Separate promises from transactions
Use one tab or column for payment commitments and a different one for funds actually received. Include the promise date, requested amount, promised date, actual date, and supporting communication reference.
Document each payment channel
Whether rent arrives by bank transfer, check or another accepted method, record the actual posting date, amount, transaction reference and confirmation source. Note a rejected or reversed payment separately.
Use a clear example
Suppose $2,000 is charged, $750 is received, a further $500 is promised for Friday, and no other credit applies. Your recorded cash received is $750, not $1,250. The arithmetic difference is $1,250 until another payment is actually received or a valid credit is applied.
Reconcile message threads to receipts
If a tenant writes 'I sent it,' keep that communication, but verify the transfer against the relevant account before classifying it as paid. Avoid recording an unverified screenshot as settled money.
Prepare a neutral chronology
A helpful summary states when each promise was made, what was received, which source verifies it, and what remains disputed. Don't label a person dishonest or speculate about intent in administrative records.
Keep legal decisions separate
Rules on accepting partial payments, fees, demands and filings can vary with lease terms, governing law and the procedural posture. Use qualified legal advice for those decisions.
Free roadmap, complete records workflow.
Start with the free printable Georgia process map. When you need organized ledgers, source logs, editable handoff forms and an offline organizer, see the $29 Rental Casebook.
See what’s in the $29 Casebook