Tenant Ledger

Run a Tenant Statement

The Tenant Statement is a printable statement of account for a single lease over a date range. It shows an opening balance brought forward, every charge and payment in the period with a running balance, and the total amount due — exactly the kind of statement you’d hand or mail to a tenant who asks “what do I owe and why?”

When to use it

  • A tenant disputes a balance and you want to show them the line-by-line history.
  • You’re sending a routine statement of account or a past-due reminder.
  • A tenant is moving out and you need a final statement for their lease.

Before you start

  • None. The statement is built from the lease’s existing charges and payments. The more completely you’ve recorded charges and payments, the more accurate the running balance.

Steps

  1. In the left sidebar, click Reports.
  2. Under Leases & Tenants, click Tenant Statement.
  3. In the Lease box, start typing a tenant name, unit, or property to find the lease, then select it from the matches. Only active leases appear by default.
  4. (Optional) Tick Include all leases (terminated & future) if you need a statement for a tenant who has moved out, or whose lease hasn’t started yet. This adds those leases to the search box so you can pick one.
  5. Set the Date Range using the from and to boxes. This is the window the statement details line by line; it defaults to the last twelve months. Anything before the from date is rolled into the opening balance rather than listed individually.
  6. Click Submit.

What you’ll see

The statement is laid out like a document you’d mail:

  • Your company details at the top and the tenant’s “Bill To” address.
  • An opening balance carried forward — the balance on the lease as of the day before your start date, so the statement still ties out even when older history isn’t listed.
  • A line for each charge and payment in the date range, in date order, with a running balance shown after every line so you can follow exactly how the balance moved.
  • The closing Total Due at the bottom — what the tenant owes as of the end of the period.

Payments made in advance are flagged as prepaid, and reversed payments are marked, so the statement reads cleanly without leaving the reader to guess.

Tips

  • Use the Include all leases checkbox to produce a final statement for a tenant who has moved out — their lease won’t show in the default (active-only) list otherwise.
  • To print or save a clean copy, use the print option on the statement (or your browser’s print command). It produces a tenant-ready page without the app’s menus, suitable for mailing or attaching to an email.
  • The Lease Statement Report (also under Leases & Tenants) is a different report: it’s a list of all your leases with their balances, not a per-tenant statement of account. Use Tenant Statement when you want something to give to a single tenant; use the Lease Statement Report for an at-a-glance list across leases.
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Still stuck? Email support@tenantledger.com and a real person who knows the product will help.