Help & Support

Ending a lease puts the unit back into your availability at the start of the ending date, sets the unit’s status, records the reason, and settles the money side in the same dialog: the final rent charge, the deposit, and anything the customer still owes. The dialog is a short list of numbered steps. Its End Lease button stays greyed out until every required choice is made, and the line beside it always says either what is still missing or exactly what will happen when you click it.

Where to find it

Open the customer, then in the lease’s menu choose End Lease. The dialog opens with today as the ending date. Nothing changes until you click End Lease at the bottom; Cancel closes it without ending anything.

Step 1: When does the lease end?

• Ending Date: the last day of the lease. The unit is available again from the start of that day, so a new lease can begin on the ending date itself. You can pick a past date, and the dialog will warn you if it is before the lease started. If another lease is already booked to start on this unit, the ending date has to be on or before that lease’s start date.
• Unit Status After Ending: the status the unit gets, such as Rentable or one that needs attention first.
• Reason (optional): a note kept with the lease.

Everything else in this step appears only when the date calls for it, and it updates each time you change the date.

The final rent charge

When the ending date falls inside a rent period that has been invoiced, a Rent charge row shows three choices for that period:

• Full Amount: the charge stays as invoiced. The customer pays for the whole period.
• Prorated Amount: the charge is reduced to the share of the period the customer used, counting the ending date as a used day. For example, ending on the 3rd of a 31-day month charges 3/31 of the rent. The figure is shown before you choose.
• Custom: type the amount to charge for the period, with tax, anywhere from $0.00 up to the original amount.

With Prorated or Custom, the charge itself is changed: its amount, its name (it gets a Prorated or Adjusted tag) and its end date, which becomes the ending date. Any promotion discount on it is reduced in the same proportion, and tax is recalculated.

The row does not appear when the lease ends on or after the last day of the period, because there is nothing to prorate.

When that period is already paid

If the customer has already paid the period, a note says so, and the same three choices apply. Whatever was paid beyond the new charge becomes a credit on the customer’s account: it first pays anything still owed on this lease, and the rest stays on the account until you refund it or use it for a later charge. See Credits and refunds below. The dialog never issues a refund by itself.

Rent through the ending date

When the ending date is later than anything invoiced so far, a checked box offers to add prorated rent for the days from the end of the last invoiced period through the ending date, built the same way the regular rent would be. Leave it checked to charge for those days; uncheck it to end the lease without charging for them.

Rent paid ahead

When the customer has paid for a period that starts after the ending date, a checked box offers to release that rent as a credit. Leave it checked and the charge for that period is removed and its payment becomes a credit on the account, handled like the credit above. Uncheck it and the period stays as paid, which means the customer gets nothing back for it.

Step 2: What happens to the deposit?

This step appears only when a deposit was collected on the lease, and one choice is required.

• Keep Deposit: the deposit is recorded as revenue for the facility as of the ending date (it becomes a Retained Deposit).
• Apply to Balance: the deposit pays what is still owed on this lease: the rent charge first, then the other open charges in date order. The payment that was the deposit now shows on those charges. The card tells you how much would be applied. Charges you are striking through, deleting or trimming in step 3 are not paid this way.
• Refund Customer: nothing changes here. End the lease first, then refund the payment from the customer’s Invoicing & Payments tab, where you pick the payment and the amount. The deposit stays on the account until you do.
• Transfer: shown when the customer has another active lease. The deposit is reassigned to the lease you pick; nothing is refunded or recorded as revenue.

When you apply the deposit and there is more deposit money than the amount owed, a blue note asks what to do with the remaining amount: keep it as revenue (a Retained Deposit as of the ending date) or refund it to the customer (it stays on the account for you to refund from Invoicing & Payments).

Remove the customer’s gate access?

When this is the customer’s last lease at the facility and they have gate codes there, this step lists them, checked. Leave a code checked to remove it when the lease ends; uncheck it to keep it.

Settle the open balance

This step lists every open charge on the lease and needs an action for each one before you can end the lease. With several charges, Set every item to applies one action to all of them.

• None (Still Owes): the customer still owes it after the lease ends. This is also what the deposit and any credit pay.
• Strikethrough: the remaining balance is struck through and no longer owed.
• Remove Unpaid Balance: for a charge that is partly paid, the unpaid part is removed and the paid part is kept.
• Delete Invoice Item: the charge is deleted. Any payment on it becomes a credit on the account.

A rent charge you prorated shows its original amount struck through beside the new amount. A charge dated after the ending date is flagged After ending date and starts out set to Delete, since its whole period is after the lease ends; you can change that. Under the table, Deposit applied and Paid rent credited show what pays down the balance, and Balance due is what will still be owed.

For anything the dialog does not cover, close it and use the customer’s Invoicing & Payments page to adjust or remove charges and payments, then end the lease afterwards.

Send a notification?

Email the customer sends the lease-ending email to the customer, and Email the business sends a copy to your business email. Both start out set the way your notification settings say. When the customer email is on and your website is enabled, you can also include a customer review invitation. If the customer has no email address on file, the customer email is unavailable.

Before you click End Lease

The line at the bottom of the dialog is worth reading. While something is missing it says what, and in which step, for example To finish: choose what happens to the deposit (step 2), then pick an action for each open invoice item (step 3). Once everything is chosen it becomes a plain summary of what will happen: the date and unit status, the final rent charge, the deposit, any credit, and whether the customer still owes anything or has a credit coming back. If that summary is not what you meant, change the choices before you click.

Credits and refunds

Money the customer paid for time they will not use, whether from a prorated or custom final charge or from a period paid ahead, becomes a credit on their account when the lease ends. The dialog uses it first for anything still owed on the lease. What is left stays on the customer’s account as an unapplied payment amount, and the summary line tells you how much.

To give it back, open the customer’s Invoicing & Payments tab, find the payment, and use its Refund action: the unapplied amount is offered there, and card payments can be refunded to the card. You can also leave the credit on the account to pay a future charge, for example when the customer has another lease. Deposit refunds work the same way: refund the payment that paid the deposit.

If you ended the wrong lease

Restore Lease in the lease’s menu makes the lease active again, but it does not undo the accounting changes made when it ended. Put those right on the customer’s Invoicing & Payments page: restore struck-through or deleted charges, and re-apply or refund payments as needed.

Common questions

• End Lease is greyed out. The line beside it lists what is still needed: usually a deposit choice or an action for an open charge.
• The rent charge choices are missing. The ending date is on or after the last day of the invoiced period, or no invoiced rent covers that date. Change the date, or end the lease and adjust the charge from Invoicing & Payments.
• The dialog says the customer is paid through a later date. The period is paid. Prorate it (or set a custom amount) and the difference becomes a credit, or keep the full amount if that is your policy.
• A period after the ending date is paid. Leave the release as a credit box checked to give that money back as a credit, or uncheck it to keep the period as paid.
• The customer has a credit after ending. Refund it from Invoicing & Payments, or leave it for a future charge.