Recording & Tracking Payments
How to record rent, maintenance, and other payments in DeskEstate — including payment types, methods, overdue tracking, and proof uploads.
The Payments module is where you record every financial transaction related to your properties — from monthly rent to security deposits to one-off expenses.
Payment types
DeskEstate supports the following payment types:
| Type | Description |
|---|---|
| Rent | Monthly rent collected from a tenant |
| Maintenance | Monthly maintenance charge |
| Rent & Maintenance | Combined rent and maintenance in one transaction |
| Security Deposit | Security deposit collected at lease start |
| Expense | An outgoing expense for the property (repair, utility, etc.) |
| Other | Any other income or payment not covered above |
Payment methods
Each payment can be recorded with the method used:
- Online — bank transfer, mobile wallet, or online payment
- Cash — physical cash received
- Cheque — payment by cheque (cheque number can be noted in the reference field)
Payment status
Every payment has a status:
| Status | Meaning |
|---|---|
| Paid | Payment has been received and confirmed |
| Pending | Payment is expected but not yet received |
| Overdue | Payment was due and not received by the due date |
| Charge | A charge has been raised (e.g., late fee) |
| Cancelled | Payment was cancelled or reversed |
Overdue status is applied automatically when a payment passes its due date without being marked as Paid.
Recording a payment
Go to Payments → Record Payment and fill in:
- Property — select the property
- Unit — select the unit the payment relates to
- Tenant — the tenant making the payment
- Payment type — see types above
- Amount — in PKR
- Payment method — Online, Cash, or Cheque
- Payment date — the actual date received
- Period covered — the month(s) this payment applies to (a single transaction can cover multiple months)
- Reference / notes — cheque number, transaction ID, or any notes
- Payment proof — attach a receipt, screenshot, or scan (optional but recommended)
Multiple months coverage per transaction
A single payment record can cover multiple months. For example, if a tenant pays three months of rent in advance, you record one transaction and select the three months it covers. Each month is reflected correctly in the ledger and statements.
Advance payment support
When a tenant pays rent in advance, record the payment with the future period selected. The system correctly attributes the income to the right months in your financial statements rather than recording it all in the current period.
Payment proof attachments
You can attach a payment proof document to any payment record:
- Bank transfer confirmation (PDF or image)
- Screenshot of mobile payment
- Scanned cheque image
Attachments are stored with the payment record and visible in the tenant’s payment history.
Overdue payment flow
When a payment is not received by the due date:
- The payment status automatically changes to Overdue
- The payment appears in your overdue list on the Dashboard
- You can generate a formal invoice for the overdue amount from the payment record
- Once payment is received, mark it as Paid and attach the proof
Viewing payment history
Each tenant has a complete payment history accessible from their profile. You can also view all payments for a property, filtered by type, status, or date range, from Payments → All Payments.