Deposits
Track security deposits across your facility — see what's collected, what's pending, and manage deposit liability.
What are deposits?
Security deposits are refundable amounts collected from renters when they check out a space. They protect you from unpaid rent, damage, and cleaning costs.
When a renter vacates (checks in), the deposit is either refunded in full, partially retained, or forfeited — depending on the space’s condition.
The Deposits page
To get here: Go to Billing → click the Deposits tab.
Summary bar
| Metric | What it means |
|---|---|
| Collected Balance | Total deposit money you’re currently holding |
| Pending Payment | Deposits invoiced but not yet paid |
The numbers in parentheses show how many rentals are in each category.
Ideally, “Pending Payment” should be $0.00 — meaning all deposit invoices have been paid.
Finding deposits
Search by space ID (e.g., “CAT-A-02”), renter name, or renter ID. Click Reset to clear.
The deposits table
| Column | Shows |
|---|---|
| Space | Space identifier (click for details) |
| Renter | Renter ID and name |
| Deposit | Amount for this rental |
| Status | Collected or Pending |
| Checkout Date | When the rental started |
Deposit statuses
| Status | Badge color | Meaning |
|---|---|---|
| Collected | Green | Deposit invoice has been paid — you’re holding this money |
| Pending | Amber | Deposit has been invoiced but not yet paid |
A deposit shows as Pending when:
- The checkout invoice hasn’t been paid yet
- The renter pays manually (not auto-charge)
- A card payment failed
What this page shows (and doesn’t)
This page shows only active rentals with a deposit greater than $0.
It does not show:
- Terminated rentals (those move to history)
- Rentals without a deposit
- Fully refunded deposits
Exporting
Click Export CSV for a spreadsheet of all deposits — useful for accounting reconciliation and liability tracking.
This page vs. Renter Deposits
| Billing → Deposits | Renter Profile → Deposits |
|---|---|
| All deposits facility-wide | Deposits for one specific renter |
| Total liability view | Individual deposit history including refunds |
| Good for accounting | Good for managing one checkout |
Common questions
How do I refund a deposit? Deposits are refunded during the check-in process when the renter vacates. You choose full refund, partial refund, or no refund at that point.
Why is a deposit still Pending? The checkout invoice hasn’t been paid. Check the related invoice to see why payment hasn’t been received.
How do I see refunded deposits? Go to the renter’s profile → Deposits tab to see the full history including refunds.
How do I change the deposit amount for a category? Go to Administration → Categories, edit the category, and change the deposit amount. This only affects new checkouts — existing rentals keep their original deposit.
What to read next
| I want to… | Read this |
|---|---|
| End a rental and process refunds | Checking In a Space |
| See all credits | Credits |
| See all invoices | Invoices |
| Set deposit amounts | Categories Setup |