Rent deposit

Rent and deposit information belongs to the tenancy record. Estavo uses the rent amount, payment frequency and due dates to create the expected rent schedule and support payment tracking.

Preparation

Before you enter the details

Tenancy agreement

Use the agreed rent and deposit figures shown in the tenancy documentation.

Payment dates

Confirm the first rent due date and the normal payment date for future rent.

Payment frequency

Confirm whether rent is weekly, monthly, quarterly or paid on another agreed schedule.

Deposit information

Have the amount, date received, scheme and reference available where applicable.

Tenancy navigation

Open the tenancy rent details

Open Tenancies

Select Tenancies from the main navigation, or open the tenancy from the property or tenant record.

Select the tenancy

Confirm the property, tenants and tenancy dates before making changes.

Open Rent or Financial Details

Select the section containing the tenancy rent, schedule and deposit information.

Enter and save the information

Complete the required fields, review the schedule and save the tenancy.

Rent terms

Enter the rent amount and frequency

Rent amount The total rent due for each payment period.

Payment frequency Weekly, monthly, quarterly or another available option.

Payment method Bank transfer, standing order or another recorded method.

Payment reference The reference tenants should use when paying rent.

Rent review date The next planned review date where relevant.

Rent notes Add relevant internal information that does not fit within the standard fields.

Enter the total tenancy rent

For joint tenants, enter the total rent for the tenancy. Do not duplicate the full amount against each tenant unless they genuinely have separate agreements.

Due dates

Set the first and recurring payment dates

First payment date The date the first rent payment is expected.

Recurring due date For example, the first day of each month.

Payment period The period covered by each rent payment.

Final scheduled payment The final expected due date during a fixed tenancy.

The first payment may differ from later payments

Where the first period is shorter or longer than the normal payment cycle, review the first charge carefully rather than assuming it matches the recurring amount.

Expected payments

Review the generated rent schedule

Estavo may generate expected rent charges from the tenancy dates, rent amount, frequency and first due date.

Rent schedule

Active

01 August 2026 £1,200 August rent Due

01 September 2026 £1,200 September rent Scheduled

01 October 2026 £1,200 October rent Scheduled

Confirm every due date is correct.
Check the amount for each payment period.
Review the first and final scheduled charges.
Check that no duplicate schedule exists.
Confirm the tenancy start and end dates are correct.
Review the schedule after changing rent or tenancy dates.

Deposit record

Enter the deposit amount

Deposit amount The total deposit paid or due for the tenancy.

Date received The date the landlord or agent received the deposit.

Received from Record who paid the deposit where relevant.

Payment reference Add the bank or transaction reference where useful.

Deposit status Due, received, protected, returned or another available status.

Deposit notes Add relevant internal information about the payment.

Protection details

Record the deposit protection information

Once the required deposit protection process has been completed, record the resulting information in Estavo.

Protection scheme The authorised scheme used to protect the deposit.

Protection date The date the deposit was registered or protected.

Scheme reference The certificate, deposit or protection reference.

Certificate date The issue date shown on the protection certificate.

Prescribed information date Record when the relevant information was provided.

Protection status Pending, protected, released or another relevant status.

Estavo does not protect the deposit automatically

Recording a deposit in Estavo does not register or protect it with a scheme. Complete the required external process and then save the details in Estavo.

Supporting evidence

Upload the deposit documents

Protection certificate

Upload the certificate or confirmation provided by the deposit scheme.

Prescribed information

Store the final version supplied to the tenant where applicable.

Payment evidence

Upload relevant receipt or transaction evidence where required.

Deposit correspondence

Store relevant communications relating to protection, release or deductions.

Updating the tenancy

Edit rent or deposit details

Open the tenancy

Find the tenancy through the tenancy, property or tenant record.

Open the rent or deposit section

Review the existing information before making changes.

Update the required details

Amend the amount, frequency, dates, scheme or reference as needed.

Review connected records

Check the rent schedule, transactions, diary reminders and deposit documents.

Save and verify

Save the tenancy and confirm the updated details are shown correctly.

Changing rent may affect existing charges

Check whether the change should apply to past, current or future rent periods. Avoid overwriting historical charges that were correct at the time.

Troubleshooting

Common rent and deposit problems

The schedule starts on the wrong date

Review the tenancy start date and first rent payment date.

The rent amount is duplicated

Check whether multiple schedules were created or the full rent was entered against each joint tenant.

A payment is still showing as unpaid

Confirm the transaction has been recorded and matched to the correct rent charge.

The deposit status is incomplete

Add the protection scheme, date and reference after completing the external protection process.

The deposit document is missing

Upload the certificate or supporting file to the tenancy or deposit record.

A rent change altered older charges

Review the effective date of the change and restore historical charges where they were previously correct.

The rent and deposit are recorded

The next guide explains how to invite the tenant, monitor the invitation status and manage Tenant Portal access.

Continue to Tenant Portal access

Record rent and deposit details