How do I know which tenant to link a payment to in agentOS?

As a new agentOS user, identifying which tenant a payment belongs to is one of the most important skills to develop, as linking payments to the wrong tenant creates problems that take time to fix.

What to look for in payment descriptions The payment description on your bank statement typically includes identifying information such as:

• The tenant's name (full or partial)
• The property address or postcode
• A reference number or code
• The property name (for houses or buildings with names)

Using the description to search Once you've identified these details, use them to search for the correct tenant in agentOS. The search function is quite flexible, so you can use partial addresses, surnames, or reference numbers to find matches.

When multiple matches appear If your search returns multiple possible tenants, look for additional clues:

• Does the payment amount match the expected rent?
• Does the timing align with when rent is due?
• Are there any unique identifiers in the payment reference?

When in doubt, ask If you're unsure which tenant a payment belongs to, it's always better to contact support@agentos.com than to guess. Here's why:

• Linking a payment to the wrong tenant affects their account balance
• It can trigger incorrect arrears letters or statements
• Correcting the mistake takes time and creates confusion
• It may delay identifying genuine payment issues

Support can help you identify the correct tenant and explain any patterns or conventions your organisation uses for payment references. As you process more payments, you'll become familiar with your tenants and their payment patterns, making this task quicker and more intuitive.