Renter Ledger
A renter's complete financial history — every invoice, payment, credit, and refund with a running balance.
What is the ledger?
The Ledger tab on a renter’s profile is their complete financial history — like a bank statement for their storage account. Every invoice, payment, credit, and refund is recorded in chronological order with a running balance, so you always know exactly where the account stands.
To get here: Go to Renters → click a Renter-ID → click the Ledger tab.
The ledger is read-only. It’s a history of what happened. To take action (like recording a payment), use the Invoices tab or the Invoice Details page.
Summary cards
Four cards at the top show the current state of the account:
| Card | What it shows |
|---|---|
| Account Balance | Current amount owed (positive) or credit (negative) |
| Overdue Balance | Amount past the due date |
| Security Deposit Balance | Deposits held, with required/collected/returned breakdown |
| Account Credit Balance | Available credits to apply to invoices |
The ledger table
| Column | Shows |
|---|---|
| Date | When the transaction was posted |
| Type | Color-coded badge (see below) |
| Document | Description, invoice number, space ID, and line item breakdown |
| Amount | Transaction amount |
| Balance | Running balance after this entry |
| Details | Info icon for additional details |
Entry types
| Type | Badge color | What it means |
|---|---|---|
| Invoice | Gray | A bill was created (increases balance) |
| Payment | Green | Money was received (decreases balance) |
| Credit Memo | Green | A credit was issued (decreases balance) |
| Refund Receipt | Yellow | Money was returned to the renter |
| Manual Adjustment | Blue | A staff-entered correction |
Reading the amounts
| Sign | Color | Meaning |
|---|---|---|
| + (positive) | Gray | Charge added — renter owes more |
| - (negative) | Green | Payment or credit — renter owes less |
Reading the running balance
- Positive balance = renter owes money
- Negative balance (green) = renter has credit on account
- Zero = account is even
Filtering
Search by invoice number, payment reference, space ID, dollar amount, or description.
Year filter — view activity from a specific year. Useful for end-of-year summaries.
Document column details
Each row shows rich information in the Document column:
- Description — what the entry is about
- Invoice ID — clickable link to the related invoice
- Space ID — which space this relates to
- Line items — small badges showing individual charges (e.g., “Monthly Rent $150.00,” “Late Fee $25.00”)
Click the info icon on any row for additional details like invoice status, payment transaction ID, refund method, or notes.
Common questions
What’s the difference between the Ledger and the Invoices tab? The Invoices tab shows only invoices (bills). The Ledger shows everything — invoices, payments, credits, refunds, and adjustments. It’s the complete financial picture.
Why is the balance negative (green)? The renter has credit on their account — from an overpayment, a refund, or a credit memo. Credits are applied to future invoices automatically.
Can I edit ledger entries? No. The ledger is an immutable record. To make corrections, void and recreate invoices, issue credit memos, or create manual adjustments.
How do I find a specific payment? Search by the payment amount, date, or the invoice number it was applied to.
What’s the difference between Account Balance and Overdue Balance? Account Balance is everything owed (including future charges). Overdue Balance is only what’s past the due date.
Tips
- Check the running balance first — it instantly tells you if the account is current
- Use the year filter for reporting — isolate one year’s activity for tax or end-of-year summaries
- Search by amount — helpful when a renter says “I paid $150 last month”
- Click the info icon — get transaction IDs for troubleshooting payment issues with Stripe