Monthly rent reconciliation checklist: separate rent due, received and unpaid

HouseHu · Updated 2026-10-30

For landlords managing their own rentals and family members or colleagues helping with the records. Use this checklist to answer how much current-period rent remains unpaid, how much cash arrived this month and what still needs verification. It prepares a clear handover; the complete HouseHu interface guides are linked separately below.

Free Excel workbook: example and blank sheets

Download without registration. Includes formulas, field notes and an example matching this article; fill it in your own spreadsheet software.

Download rent reconciliation workbook

Fill in the downloaded file in your own spreadsheet software. This file does not upload entries to HouseHu; it contains no macros or external data connections. This is a manual review aid, not a HouseHu import format, bank integration or tax return. Confirm actual responsibilities and amounts against source records and approvals.

Prepare: fix the period and properties first

The example covers a completed month and rooms 101, 102 and 103 belonging to one landlord. Write down the period, property list and review cutoff. Organize amounts due by the agreed billing period and cash received by each receipt’s actual date. These are different measures.

Prepare active leases, current-period bills and prior arrears, including approved rent changes and cancelled records.
Prepare actual bank or other receiving records, individual collections and payment evidence. Evidence means someone reported a payment; receipt still requires verification.
Prepare deposit collections and principal refunds, supported expenses and other refunds. Keep the date, property and purpose of every item.
Assign a reviewer and someone to handle exceptions. Confirm each colleague’s role and permitted scope before handing over records.

Checklist: reconcile current-period rent room by room

Verify current-period amounts against the lease and valid bills, then deduct confirmed receipts allocated to those bills. Count only the received part of a partial payment. Do not count pending evidence as confirmed collection.

Does each room have the correct valid bill, with duplicate and cancelled bills excluded?
Is each receipt connected to the correct room, tenant and bill? Does a partial payment leave the outstanding balance visible?
Was an older arrear collected this month? It increases monthly cash receipts without increasing the amount collected against current-period bills.
Are evidence submissions, unidentified transfers and verified receipts kept separate? Avoid recording one payment twice.

Worked example: NT$5,000 of current-period rent is unpaid

All three rows are hypothetical and exclude utilities, deposits, discounts and refunds. Rooms 101 and 102 are paid in full; only NT$5,000 is confirmed for room 103. A further NT$2,000 evidence submission from room 103 remains unverified. It is part of the NT$5,000 unpaid balance, not an additional amount that makes the balance NT$7,000.

Current-period rent example (NT$)
Room	Due	Confirmed	Unpaid
101	15,000	15,000	0
102	12,000	12,000	0
103	10,000	5,000	5,000
Total	37,000	32,000	5,000

Current-period rent due = 15,000 + 12,000 + 10,000 = NT$37,000.
Collected against current-period bills = 15,000 + 12,000 + 5,000 = NT$32,000.
Current-period unpaid rent = 37,000 − 32,000 = NT$5,000, including the NT$2,000 still awaiting evidence and actual receipt checks.

Cash review: why this month’s rent receipts are NT$35,000

Assume room 102 also paid NT$3,000 of older arrears this month. Monthly rent cash received = 32,000 collected against current-period bills + 3,000 recovered arrears = NT$35,000. The NT$35,000 cash measure answers when money arrived; NT$32,000 answers how much was collected against current-period bills. The explained NT$3,000 difference is not automatically an error.

For installments across months, place each receipt in its own cash month using its recorded receipt date.
For a transfer not yet visible at cutoff or an unidentified payment, keep an exception with supporting evidence. Establish its actual date and purpose before correcting the formal record.
When payment verification happened after the transfer, inspect the recorded receipt date and its source. Do not assign the month solely from the time the reviewer selected a confirmation action.

Separate deposits and expenses: bank movement is not rent income

Also assume deposits of NT$20,000 were collected and NT$4,000 of deposit principal was refunded, while repairs of NT$1,200 and common costs of NT$800 were actually paid. All example movements use one bank account, with no other movements, fees, opening differences or refunds. Only with those assumptions can the following calculation reconcile the account’s net inflow.

Rent cash received = NT$35,000.
Expenses paid = 1,200 + 800 = NT$2,000; rental cash difference = 35,000 − 2,000 = NT$33,000.
Deposits remain separate: 20,000 received − 4,000 principal refunded = NT$16,000 net inflow. This is not additional rental earnings.
Bank net inflow check = 35,000 + 20,000 − 2,000 − 4,000 = NT$49,000.
The NT$33,000 is this example’s rental cash difference, not taxable income or a statement that all of it is available to spend. It excludes the unpaid NT$5,000; deposits still require separate management.

Exceptions: hand each difference to someone who can resolve it

Record the amount, source record, unresolved question, responsible person and next review date. Preserve evidence and versions until the issue is resolved instead of using miscellaneous income to force totals to match.

Evidence submitted but no receipt found: the collection owner checks the account, transfer date and identifying details, requesting clarification from the payer when needed. Do not mark the bill paid first.
Money received but no matching room: retain it as unidentified until the bill is established. Do not automatically clear the oldest arrear.
Partial payments, recovered arrears, overpayments and refunds: retain links to the original bill and every receipt or refund, avoiding double reductions of the unpaid balance.
Wrong date, amount or recipient: an authorized person corrects the source and retains the before-and-after basis. Do not silently alter a total in a separate spreadsheet.

Handover completion: four traceable outputs

Hand over the current-period due/collected/unpaid schedule, monthly receipt and refund details, separate deposit and expense schedules, and unresolved exceptions. Reconciliation is complete when the recipient can trace every total to individual supporting records.

Identify the NT$5,000 current-period unpaid balance and its follow-up owner; the pending NT$2,000 is part of it.
Explain that the NT$35,000 cash receipts include NT$3,000 recovered arrears so the next person does not chase already-paid amounts.
Keep the NT$16,000 net deposit inflow and custody records separate from spendable funds or amounts available for the landlord to withdraw.
Include the file version, data cutoff, reviewer, exception status and next follow-up. Update the original outstanding item with the receipt date when arrears are collected.

Continue the review in HouseHu

HouseHu organizes leases, bills, payment-evidence reviews, collections and deposit records. Available features and actions depend on the activated plan and account permissions. It does not automatically debit bank accounts or guarantee receipt merely because evidence was uploaded. Use the complete guides below for interface instructions.

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