The Accounting section gives you a complete view of your financial activity across all properties. Track rent payments, record expenses, monitor overdue balances, and import transactions in bulk.
Accounting Overview
Navigate to Accounting from the sidebar to see your financial summary. Four KPI cards show:
| Metric | What it shows |
|---|---|
| Outstanding | Total balance of all income transactions (what's still owed) |
| Paid | Sum of income transactions with "Paid" status |
| Overdue | Sum of income transactions with "Overdue" status |
| Expenses | Sum of paid expense transactions |
All metrics are calculated based on the selected date range and update in real time.
Filtering Transactions
Filter tabs:
| Filter | What it shows |
|---|---|
| All | Every transaction in the date range |
| Income | Rent payments, fees, and other income |
| Expenses | Maintenance costs, utilities, and other expenses |
| Overdue | Transactions past their due date |
| Paid | Completed transactions |
Date range filter:
- Default range: Last 7 days
- Click the date range picker to set custom start and end dates
- Changing the date range refreshes all data and recalculates KPIs
Use the search bar to find transactions by property name, payer name, description, category, or any other field.
Transaction Table Columns
| Column | Details |
|---|---|
| Type / Unit | Income (green +) or Expense (red -) with property and unit name |
| Payment Method | Cash, Check, Credit Card, Direct Deposit, Money Order, or Other |
| Amount / Balance | Transaction amount and remaining balance |
| Created | Date the transaction was created |
| Category | Transaction category (see full list below) |
| Payer | Tenant or person responsible |
| Due Date | When payment is due |
| Status | Paid (green) or Overdue (red) |
| Notes | Transaction description |
| Actions | Edit and View buttons |
All columns are sortable.
Recording a Transaction
Click Add Transaction to open the transaction form.
Required Fields
| Field | Details |
|---|---|
| Short Name | Brief label for the transaction (e.g., "January Rent") |
| Type | Income or Expense — determines how it's categorized |
| Amount | Dollar amount with currency formatting |
| Balance | Remaining balance (usually matches amount for new transactions) |
| Payment Method | Cash, Check, Credit Card, Direct Deposit, Money Order, or Other |
| Due Date | Defaults to today; click to open date picker |
| Status | Paid or Overdue (defaults to Paid) |
| Category | Select from grouped categories (see below) |
Optional Fields
| Field | Details |
|---|---|
| Unit | Select a specific unit within the property |
| Payer | Select from property owner or tenants with active leases (updates when unit changes) |
| Notes | Up to 256 characters with character counter |
Transaction Categories
Categories are organized into groups:
Income: Rent, Security Deposit, Late Fees, Application Fees, Storage, Laundry, Parking
Admin: Advertising, Bank Fees, Credit & Background Reports, Rent Concessions, HOA, Licenses
Maintenance: Appliances, Cleaning, Electrical, Gardening, Painting, Plumbing, Roof, Snow Removal
Utilities: Electric, Gas, Garbage, Internet/Cable/Telephone, Water
Loans: Mortgage Payment, Mortgage Interest, Mortgage Principal, Payoffs
Taxes: Property Taxes, City/State/Local Taxes, Federal Taxes
The category field supports autocomplete — start typing to filter the list.
Recurring Transactions
When creating a transaction from a property's Accounting tab, you can make it recurring:
- Toggle "Make this a recurring transaction"
- Select a frequency: Daily, Weekly, Monthly, Quarterly, or Yearly
- Set a start date and optional end date
Recurring transactions show a circular arrow icon next to their category in the table.
Note: The recurring toggle is only available from the property-level Accounting tab, not the main Accounting page.
Bulk Actions
Select one or more transactions using the checkboxes:
- Duplicate (single selection only) — Creates an exact copy of the selected transaction
- Delete (one or more) — Permanently removes all selected transactions
Exporting Transactions
Click Export to download a CSV file of your transactions. The export includes all visible columns and respects your current filters, date range, and search query.
Property-Level Accounting
You can also view transactions for a specific property by navigating to the property detail page and clicking the Accounting tab. This shows only transactions linked to that property and includes the recurring transaction toggle.
Importing Transactions from CSV
For bulk transaction entry, navigate to the Import page. The import follows a 4-step wizard:
Step 1 — Upload Your File
- Drag and drop or select a CSV file
- Maximum file size: 5 MB
- Download the CSV Import Template to see the expected format
The template includes columns: Date, Description, Amount, Category, Property, Notes
Step 2 — Select a Property
Choose which property the imported transactions belong to. All your properties are listed with their name, address, and type.
Step 3 — Map Columns
Map your CSV column headers to Rentto's transaction fields:
| Rentto Field | Required | Maps To |
|---|---|---|
| Date | Yes | Transaction due date |
| Description | Yes | Transaction description |
| Amount | Yes | Transaction amount (positive = income, negative = expense) |
| Category | No | Transaction category |
| Property | No | Property reference |
| Notes | No | Additional notes |
A preview of the first data row is shown to verify your mapping.
Tip: If you don't see column headers, make sure Row 1 in your CSV contains the header names.
Step 4 — Preview and Import
Review the number of rows to import and click Import transactions.
Row limits by plan:
| Plan | Max Rows |
|---|---|
| Basic (Free) | 100 |
| Standard | 1,000 |
| Premium | 5,000 |
Import requires a Standard plan or higher.
Validation Rules
Each row is validated before import:
| Field | Validation |
|---|---|
| Date | Must be a valid date (YYYY-MM-DD, MM/DD/YYYY, or DD/MM/YYYY) |
| Amount | Must be a positive number, up to $1,000,000 |
| Description | Must not be empty, up to 255 characters |
If any rows have errors, import is blocked and you'll see detailed error messages with row numbers (e.g., "Row 2: Invalid amount").
How Import Works
- Positive amounts create income transactions
- Negative amounts create expense transactions
- All imported transactions start with Pending status
- Default payment method is set to Other
- Default category is Other if not provided in the CSV
- Rate limiting: You must wait 60 seconds between imports
Canceling an Import
Click Cancel at any step. If you've already uploaded a file, a confirmation dialog appears: "Are you sure you want to cancel? All the progress will be lost."