Accepting payments through a physical check locally in your community can be logged by following the below process.
👉 In the All Properties View
If you find a property with an outstanding balance by looking in All Properties and clicking into the properties detail page, you can find the manually payment logging option in the Charge History. Look for the green dollar.
👉 Click the green dollar icon and log the payment amount, date, and method. Also, for reconciliation, report where it was deposited and when. Vlge will create a Journal Entry and then help you match it to recorded transactions.
👉 In the "Invoices" View
Visit the full list of all your invoices by clicking on Financial Dashboard from the left navigation, then Billing & Collections. View all invoices and you can log manual offline payments there as well.
What you record:
Payment amount - can be a partial payment or the full balance
Payment method - check, cash, money order, wire transfer, or other
Payment date - when the payment was received
Payment reference - optional check number, money order number, or other identifier
Notes - any additional context
Bank account for deposit - which bank account the funds were or will be deposited into (defaults to your operating account)
Deposit date - the date the funds were deposited at the bank (can be filled in later)
Deposit reference - the bank deposit slip number or reference
When you save, the system automatically:
Updates the invoice or charge balance - If the payment covers the full amount, the item is marked as paid. If it's a partial payment, the remaining balance is updated and the item is marked as partially paid.
Posts a journal entry to the general ledger - A double-entry accounting record is created that debits your bank/cash asset account and credits Accounts Receivable (or Revenue), keeping your books in balance.
Creates an audit trail - The payment is logged with who recorded it, when it was recorded, and all deposit details.
Each offline payment starts with a deposit status of Pending Deposit. Once you've physically deposited the funds at the bank and entered the deposit date and reference, the status updates to Deposited. This gives you visibility into which payments have been collected but not yet deposited.
🧾 Accounting for Manual Entries: Bank Reconciliation
When the deposit appears in your connected bank feed (via Plaid), the system will suggest a match on the Transactions page. You'll see:
A Pending Reconciliation banner showing offline payments waiting to be matched
A Match Payment button next to bank transactions that closely match an unreconciled offline payment (based on amount and date proximity)
Clicking Match Payment links the bank transaction to the offline payment record, updates the deposit status to Reconciled, and connects the bank transaction to the corresponding journal entry. This completes the audit trail from payment receipt through bank deposit to bank statement.
Payment History
All payments - whether made online through the payment portal or recorded manually as offline payments - appear in a unified Payment History section on the unit detail page. Each entry shows the date, amount, payment method, what it was applied to, and its current status:
Completed - Online payment processed successfully
Pending Deposit - Offline payment recorded but not yet deposited
Deposited - Funds deposited at the bank, awaiting bank statement confirmation
Reconciled - Matched to a bank transaction, fully accounted for