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Processing Security Deposit Refunds and Moving Out Tenants in Revela

Overview

Purpose: This guide explains how to review, process, and issue security deposit refunds for tenants in Revela.

Target Audience: Property managers, chapter administrators, and financial teams.

Step-by-Step

Reviewing the Tenant's Ledger

  • Navigate to the Tenant’s Profile > Click on Ledger

  • Locate the following details:

    • Charged Deposit Amount: The amount billed to the tenant for the security deposit

    • Held Deposit Amount: The amount currently held by the property management company or chapter, which needs to be refunded if no damages apply

Initiating the Move-Out Process

  • Go to Tenant Profile > Documents > Lease

  • Click on Actions (dropdown) > Move Out

  • When selecting Finish/Complete Move Out, Revela will:

    • Auto-generate the transfer from the held deposit

    • Create a payable invoice for the refund owed to the tenant

Note: If there are damages, the security deposit may be partially refunded or withheld to cover repair costs

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Issuing the Refund Payment

  • Navigate to Accounting (left menu) > Payables (top toolbar) 

  • Search for the tenant's name in the seller/payee field

  • The refund invoice should appear as unpaid

  • Approve the invoice by selecting Actions (dropdown) > Pay

  • Choose the payment method:

    • ACH Transfer: Sends funds electronically

    • Check Payment: Issue a check for manual distribution

  • Once processed, the tenant will officially receive their security deposit refund

Best Practices & Tips

  • Review the tenant’s ledger to confirm the correct deposit amount before processing a refund

  • Ensure the move-out process is completed before attempting to issue a refund

  • Use ACH transfers for faster processing, reducing administrative work compared to check payments

Common Issues & Troubleshooting

Issue 1: Refund Invoice Not Appearing in Payables

  • Solution: Confirm that the Move-Out process was completed to trigger the refund invoice

Issue 2: Tenant Did Not Receive the Refund

  • Solution: Verify that the payment was approved and processed under Accounting > Payables

Issue 3: Deposit Amount Incorrect

  • Solution: Double-check the Held Deposit Amount in the Tenant Ledger to ensure accurate refund calculations