Review rent arrears
Identify overdue rent, partial payments, unmatched transactions and incorrect schedule balances across individual tenancies and your wider property portfolio.
Rent arrears are based on expected rent less payments allocated to the relevant tenancy periods. The displayed balance depends on accurate rent schedules, transactions, allocations and tenancy dates.
How rent arrears are calculated
Estavo compares the rent expected up to the selected date with the payments allocated against those rent periods.
Expected rent
Rent generated by the schedule for periods that have become due.
Allocated payments
Actual rent payments matched to those expected rent periods.
Outstanding balance
The remaining amount after allocated payments are deducted from due rent.
A payment can exist in Estavo without reducing arrears if it has not been matched to the correct tenancy and rent period.
Before reviewing the arrears balance
- Confirm the tenancy start and end dates.
- Review the rent amount and payment frequency.
- Check the first rent due date.
- Review the rent schedule for duplicate entries.
- Confirm imported transactions are complete.
- Check manual rent payments.
- Review unmatched or partially matched income.
- Check refunds and reversed payments.
- Confirm the selected arrears review date.
- Compare the balance with source payment records.
Open the rent arrears view
Open Financials
Select Financials from the main Estavo navigation.
Open Rent Arrears
Select the arrears, outstanding rent or rent balance section.
Select the review date
Confirm the date up to which expected rent should be included.
Apply property or tenancy filters
Review one tenancy or the complete portfolio.
Sort by outstanding balance
Display the largest or oldest balances first where useful.
Rent arrears overview
Example portfolio viewReview the arrears for one tenancy
Open the tenancy balance
Select the property or tenancy from the arrears list.
Review expected rent
Check each due date, amount and rent period.
Review allocated payments
Confirm each payment is linked to the correct period.
Check outstanding periods
Identify fully unpaid and partially paid rent entries.
Compare against transactions
Search for unmatched payments that may relate to the tenancy.
Review partial rent payments
A partial payment reduces the balance for the selected rent period but leaves the unpaid remainder outstanding.
- Confirm the actual amount received.
- Check the payment date and reference.
- Review the allocation against the rent period.
- Confirm the remaining balance.
- Check whether another payment was received later.
- Review unmatched income for the same tenant.
- Avoid marking the full rent period as paid.
- Record additional payments separately.
Check unmatched rent payments
Matching amount
Search for unmatched income equal to the expected rent or outstanding balance.
Tenant or payer reference
Review the transaction narrative, payer name and bank reference.
Payment received after due date
Match the payment to the rent period it satisfies, not only the month it was received.
Payment received after tenancy end
Review whether it relates to an earlier outstanding rent balance.
Several tenants may pay the same rent amount. Confirm the payer, reference, property and intended period before allocating the transaction.
Check the rent schedule
An incorrect rent schedule can create an arrears balance even where all contractual rent has been received.
Correct only genuine schedule errors. The schedule should continue to reflect the actual contractual rent obligation.
Review overpayments and credits
- Review payments larger than the selected rent period.
- Check allocations to future expected rent.
- Review unallocated credit balances.
- Confirm whether any amount relates to something other than rent.
- Check refunds and payment reversals.
- Retain the actual source transaction amount.
- Review how the credit affects the displayed balance.
- Add explanatory notes where useful.
Correct an inaccurate arrears balance
Identify the incorrect period
Review the expected rent and payment allocation producing the balance.
Check source transactions
Compare Estavo with bank or payment records.
Correct the rent schedule if necessary
Fix genuine amount, frequency or date errors.
Correct payment allocations
Unmatch an incorrect payment and allocate it to the proper rent period.
Review refunds or reversals
Confirm returned or reversed payments affect the balance correctly.
Refresh the arrears view
Confirm the corrected balance now matches the supporting records.
Review the tenant rent statement
- Select the relevant tenancy.
- Choose the correct statement period.
- Review expected rent entries.
- Review received and allocated payments.
- Check partial-payment balances.
- Review refunds and reversals.
- Confirm the opening and closing balance.
- Compare the statement with source records.
- Correct errors before sharing or exporting it.
Record rent-balance communication
Where you communicate with a tenant about an outstanding balance, retain a factual record of the communication and any agreed action.
Balance reviewed
Record the date and balance reviewed before contacting the tenant.
Tenant contacted
Record the method, date and factual purpose of the communication.
Payment information received
Add details supplied about missing or unidentified payments.
Future action recorded
Add a diary item or note for the next agreed review or payment date.
Record the balance, communication and agreed action without adding unnecessary personal or sensitive information.
Use professional advice for formal arrears action
Estavo organises rent schedules, transactions and balances. It does not determine whether a formal notice, legal step or recovery action is appropriate.
Review the tenancy terms, rent schedule, bank records, allocations, notices and current legal requirements with an appropriately qualified professional.
Common rent-arrears problems
Paid rent still appears overdue
Check that the payment was allocated to the correct expected rent period.
The arrears amount is doubled
Review duplicate rent schedules or duplicated expected rent entries.
The balance includes future rent
Check the arrears review date and report filters.
A partial payment shows as fully unpaid
Confirm the payment allocation saved against the selected rent period.
A payment is linked to the wrong tenancy
Remove the incorrect allocation and review both tenancy balances.
An unmatched payment is missing
Clear property filters and search using the amount, date, payer or reference.
A refund did not increase the balance
Check whether the original payment allocation was reversed or adjusted.
The statement balance differs from arrears
Review the statement period, arrears review date, opening balance and transaction filters.
The rent arrears have been reviewed
The next guide explains how to generate a property statement containing recorded income, expenses and balances for a selected period.
Continue to property statements