TABLE OF CONTENTS



Overview of E‑Payments / EFT

PropertyBoss E‑Payments Module:

  • automates recurring EFT payments for tenants (Lease Notebook) and owners (Owner Notebook);
  • supports bank drafts, credit cards, portal self‑service.
     

Electronic payments (EFT, e‑payments) are supported for tenant, owner, and portal payments; integrates with AutoPost for scheduled/recurring transactions.
 

Portal payments: Tenant/owner web portals allow online payment submission; payments post to ledgers and trigger AutoPost/EFT routines.
 

E‑payments require:

  • E‑Payment account,
  • Web Services,
  • Payment Portal module (for portal self‑service).


Supported EFT Frequencies 

Supported EFT frequencies include:

  • Daily,
  • Weekly,
  • Monthly (Day selector),
  • Semi‑Monthly (1st/16th),
  • Bi‑Weekly (every 15 days),
  • Custom intervals (days/weeks/months).
     

Draft date rules:

  • Semi‑Monthly = 1st and 16th,
  • Bi‑Weekly = every 15 days,
  • Next Draft Date cannot move backward.
     

Tenant EFT Setup 

Tenant EFT setup:

  • Units & Leases → Edit Lease → Tenants tab → Setup EFT;
  • enter payment method, schedule (start/end date, frequency), amount (balance/specific), next draft date.
     

Next Draft section includes:

  • payment amount,
  • service fee indicator,
  • next draft date;
  • service fees can be ignored, included, or auto‑added.
     

Scheduled drafts stop after tenant move‑out date; recurring payments are managed per lease, not globally.
 

 

Owner EFT Setup 

Owner EFT setup:

  • Owners Navigator → Owner Notebook → Transactions tab → Setup EFT;
  • same workflow as tenant setup.

Owner payments include:

  • owner distributions,
  • management/leasing fees,
  • rent splits;
  • processed via scheduled EFT;
  • allocations set in Def‑Terms/Owners tabs.
     

Portal‑Based Recurring Payments 

Portal scheduling:

  • If Resident/Owner/Payment Web Portal enabled, tenants/owners can manage recurring drafts online;
  • requires E‑Payment Account Setup → “Allow Tenants to Manage Scheduled Payments on Portal.”
     

Portal self‑service is optional and controlled via E‑Payment account settings; requires Web Services and Payment Portal module.
 

Portal supports:

  • tenant payments,
  • owner payments,
  • recurring EFT drafts;
  • statement delivery via print/email.
     

AutoPost EFT Workflow 

AutoPost EFT:

  • Used for scheduled payments, recurring charges, collections, and e‑signature document finalization;
  • logs and tracks transactions.
     

AutoPost 2‑step submission:

  • Step 1 — Creates scheduled transactions (EFT Not Sent – PPI)
  • Step 2 — Sends drafts to processor, updates AutoPost Transaction Log.
     

Recurring charges/concessions are compatible with AutoPost EFT workflows.


Integration: EFT updates and recurring payment changes reflected in RentRoll and Today dashboard modules.

 

Deposit Batching 

  • Processed EFTs appear in an EFT Deposit batch, auto‑closes next business day (manual close optional).
  • Default deposit requirements (security, pet, etc.) auto‑added to new leases; batch deposit posting supported.

 

Recurring Charges & Repeating Transactions Related to E‑Payments 

Recurring charges:

  • Set up on Lease Notebook → Charges Tab → Change Other Repeating Charges;
  • post automatically via AutoPost on fixed schedule/amount.
     

Common recurring charges:

  • Monthly cable fee,
  • Monthly garbage pickup,
  • Flat recurring admin fee,
  • Scheduled installment payments (e.g., six equal repair payments).
  • NOT appropriate: variable water usage; one‑time fees.
     

Key recurring charge fields:

  • Next Post Date (first posting)
  • Last Post Date (auto‑updates)
  • No Charges Before/After (posting window)
     

Recurring concessions:

  • Credit tenants (employee rent credit, officer discount),
  • only management company can set recurring concessions for 3rd‑party owners.
     

 

Payment Controls & Scheduling Rules 

  • Payment schedules, due dates, and frequencies set per lease/unit/property; minimum lease term, day due, and proration options configurable.
  • Next Draft Date cannot move backward.
  • Scheduled drafts stop after lease move‑out.
     

Recurring payment schedules supported for:

  • Monthly,
  • Semi‑Monthly,
  • Bi‑Weekly,
  • Weekly,
  • Custom frequencies.
     

Security & Permissions 

  • Security: Permissions control who can enter/update transactions, process EFT, or modify recurring charges.
  • Portal access for payment scheduling controlled via contact record (Allow Login to Web Portal).

 

Reports Related to E‑Payments 

Reporting:

  • A144 Rent Reminder,
  • A146/A148 Lease Statement,
  • A170 Deposits Activity,
  • A550 Net Rental Income,
  • A530 Collections & Deposits Activity,
    and other reports track payment activity.
     

Key reports supporting payment and lease auditing:

  • A110 Lease Activity,
  • A154 Rent Change History,
  • A411 Repeating Charges,
  • A420 Scheduled Charges Comparison.