How do I review a rental statement before posting?¶

Every statement and bill that comes into the Rental receipts workflow waits in the property's Statement history until it is posted. Check the lines, fix anything that was misread, then post it to the property.

Open the statement¶

Step 1. Go to Workflows, open Rental receipts and select the property. Its Statement history opens, newest first.

Step 2. Select a statement to expand it. Select it again to close it.

Each row shows the statement period, when it was Received, the Gross rent, the Net deposit and the number of Lines. A bill shows Bill · and the supplier, with the Bill date, Due and Amount. Under that you see who sent it (or Uploaded by and a name) and how confident myaccountant was reading it, for example 92% conf. An AI badge means the document was read by AI.

What each status means¶

What you see	What it means	What to do
Pending review	The statement was read and is waiting for you.	Check it and post it.
Posted	The lines are in the property's books.	Nothing. You can Unpost it if it was wrong.
Rejected	You rejected it. It will never be posted.	Restore it if you rejected it by mistake.
Failed	The document could not be read. The reason is shown on the row.	Delete it and upload a clearer copy.
Duplicate	You already have a statement for the same period, or a bill with the same supplier, invoice number and amount.	Usually nothing. If it is not a duplicate, select Not a duplicate.
Needs property	An older statement that was never matched to a property. It can't be posted.	Reject or delete it, and upload the statement again from the right property.

A net mismatch label next to the period means the lines do not add up to the deposit the statement shows.

Check before posting¶

If something needs a second look, the expanded statement shows a Check before posting box with the reason. The same reason appears on the collapsed row. Common reasons:

What it says	What to do
No transactions could be read from this email. If the statement is behind a link rather than attached, open the link and upload the PDF.	Download the statement from the link and upload it. Then delete this one.
Overall extraction confidence is …	Compare every line with the statement.
At least one line was read with low confidence.	Compare the line amounts with the statement.
The lines come to … but the statement says …	Find the line that is wrong and correct its amount.
This statement covers … properties … Only one property can be imported per statement.	Check that only this property's lines are included.
Choose an expense type for this bill.	Edit the line and pick an expense account.
No date could be read from this bill, so it is dated on the day it arrived.	Check the date before posting.
This run was unposted; its transactions were removed from the property ledger.	Correct the statement and post it again.

Check the lines¶

The lines table shows each line's Label as printed, its Direction (Income or Expense), the account it is Mapped to, the Confidence and the Amount. A line with no account shows — unmapped —.

Below the table, a statement shows the Stated net deposit (what the statement says was paid to you) and the total Computed from lines (income less expenses). If they differ by more than one cent, the computed figure turns amber.

The message beside the buttons tells you whether the statement can be posted:

What you see	What to do
All lines mapped and net balanced. Ready to post.	Select Post to ledger.
One or more lines are not mapped to an account.	Edit each — unmapped — line and choose an account.
Net mismatch — adjust the line amounts or reject to post.	Correct the amount that was misread, or reject the statement.

Edit a line¶

Step 1. Select the pencil icon on the line. The Edit line window opens.

Step 2. Choose the Mapped account. Income accounts start with Income · and expense accounts with Expense ·.

Step 3. If the amount is wrong, type the correct Amount. The window shows what was originally read, for example AI extracted 1250.00.

Step 4. If you changed the amount, enter a Reason for override. It is required.

Step 5. Select Save line. You see Line updated.

You can't change whether a line is income or expense. The original amount is kept: an overridden amount shows a small * in the table. To make the same line go to the same account on future statements, add a rule. See How do I set rules for rental statement lines?

Post the statement¶

Select Post to ledger. You see Posted to the ledger. and the statement shows Posted to ledger on and the date.

Posting creates one rental income or expense transaction on the property for each line, at the amount shown. The transactions are dated on the last day of the statement period, or on the bill date for a bill. The original document is attached to each transaction.

For a statement, the transactions are balanced against the property's Property Manager Clearing account, because the money passes through your property manager before it reaches you. The deposit into your bank account is not created by posting.
For a bill, the expense is recorded as paid by you, the same as an expense you enter on the property yourself. The due date is kept on the expense.

On the property, these transactions show View in workflow and can't be edited or deleted there. Change them from the statement instead.

Reject, delete or unpost¶

Action	How	What happens
Reject	Select Reject, type a Reason, then Reject run.	The statement shows Rejected, is kept in the history with your reason, and is never posted. Restore puts it back into review.
Delete	Select the bin icon (or Delete this run), then Delete run.	The statement and its lines are removed permanently. Posted statements can't be deleted.
Unpost	On a posted statement, select Unpost, then Unpost run.	The transactions it created are removed from the property and the statement goes back to review, where you can correct it and post again. Other statements are not affected.

If Restore or Not a duplicate finds the original statement is still there, a message explains why, with a View the original link.

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