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Move a tenant out and settle the deposit

Record the last day, see what's owed, and settle the security deposit with deductions and a refund.

2 min read

When a tenant gives notice or hands back the keys, record their move-out. PropFlow stops their rent after the last day and shows what they owe after the deposit. Then the owner settles the deposit and prints a deposit statement.

Record the move-out

  1. Open the tenant and click Move out.
  2. Choose Moved out or Evicted.
  3. Enter the Last day. This is the last day they're charged for, usually when the keys came back. A future date schedules the move-out.
  4. Add a Forwarding address (used on the deposit statement and for collections) and any Notes.
  5. Check What happens: their prorated last month, the balance owed, the deposit held, and what's left after the deposit.
  6. Click Record move-out (or Schedule move-out), then Yes, confirm.

Rent stops after the last day. They stay on that month's rent roll with prorated rent, then move to past tenants. The unit shows as vacant, ready for the next tenant. Payments they make later still lower what they owe.

Tip: To change or undo a scheduled move-out, click Edit move-out on the tenant page. You can change the date or click Cancel move-out.

Settle the security deposit

  1. On the tenant page, click Settle deposit on the Deposit held card. (Before they move out, this link says Deposit statement.)
  2. Under Settle the deposit, enter the Date.
  3. Enter how much to Apply to what they owe ($). This lowers their balance.
  4. Under Deductions (damages, cleaning, keys…), click Add a deduction for each charge, with what it's for and the amount. If you did a move-out inspection, its charges are filled in for you.
  5. Enter the Refund to tenant ($), how you'll Refund by, and the check or ref number.
  6. Check the summary, then click Save settlement.
  7. Click Print or save PDF to print the Security Deposit Statement or mail it to the forwarding address.

Heads up: Only the owner can settle a deposit. Managers see how much is still held. Deposit return deadlines are set by state law, so settle it on time.

Questions

The tenant never moved in. What do I do?

For a scheduled move-in, the button says Cancel move-in. Use it to remove the move-in and make the unit vacant again.

What if I apply more of the deposit than they owe?

The extra becomes a credit on their ledger. PropFlow warns you before you save.

Didn't answer your question?

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