenant's balance and accounts receivable.
Yes. If a tenant pays a lump sum that covers multiple months or invoices, you can split the payment across multiple outstanding invoices. The system calculates how much is applied to each invoice and updates all balances accordingly.
Tenant Buddy tracks partial payments and shows the remaining balance on the invoice. You can apply subsequent payments until the invoice is fully paid. The system maintains a complete payment history so you can see every partial payment and the remaining amount owed.
If a tenant overpays, the excess amount is recorded as a credit on their account. This credit automatically applies to future invoices, or you can issue a refund. The system tracks all credits and shows the tenant's current credit balance at all times.
Yes, security deposits are tracked separately from rent payments. Record the deposit when received, hold it according to provincial trust account requirements, and process refunds when the lease ends. The system tracks interest accrual on deposits where required by provincial law (like Ontario).
AR aging reports categorize outstanding rent by how overdue it is: current, 1-30 days late, 31-60 days late, 61-90 days late, and 90+ days late. This helps you identify which tenants are falling behind on rent so you can take action early, whether that's sending reminders or starting the eviction process under your province's tenancy laws.
Yes, each tenant has a complete payment history showing every payment received, the date, amount, payment method, and which invoices were paid. You can export this history as a PDF or Excel file, which is useful when tenants request payment confirmation or when dealing with disputes.
Every payment is automatically recorded as rental income and categorized for CRA reporting on Form T776. The system maintains an audit trail showing when income was received, which property it belongs to, and the payment method. This makes tax season much easier and provides documentation if CRA ever audits your rental income.
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