This guide walks through how to reconcile the most common banking scenarios in SleekTech, step by step. Each scenario below is self-contained — find the one that matches your situation and follow its steps. Figures used are illustrative.


Before you start — three golden rules

  • A real bank transaction is always reconciled in full.
  • Same contact with several invoices → one payment applied to multiple. Multiple contacts or mixed types → use a Batch Payment. No bank movement at all → use a Journal Entry (it must net to zero).
  • Read every statement from the owner's point of view: money in for the owner is a credit, money out or charged to them is a debit.


Two tips that come up again and again:

  • Build batches from the bank line. Open Batch Payment on the incoming or outgoing bank transaction and create or apply each element inside that window (Find Tenant / Find Supplier → Apply). Invoices that already exist (such as a deposit invoice auto-generated on the lease) appear in the Apply list — just tick them; only create the elements that don't exist yet.
  • Manager-borne expense. When a cost should fall on the manager rather than the landlord, in the expense window select the Property first, then change Invoice To = Manager (selecting the property defaults Invoice To back to Landlord).


Batch and combined bank receipts


1. Letting-agency payment: rent + deposit − letting fee in one receipt. The agency sends one net amount (e.g. £1000 rent + £1000 deposit − £500 fee = £1500), built entirely from the bank line.

  • In Banking, find the £1500 incoming line, open its dropdown and choose Batch Payment.
  • Add the rent and deposit (incoming): click Find Tenant, select the tenant, click Apply, then tick the outstanding Rent Invoice and Deposit Invoice (the deposit invoice is auto-created on the lease, so just apply to it rather than creating a new one).
  • Add the letting fee (outgoing): click Find Supplier, choose the letting agency, click Apply, choose Create New Supplier Expense, enter the fee, set Invoice To to the owner/property (the landlord bears the fee), and pick the Letting Fee ledger.
  • Check the net (1000 + 1000 − 500 = £1500) equals the bank line, then Save.
  • If a needed invoice isn't in the Apply list (e.g. the rent invoice wasn't generated yet), create it first; otherwise just tick what's already there.


2. Council bulk payment that also nets off a tenant refund.

  • In Banking, open the bulk council line and choose Batch Payment.
  • Use Find Tenant for each tenant, click Apply, and tick their rent invoice(s).
  • For the refunded tenant, add the Refund and apply the earlier overpayment to it so they settle.
  • The batch nets to the bank line (rent in − refund out) — then Save.
  • Tip — for a plain council import with no deduction: use New Batch Payment, enter the total, drag in the council spreadsheet, match by Housing Benefit reference / NI number / Lease code, click Next then Finish, apply each to rent, and Save.


3. Credit-card statement payoff. Card charges are paid as supplier payments through a Credit Card Account; here you reconcile the lump-sum bill.

  • Full payoff: go to Banking → Select Account, open the card account, tick all the transactions on the bill, choose Create Batch Payment, pick the account you paid from, then Save.
  • Partial payoff: split a line so the ticked total equals what you actually paid (e.g. split £100 into £25 ticked + £75 separate), then Create Batch Payment, pick the paying account, and Save. The Reconcile Summary shows the remaining card balance.


4. One payment across multiple supplier invoices (same supplier).

  • In Banking, open the outgoing line, choose Find Supplier, pick the supplier, click Apply, then Apply To Multiple.
  • Use Apply All (oldest to newest) or tick specific invoices, entering custom amounts for partial allocation, then Save.

Tenant, landlord and supplier direct payments


5. Tenant pays rent directly to the landlord. The rent must still show as income on the owner statement (so commission is taken), and the landlord's balance must drop by what they already pocketed — with no cash through the company. Use a Journal Entry (it must net to zero).

  • Open Add New / More → Add Journal Entry.
  • Add a Tenant Incoming Payment, select the tenant, click Apply, and assign the rent to the outstanding Rent Invoice — rent then shows as income (credit) on the owner statement and commission is charged as normal.
  • Add a Landlord Payout, select the landlord, click Apply to the property, for the same amount — this deducts what they already received directly.
  • Confirm the balance is zero, then Save And Close. Net effect: the landlord's account is reduced by the commission only, so the manager recovers its fee.


6. Tenant pays a supplier directly and wants the money back as a refund. The tenant paid a supplier and now wants that money back from you, not credited to rent.

  • On the tenant page, create a Credit Note from the landlord.
  • Create a Refund to the tenant.
  • Apply the refund to the credit note.
  • Reconcile the refund against the outgoing bank transfer (the credit note then shows as a debit on the owner statement).


7. Tenant paid a supplier directly, in lieu of rent — reconcile at the rent receipt. With the landlord's agreement the tenant paid, say, a £300 supplier bill directly and paid the remaining £700 rent to you; the bank shows £700, but the owner should see the full £1000 rent and the £300 expense.

