Recording a Manual Payment for a Deposit or Other Amenity Charge
How to record a cash, cheque, or e-transfer payment for a deferred deposit or any other outstanding amenity charge, instead of sending a payment link.
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If a resident hands you cash, a cheque, or an e-transfer confirmation for a deferred deposit or any other outstanding amenity charge, record it here instead of sending a payment link.
Who can use it: staff, board members, or PMs with amenity booking edit permission on the property.
Steps
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Open the booking's Payment & Refunds tab and click Collect payment.
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Check the charge(s) you're recording. You can record a deposit alone, or bundle it with any other outstanding line collected the same way at the same time.
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Choose Manual.
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Pick a payment method. A required method select appears with four options: Cash, Cheque, e-Transfer, Other.
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Add a payment reference (optional). For example a cheque number or an e-transfer confirmation code. It's optional but strongly recommended, it's what shows up later in the Audit Log to help match the payment back to a physical record.
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Confirm. The button names the exact action, for example Record cheque payment, so it's clear you're recording money already received, not sending anything to the resident.
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Marked collected. The selected charge(s) now show Paid, with a Collected by summary showing the method (and reference, if entered).
Recording a deposit that's already scheduled
You don't have to wait for the deposit's collection window to open to record it manually. If a resident pays you directly ahead of time, check its box and record the payment the same way; its status updates from "Deposit due" straight to "Paid."
What happens to the books
Recording a manual payment creates the invoice and posts a balanced journal entry automatically, exactly like a card payment, just with no Stripe charge and no processing fee. See "How deferred deposits post to your books."