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How do I process a maintenance deduction in agentOS?

A maintenance deduction allows you to deduct funds from a landlord's account to pay a contractor for works carried out at a property. It is accessed via the Actions menu on the landlord's record or directly from a maintenance job.

Once a contractor has carried out works at a property and provided an invoice, you can process a maintenance deduction to transfer the appropriate funds from the landlord's account to the contractor.

Method 1: Via the landlord's record

  1. Search for the landlord by name using the search bar, or navigate to them via Lettings > Landlords.
  2. Open the landlord's record.
  3. Click the Actions button and select Maintenance Deduction.
  4. The Maintenance Deduction screen will display the landlord's current balance and NRL status.
  5. Complete the following fields:
    • Contractor — select the contractor to receive the funds
    • Include Contractor in Description — toggle on if required
    • Total Amount — enter the invoice amount
    • VAT Amount — enter if applicable (variable deductions only)
    • Description — add any relevant notes (e.g. "Maintenance for gas")
    • Nominal Code — select if applicable
    • NRL Exempt — toggle if the deduction is NRL exempt
  6. Click Maintenance Deduction to process.

Method 2: Via a maintenance job

If you have already created a maintenance job for the works, you can process the deduction directly from the job:

  1. Open the relevant maintenance job.
  2. Click the Actions button.
  3. Select Property Maintenance Deduction.
  4. Complete the same fields as described above and confirm.

What happens next?

If there are sufficient funds in the landlord's account, the system will transfer the funds to the contractor's account immediately. A confirmation screen will summarise the action being taken.

If there are insufficient funds in the landlord's account, agentOS will record the deduction as a pending payment. The funds will be transferred automatically once sufficient credit becomes available in the landlord's account.

Note: You will always see a confirmation screen advising which of these two outcomes the system is processing before the deduction is finalised.

If you need assistance, contact support@agentos.com.