Security Deposits
Record deposits collected at move-in, then track what was returned, applied, or forfeited at move-out. The Security Deposit tab is on every tenant's page.
Recording a deposit
- Open the tenant's page and click the Security Deposit tab.
- Click Add Deposit.
- Enter the amount, date received, and select the deposit type.
- Save. The deposit appears in the grid and the total held is shown at the top.
Tenant
Income
Security Deposit
Docs
Total held: $1,500.00
+ Add
Date
Type
Amount
Status
Jul 1
Security Deposit
$1,500.00
Held
Deposit types
| Type | When to use |
|---|---|
| Security Deposit | Standard deposit held as security against damages or unpaid rent |
| Last Month Rent | First/last month rent collected upfront and held until move-out |
| Pet Deposit | Additional deposit collected for pets |
| Key Deposit | Refundable deposit for keys, fobs, or gate remotes |
| Other | Any other deposit type not covered above |
Click the ⓘ icon next to the Type dropdown for a one-line description of each type.
At move-out: returning, applying, or forfeiting
When a tenant moves out, select the deposit row and choose what happened to it:
| Action | What it means |
|---|---|
| Return | Deposit was sent back to the tenant. Enter the date and amount returned. Partial returns are allowed - the remainder stays as held until you action it. |
| Apply | Deposit was applied toward an unpaid charge on the tenant's account (e.g. last month's rent or a repair). The charge is reduced by the applied amount. |
| Forfeit | Deposit was kept by the landlord to cover damages or costs and will not be returned or applied to a specific charge. |
Deposit report
The Security Deposit Report in the Reports tab shows every deposit currently held across your portfolio - useful for reconciling your deposit trust account. The Deposit Ledger shows the full history of collections, returns, and applications for any date range.
Trust account compliance: Many states require security deposits to be held in a separate trust account. Rental Flow tracks the amounts for you, but maintaining a separate bank account is your responsibility.