How the tenant ledger works
Every tenant has one ledger: charges (rent, fees, deposits) and payments, each with a due date. Payments allocate to the oldest due charge first, and the balance is always charges minus payments.
The ledger is the source of truth for what a tenant owes and what they've paid. Every report, dashboard number, and payout calculation ultimately reads from it.
What's on it
- Charges: rent (posted per month from the booking's terms), deposits, cleaning/admin/pet fees, late fees, and any one-off charge you add.
- Payments and credits: online payments, manually recorded payments, credits, refunds.
Each charge carries a due date. Rent posts ahead of its due date by your company's charge lead time (Settings → Company), so tenants can see and pay what's coming.
How payments apply
Payments allocate to the oldest due charge first. That single rule produces the behavior you'd expect everywhere else: a partial payment leaves the oldest charge partly open, late fees stop accruing on a rent charge the day it's fully covered, and "what's overdue" always means the oldest uncovered charges. What's due is always net of credits: a credit on one account (say an overpaid deposit) reduces what the tenant owes on another.
Where the numbers surface
- The tenant's page shows the running balance and full history.
- The dashboard's Due now widget lists everyone with a balance currently due — details in Due now & past due.
- The resident portal shows tenants the same ledger, so nobody argues from different numbers.
Editing
You can add one-off charges, record payments, and remove mistakes. The ledger's action buttons are Post charge (add a one-off charge), Post credit (reduce what's owed, with a required description), and Record payment (log money received). System-posted rows (rent from the booking terms) are maintained by the engine — if the rent itself is wrong, fix it on the booking (see Rent changes) rather than hand-editing months one by one. Manual entries you create are yours; the engine never deletes them.
Related guides
Recording manual payments (Zelle, check, cash)
Money that arrives outside Nexxus — Zelle, check, cash, a bank transfer — gets recorded on the tenant's ledger with its real date and method. These count as 'attested' in payout runs.
Automatic late fees
Off by default. When enabled: after the grace period, one fee per day per lease until the rent is covered, with an optional cap. Fees are removable and never come back once waived.
The Due now widget and past-due balances
The dashboard's Due now widget lists every tenant with a balance currently due — net of credits, one click to their ledger. Long-departed tenants' stale balances are filtered from the widget (never from the ledger).
Security deposits: tracking, deductions, and refunds
Deposits are tracked per tenancy as a liability — held, not income. At move-out, record deductions with reasons and refund the remainder; the tenant sees the accounting in their portal.