Accounting Suite
Every January, somewhere, a storage operator is reconstructing a year of income from bank statements and a shoebox of deposit slips. The LeaseLlama accounting suite exists so that operator isn’t you. Every invoice, payment, refund, and write-off is already recorded the moment it happens. The accounting pages just add it up.
The year at a glance
The Accounting overview shows three numbers that describe your business: Invoiced (what you billed), Paid (what you collected), and Outstanding (the gap). Below them, a ledger of every invoice for the year with its status. Filter any tab by year: this year for operations, last year for taxes.
The Transactions tab is the raw feed: every money event in chronological order, signed the way an accountant would sign it. Payments in green, refunds and credits in red. If a number on the overview looks wrong, this is where you trace it.
Deposits are a liability, treated like one
Security deposits aren’t revenue; they’re money you owe back. The deposits tab keeps that distinction honest: Deposits Invoiced, Deposits Held (net of refunds, your actual liability), and Outstanding Deposits (billed but not yet collected). When a renter moves out two years from now and asks about their deposit, the answer is a lookup, not an argument.
Credits, refunds, and bad debt: the unglamorous stuff
The credits tab tracks every dollar you owe back to renters: issued, applied to invoices, refunded, and still outstanding. The bad-debt tab tracks what you wrote off: how many invoices, the original amounts, the loss recognized. Nobody enjoys writing off an invoice. But come tax time, a clean bad-debt record is worth real money. (LeaseLlama can also write off invoices automatically after they’ve been overdue 90 days, if you turn that on.)
Every renter has a ledger
Each renter’s profile carries a complete, immutable financial history: every invoice, payment, credit, refund, and adjustment in order, with a running balance after each line. When a renter says “I paid — check your records,” you check the ledger, and it settles the question in ten seconds. Positive balance: they owe you. Negative: you owe them. The ledger is read-only by design: history doesn’t get edited, it gets corrected with new entries.
Invoices that look like you run a real business
Invoices carry your company name, logo, and address, plus custom header, footer, and note text you set once. Tax is calculated at whatever rate your state requires, labeled the way your accountant wants it labeled (“FL Sales Tax,” not “misc.”). Numbering is automatic and sequential: no duplicate invoice numbers, no gaps to explain in an audit.
CSV out, into whatever your accountant uses
Every accounting view exports to CSV: the invoice ledger, transactions, deposits, and credits. Hand the files to your accountant, or import them into QuickBooks, Xero, or Excel. It’s your data. Take it wherever your books live.
What it doesn’t do
- No direct QuickBooks or Xero sync. CSV export is the bridge for now; direct integrations are on the roadmap.
- It’s not general-ledger software. LeaseLlama accounts for your leasing operation: rent, deposits, credits, bad debt. Payroll and expenses still live in your accounting package.
- Records are immutable. You can’t edit a transaction after the fact. That’s a feature (it’s what makes the ledger trustworthy), but if you’re used to “fixing” entries, this works differently.
Common questions
Does this replace QuickBooks? No, and it doesn’t try to. LeaseLlama accounts for your leasing revenue (invoices, payments, deposits, credits, bad debt) and exports it all to CSV for whatever handles the rest of your books.
How does sales tax work? Set your rate and label once in system settings (“FL Sales Tax,” 7%, whatever your state requires) and it’s applied to invoices automatically. The default is 0%; ask your accountant what your state expects for storage rentals.
I recorded something wrong — can I fix it? Not by editing; the ledger is immutable on purpose. You correct with a new entry: issue a credit, void an unpaid invoice, or record an adjustment. The mistake and the fix both stay visible, which is exactly what you want if anyone ever audits the books.
What do I hand my accountant at tax time? Filter any accounting tab to last year and export: the invoice ledger, the transaction feed, deposits held, credits outstanding, and bad debt written off. Five CSVs and you’re done.
Where to go deeper
The docs cover the accounting pages, the renter ledger, and invoice settings. The money gets here through payments & billing, and it starts with a signed lease in lease management.