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How do I issue a manual rent refund in agentOS?

Use the Manual Rent Refund action on the tenant's profile to refund rent that has already been transferred to the landlord. This automatically handles management fee reallocation and ensures funds are moved from the correct accounts.

A manual rent refund should be used when you need to return rent money that has already been paid across to the landlord's account. You should use this option rather than a standard transfer because the manual rent refund automatically reallocates any management fees that need to be refunded to the landlord, and it understands which accounts the money should be taken from.

When rent reaches a landlord's main account, it moves into the Rent Collected account so that tax reports can correctly recognise and separate rent money from other income. The manual rent refund process accounts for this, keeping your reports and processes accurate with minimal manual work.

There are two ways to issue a manual rent refund.

Method 1: From the tenant's profile

  1. Go to the tenant's profile
  2. Click Actions in the top right corner
  3. Select Manual Rent Refund from the Accounting section
  4. A panel will display the relevant tenancy and landlord balance details — including the landlord's float, main balance, NRL allowance, and rent collected figure — so you can verify the amounts before proceeding
  5. Enter the amount you wish to refund in the Amount field
  6. Click Manual Rent Refund to confirm

agentOS will move the funds from the landlord back to the tenant and will automatically refund the appropriate portion of the management fee.

Method 2: From within the tenancy record

The Manual Rent Refund option is also available from within the tenancy record itself, accessible via the Actions menu. The process is the same as above.

For help with rent refunds, contact support@agentos.com.