TABLE OF CONTENTS


Overview

PropertyBoss uses different payment types to ensure payments are applied correctly to tenant charges. Each payment type is limited to specific charge types in the Tenant Register.


Understanding how these payment types work is essential to avoid misapplied payments and reconciliation issues.


Default Payment Types in PropertyBoss

By default, PropertyBoss includes the following payment types:

  • Subsidy Payment
  • Security Payment
  • Tenant Payment
  • EFT Tenant Payment

Each payment type applies to different charges based on how those charges are defined in the system.


Subsidy Payments

What Is a Subsidy?

A Subsidy refers to rent assistance such as Section 8 or any similar rental assistance, provided by a governmental entity.


Subsidy Due Charges

  • Subsidy Due is a rent charge in the Tenant Register that is not owed by the tenant.
  • This amount is expected to be paid by the subsidy provider.
  • Subsidy Due should not be used for one‑time rental assistance.

Important Rules

  • Subsidy Payment is the ONLY payment type that can be applied to a Subsidy Due charge.
  • No other payment type will appear as an option to apply to Subsidy Due charges.


Security Payments

What Is a Security Payment?

A Security Payment applies only to charges that are set up as Deposit‑Required transactions.


Deposit‑Required Transactions

By default, the following transactions are Deposit‑Required:

  • Security Deposit
  • Pet Deposit

Your company may have additional Deposit‑Required transactions, such as:

  • Last Month’s Rent
  • Any charge that you hold “in escrow” until the tenant vacates


What Security Payments Do NOT Apply To

Charges that represent immediate income to the property should not be marked as Deposit‑Required and cannot be paid with a Security Payment.


Example: A Pet Fee set up as Charge to Tenant is immediate income and cannot be paid using a Security Payment.


Tenant Payments

What Does Tenant Payment Apply To?

Tenant Payment applies to all charges that are:

  • Not Deposit‑Required, and
  • Not Subsidy Due

In short, Tenant Payment applies to “everything else.”


Important Rules

Tenant Payment does not apply to:

  • Security Deposit
  • Subsidy Due

Example: If the Tenant Register has both Subsidy Due and Security Deposit open, entering a Tenant Payment will not show any charges available to apply the payment to.


EFT Tenant Payments

What Is EFT Tenant Payment?

EFT Tenant Payment is designed to apply to all charges owed by the tenant. This includes:

  • Rent
  • Security Deposit


Limitations

  • EFT Tenant Payment does NOT apply to Subsidy Due, because Subsidy Due is not owed by the tenant.
  • Subsidy Due can ONLY be paid using a Subsidy Payment.


Where Transactions Are Defined

Transactions are configured at the administrator level in PropertyBoss.


To review or modify transactions: Setup Preferences → Define Transactions → Define Lease and Prospect Transactions


Best Practice Recommendation

Take time to review:

  • Which payment types your company uses
  • Which charges each payment type applies to

Clear, consistent transaction setup ensures accurate payment application, reporting, and accounting.