How the tenant ledger works

The ledger is the source of truth for what a tenant owes and what they've paid. Reports, the dashboard, invoices and owner payouts all read from it. Open a tenant and go to the Ledger tab.

What posts automatically

From the booking (and its lease, when there is one):

• Deposit and move-in fees (security deposit, pet deposit, cleaning, pet and admin fees) post when the lease is signed and fall due a day later — or at move-in for a booking without a signed lease.
• Rent posts month by month. The first month (prorated by the days occupied) is due at move-in; later months are due on the lease's rent due day (the 1st unless the lease says otherwise).
• Each rent charge posts your Charge posting lead time (days) before it's due — 3 days by default, set in Settings → Company Settings — so tenants see what's coming without every future month showing at once.
• An application fee, when one applies, posts once at onboarding.
• Late fees, if you've turned them on.

Everything else you add yourself — see charges, credits and refunds.

How payments are applied

A payment pays the oldest unpaid rent first, then the other charges oldest first (a charge that's due before one that isn't). So a payment that exactly matches the rent pays the rent, and an open late fee or cleaning charge stays owed on its own. Anything beyond what's owed lands on rent as a credit. A card payment's convenience fee always pays its own fee line, never rent.

Credits are generic. A Post credit, on whatever account you picked, or money left over on an account above its charges (an overpaid fee or deposit, a deposit you lowered), pays the oldest unpaid rent first, then other charges oldest first. A credit that paid rent stays on rent: a later charge is a new charge and never takes it back. Money tagged to a specific charge stays on it: a payment recorded on a charge that's posted but not due yet, a card fee, a refund, a prepayment for a month's rent, or a line tied to an adjustment.

One thing you may notice: a charge a credit covered can read open again once a rent charge comes due, because the credit moves to the rent first. The amount owed doesn't change, and only rent ever accrues a late fee.

Within rent, the oldest month is covered first.

What the numbers mean

The top of the Ledger card shows:

• Due now — what's owed today: the charges due on or before today that money and credits haven't paid, by the rule above. A red chip shows how much of it is past due (due before today). Money counts from the day it's recorded, even when its date is later. A prepayment for a coming month's rent doesn't lower Due now; it shows beside it as Credit on account.
• Upcoming (not yet due) — posted charges with a future due date.
• Total balance (or credit), charged and paid totals.

The same Due now formula drives the dashboard, the resident portal, invoices and payment reminders, so everyone sees one number — details in Due now & past due.

Below the entries, By Account shows charged, paid and balance per account (with any unapplied overpayment), and Deposit shows required, collected and held — see security deposits.

The buttons

• Invoice & statement — branded PDFs for the resident or a paying company (details).
• Post charge — a one-off charge.
• Post credit — reduce what's owed without recording money (description required).
• Record payment — money that arrived outside the portal (manual payments).
• ⋮ → Remove late fees — appears when the ledger has late fees.
• Show voided — appears once a line was voided; voided lines are hidden until you tick it.

Fixing a mistake

The ledger is history: money is corrected with a charge or a credit, never by editing what was posted.

• A line Nexxus posted (rent, the deposit, fees, late fees): hover it and use Adjust charge (type the amount it should be; the difference posts as its own line) or Void charge (a full reversal; it's never posted again). Details in charges, credits and refunds.
• The rent itself is wrong for the whole stay: fix it on the booking (rent changes) instead of adjusting months one by one.
• A line you entered yourself: the pencil edits or deletes it. Entries you create are yours: Nexxus never deletes them.

What the tenant sees

The resident portal's Payments page shows the same Due now, the upcoming amount, and every charge, payment and credit as Recent activity — so nobody argues from different numbers. Adjustments and voids show there as their own lines.

When nothing is due, a resident can pay next month's rent early from the portal, unless you've turned Residents can pay rent early off (see online rent payments). It sits on the ledger as a credit ("Prepayment, applies to November 2026 rent") and covers the rent charge when it posts.