Enable the workflow
An admin enables this once per organization:
Financial Dashboard → Bank Settings.
Open Advanced Settings at the bottom.
Find Manual Checks - Undeposited Funds.
Confirm account 1050 Undeposited Funds exists in your Chart of Accounts (or select it if prompted).
Turn on Enable Undeposited Funds workflow for manual checks.
Save.
After enabling, new manual payments use this flow. Older payments keep their existing ledger entries.
👉 Step 1 — Record the payment(s)
Open the unit: Community Management → Units → [property].
Click Record Payment (this creates a "pending deposit").
Enter amount, payment method (e.g. Check), date, and check/reference number.
Apply to charges (manual split or auto-apply).
Save
With Undeposited Funds feature "on":
You are recording that you received the check, not that it hit the bank yet.
You do not pick a deposit bank on this screen (deposit happens in Step 2).
The payment appears as undeposited until you "Make Deposit".
Repeat for each property if one physical check covers multiple lots.
👉 Step 2 - Mark Deposited
Go to Financial Dashboard → Billing & Collections.
Open Pending Bank Deposits / Undeposited Payments.
Select all payments that were on the same physical deposit.
Confirm the total matches the deposit slip.
Choose deposit bank account and deposit date (and reference/slip # if you use one).
Click Mark Deposited.
This creates one ledger entry moving the full amount from Undeposited Funds to checking.
👉 Step 3 - Match the bank transaction
Go to Financial Dashboard → Transactions (bank feed).
Find the single inflow that matches the deposit total (you may have to wait until it shows up from the bank or import manually).
Match it to the deposit batch, not to each unit payment individually.
If you match correctly, the bank line should show as already accounted for and should not be categorized again as new income - that would double-count cash.
Common mistakes to avoid
➡ Matching each payment to its own bank line
Use one bank match per physical deposit when payments were grouped in Make Deposit.
➡ Categorizing the bank import after Mark Deposited
If the deposit already posted Dr Checking / Cr Undeposited Funds, do not categorize the same bank line again.
➡ One Record Payment for multiple properties
Record separate payments per property, then one "Mark Deposited" for the combined total.
➡ Expecting online payments here
Stripe/card/ACH payments do not go through this manual undeposited flow.
Quick reference
I want to… | Where to go |
Record a check against one unit | Unit page → Record Payment |
Deposit several checks together | Billing & Collections → select payments → Mark Deposited |
Tie bank feed to the deposit | Transactions → match one line to the deposit |
Turn the workflow on | Banks → Advanced Settings → Undeposited Funds |