What imported history can and can't do
Imported history counts as closed business: it powers reports and occupancy, but late fees are never charged for days before a lease existed in Nexxus, owners are never re-paid for months your old system settled, past leases are never charged rent, and filled-in months never count as payout cash.
Nexxus imports your full history so your reports, occupancy and owner records are accurate from day one. But history is closed business: the live engines treat it as already handled by your previous system. Here are the specific protections.
Late fees never reach back
- A late fee is never charged for any day before the lease existed in Nexxus. An old unpaid balance shows on the ledger (it's real), but nothing is backfilled for the months it sat in your old system. If a current tenant still owes it, your Nexxus late-fee settings apply only from the import date forward.
- Late fees stop at lease end. A tenant who moved out with a balance doesn't keep accruing daily fees.
- Airbnb, Vrbo and Booking.com stays never accrue late fees. The platform holds the guest's money, so a payout that hasn't arrived yet is a timing fact, not a late payment.
Past leases are never charged
Leases that ended before your import come in as closed bookings. They're there for occupancy and income history, and no rent is ever charged on them. Forward rent starts posting automatically from the 1st of the month after your import.
Owners are never paid twice for the past
You already paid your owners for imported months through your previous system. The payout baseline closes that period: rent applied before it never appears in a Nexxus payout run. Your imported owner payments stay visible as read-only history (Pre-baseline months). If your old system paid some owners ahead, past your first Nexxus window, Settled outside Nexxus holds that money out too.
Filled-in months are bookkeeping, not cash
When a statement doesn't cover a month of a lease, the Review step can fill it from the lease terms (a charge plus a matching payment), so the history reads as settled. Those filled rows are left out of import verification and never count as collected cash in a payout run. If a later Airbnb import shows the unit was actually occupied by a guest that month, the fill is removed.
Old balances don't clutter company-wide lists
The dashboard's Rent due and Delinquency aging widgets leave out tenants whose last booking ended more than 60 days ago. A written-off balance from two years back isn't something you're chasing today. The tenant's own ledger always shows the true full balance. See Due now and past-due balances.
Re-imports reuse what's already there
Importing again reuses matching properties, owners and leases, and only adds ledger lines a matched lease was missing. Owner payments are matched on date, amount, owner and memo. A payment that was pending and has since settled is updated in place rather than duplicated. Former tenants outside your Go back range are skipped and counted on the Review step, so you can widen the range if you need them.
Why this matters
These rules make importing history safe. You get complete reporting without waking up to phantom late-fee emails, rent charged on a lease that ended years ago, or a payout run that proposes re-paying an owner for a year your old system already settled.
Related guides
Importing your data from Buildium, Airbnb, and other systems
How the Import data page works: the two tabs (PMS · VRBO · bank · spreadsheets, then Airbnb), what to export from Buildium and other systems, the Go back history range, the Review step, the verified Summary, re-imports, and undo.
The payout baseline: "Payouts through Nexxus began X"
The baseline is the line between owner money your previous system already settled and money Nexxus runs own. It freezes when you approve your first run, browsing never moves it, and only an owner-admin's Reset payouts (before real money moves) clears it.
Pre-baseline months: "settled in your previous system"
Months before your payout baseline show your imported owner-payment history read-only (who was paid, when, how much, by what method), grouped by calendar month so it matches your old records. Before your first approval, months before your first import show this way.
Settled outside Nexxus: paid-through dates and prepaid terms
When you already paid an owner through your old system, or up front for a prepaid lease, Nexxus holds that money out of new runs. It reads paid-through dates from imported payment memos, from a date you set on the owner link, or from a booking's Prepaid term, and shows what it held back in the run header.
Automatic late fees
Off by default. When on (Settings → Company Settings → Rent & late fees), unpaid rent past the grace days accrues one fee per lease per day from the day you turn it on, with an optional cap, until payments or credits cover it. Fees stop at lease end, never hit Airbnb/Vrbo stays, and removed fees never come back.
Rent due, Due now and past-due balances
The dashboard's Rent due widget lists every tenant who owes money today — after credits, with days late, one click to their ledger. Covers how Due now and past due are calculated, why long-departed tenants drop off the widget (never the ledger), and how to send a payment reminder.