Rent and housing payments from Seayora in your books
Post the rent your residents pay through Seayora, and the housing-agency payments you record, to your own Seayora books automatically — what posts, to which accounts, and what happens when a payment comes back.
If you collect rent through Seayora and keep your books in Seayora too, you no longer need to type each month of rent in twice. Switch on “Rent and housing payments from Seayora” and every rent payment that settles into your payout account is posted to your books for you, with Seayora’s fee shown as an expense.
Switch it on
- Website: Accounting → Settings → Modules → “Rent and housing payments from Seayora”.
- iPhone and Android: Accounting → Settings → Modules.
- It is off until you switch it on. It starts with rent settled from the first day of the month you switch it on and never reaches further back, so months you have already booked yourself are not posted again.
If you already record rent from a bank feed or by hand, choose one way. Using both counts the same rent twice.
What is posted
| When | Debit | Credit |
|---|---|---|
| A rent payment settles | 1010 Undeposited Funds — what reached your payout account | 4400 Rental Income — the rent |
| 6600 Merchant & Processing Fees — Seayora’s fee, taken from the rent | 4410 Other Rental Income — pet rent, parking, storage and other monthly fees | |
| 4490 Rent Concessions — a free month or a discount on the charge | 4420 Utility Reimbursements — a utility share billed with the rent | |
| You record a housing-agency payment | 1010 Undeposited Funds | 4430 Housing Assistance Payments |
Rent is posted when the money settles, not when the resident presses Pay. A bank payment usually settles a few business days later.
Why Undeposited Funds and not your bank account
Settled rent sits in your payout account before Seayora pays it out to your bank. When the deposit arrives — from a bank feed or a statement — match it against Undeposited Funds. Posting straight to the bank would count the same money twice the moment the deposit is imported.
When a payment comes back
- A bank returns the payment, it is refunded in full, or you lose a chargeback: the entry is reversed with a new entry dated the day it came back. The original stays, because both happened.
- A partial refund: the rent stays in your books and the refunded amount is taken back out of Rental Income.
- You undo a housing-agency receipt: its entry is reversed the same way.
- A payment that comes back is always taken back out, even if you have switched the module off since.
What is not posted
- Rent for a property a management company collects for you. That money is held for you by the manager and belongs in the manager’s records; their owner statements show it.
- Late fees billed as their own charge, and security deposits. Record those the way you do today.
- Anything into a period you have closed. The entry waits and is tried again once a day, and posts once the period is open again.
Switching it off
Nothing new posts. Entries already posted stay where they are, and a payment that comes back afterwards is still taken back out.
Related features and guides
- Housing Assistance: Tracking Section 8 and Agency Payments — Documentation. When a housing agency pays part of a resident’s rent — a Section 8 voucher, CityFHEPS, a state or county program — how to record it, what Seayora expects each month, what counts as late, and how to draft the late-payment penalty claim a voucher contract allows.
- Invoicing, Estimates & Statements — Feature. Create invoices and estimates, send customer statements, and collect payment through the same rails as rent — with everything posting to the ledger automatically.
- Payment Plans for Rent You Cannot Pay in Full — Documentation. How a resident asks to spread a month’s rent — or is offered one — how the schedule can be shaped, how a landlord decides it, what the signed agreement says, when a date can be moved, and exactly what happens if an installment is missed.
- Memberships & Automatic Payment — Documentation. Sell a maintenance plan, bill every member on schedule, give members their own prices, and let a customer pay automatically — on their own say-so.
- Security Deposit Handling — Feature. Collect deposits through the platform, keep them tied to the lease and the unit, and back any deduction with dated move-in and move-out evidence.
- AutoPay & Automated Rent Reminders — Feature. Tenants set up AutoPay once and rent drafts automatically on the due date written in the lease. Automated reminders go to anyone who is not on AutoPay.