Recording manual payments (Zelle, check, cash, Venmo)

Not every dollar arrives through the portal. When a tenant Zelles you, hands you a check or pays cash, record it on their ledger so the books stay true.

Recording one

Open the tenant → Ledger tab → Record payment (or Actions → Record Payment at the top of the tenant page). Enter:

• Amount ($)
• Method — ACH / Bank transfer, Card, Zelle, Check, Cash or Other
• Date — the day the money actually arrived, not today if they differ
• Note (optional) — a check number, a confirmation code, a memo

There's no Venmo, PayPal, Cash App, wire or money-order option: pick Other and name it in the note.

The balance updates immediately, in your view and in the resident's portal. The payment shows on the Payments tab with its method and the accounts it was applied to.

How it's applied

Nexxus applies the payment by a fixed rule: the oldest unpaid rent first, then other charges oldest first, and anything extra sits on rent as a credit. You don't choose where it goes. Full rule and examples: how the ledger works.

Dates matter more than you'd think

The payment date decides which payout window the money falls into (see payout windows) and which month it reports under. Backdating to the true arrival date keeps owner payouts and monthly reports honest; recording everything "today" quietly shifts money between months.

Attested, not verified

A payment you record is attested — Nexxus is taking your word for it — even when you choose Card or ACH / Bank transfer. Only payments a rail confirmed itself (online payments through Stripe, Airbnb payouts) are verified. Payout runs flag how much of the run rests on attested money so you can look before approving: Verified vs attested.

Fixing mistakes

Hover the payment and click the pencil (Edit or delete entry). Edit Payment lets you change the amount, method, date or note — Nexxus re-applies it across the accounts — and Delete removes it. Manual entries are yours; Nexxus never changes or removes them on its own.

Every edit and delete is kept in the change history. There is no lock on your own entries: you can correct them as often as you need. Each time you edit or delete one, the resident's Ledger keeps a record of who made the change, when, and what it was before and after (an edited payment, or a charge you posted and then edited, shows an Edited tag with each change under it; a deleted one stays listed under Change history below the ledger). The history is for your team only; residents don't see it. If the change can't be added to the history, Nexxus makes no change and asks you to try again.

If the payment was already counted in an approved payout run, don't delete it — the money genuinely moved. Correct it with an offsetting entry so history stays consistent with what was paid out.

Payments made online through the portal can't be edited this way; they're refunded instead (refunds).

Reducing manual work

Every manual payment is a small trust exercise and a small chore. The more tenants you move onto online payments and autopay, the more of your ledger reconciles itself.