  • In Banking, open the £700 incoming line and choose Batch Payment.
  • Add the supplier bill (outgoing): Find Supplier, choose the supplier, click Apply, and tick the £300 supplier invoice (or Create New Supplier Expense if it isn't recorded yet — a property expense, so the owner sees it).
  • Add the rent (incoming, full): Find Tenant, choose the tenant, click Apply, and tick the £1000 Rent Invoice (the £300 direct payment plus the £700 cash together settle it).
  • Check the net (1000 − 300 = £700) equals the bank line, then Save. The owner statement shows full £1000 rent (credit) and the £300 expense (debit).
  • If the tenant paid the whole rent as a direct supplier bill (no cash, no bank line), do the same offset as a Journal Entry instead — a Tenant Incoming Payment on the rent invoice plus a Supplier Outgoing Payment on the supplier invoice, netting to zero.

Refunds, bounces and corrections


8. Bounced rent payment. Always handle it with a Refund for the bounced amount plus a note "bounced payment".

  • No replacement yet: create the refund, then a New Payment for the bounced amount applied to the refund; in Banking match the cleared payment to the new payment and link the bounced amount to the bounced bank line.
  • Original already applied: open or create the refund, go to the original payment, Un-apply it from rent, then apply it to the refund (rent shows outstanding again).
  • Statement already locked: create the refund and, when the replacement clears, apply it to the refund rather than the next rent invoice.


9. Refund a tenant's rent overpayment.

  • On the lease, go to More → Refund, enter the amount and Save (create the refund first).
  • Process the incoming bank payment against rent as normal, even though it exceeds the rent.
  • Refresh, open that payment, and apply it to the Refund record rather than rent — rent clears and the overpayment is marked cleared.


10. Return rent to a tenant after it was already paid out to the landlord. For example the tenant needs £1000 back but the owner already received £900 rent plus a £100 management fee.

  • Not yet locked in a statement: un-allocate the payment from rent, go to More → Refund, and allocate the payment to the refund.
  • Already locked, tenant side: create a Credit Note for £1000 ("collected by mistake on {date}"), create a matching Refund, apply the credit note to the refund, and reconcile the outgoing £1000 to the refund.
  • Already locked, landlord side: on the property post a Manager Credit Note for the £100 over-charged commission (or an owner deposit) and charge back the £900 overpaid rent.
  • Optional: add a Non Rent Invoice for £1000 (ledger "rent") to re-show the tenant as outstanding for the locked dates.


11. Reconcile an incorrectly allocated tenant payment.

  • Not yet in a statement: open the wrong tenant's lease, go to the Account tab, open the payment, Delete it (confirm "unlink from bank"), then re-allocate the freed bank line to the correct tenant.
  • In a statement, same landlord (use gross and re-apply commission): on the wrong tenant use More → Non Rent Invoice for the amount and Set Rental Fee; on the correct tenant use More → Credit Note applied to their rent.
  • Different landlords (use net = payment − commission): on the incorrect landlord use owner More → Manager Invoice for the net amount; on the correct landlord use owner More → Manager Credit for the net amount (e.g. £1000 at 10% → £990 each side).

Supplier and owner money


12. Supplier refund, compensation or insurance payout.

  • In Banking, open the incoming line, choose Supplier Refund, pick the supplier, and click Apply.
  • Let it auto-create the refund and credit note (e.g. "Create new safety certificate refund for £1200"), or choose Create New Invoice to enter it manually.
  • Drag to match the bank deposit (it shows as a credit on the owner statement).
  • For an insurance payout with no bank line: in the supplier window create a New Refund, add a Credit Note ("Insurance claim"), apply the credit note to the refund, and Save.


13. Landlord paid a supplier directly (off-system, still on the statement).

  • On the property, create a New Expense (supplier, amount, date) and Save And Close (posts as a debit to the owner).
  • On the property, create a New Credit for the same amount, date and supplier, described "Paid directly by owner".
  • Reopen the credit and apply it to the invoice — company cash nets to zero but the cost still shows on the statement.


14. Statement underpayment or overpayment to a landlord.

  • Underpaid (e.g. £1320 owed, £1000 sent): on the statement set Pay Amount to £1000, tick it, and Save And Close; raise the next statement via Statement & Payout to carry the £320, then reconcile each statement to its own payout.
  • Overpaid (e.g. statement £1000, £1200 sent): create a Payout of £200 applied to the originating property (match date, account and description), then in Banking open the £1200 line, choose Batch Payment, and select both the £1000 statement payment and the £200 payout so they total £1200; the next statement deducts the £200.


15. Pay one statement in two bank payments.

  • Preferred: create one owner Payout per bank payment, each dated within the statement period, then delete and recreate the statement so both payouts appear and it pays out to zero.
  • Alternative: on the statement enter the first payment in Retain Amount and tick it, then create a payout for the retained amount (it appears on the next statement).


16. Multiple owners on one property (e.g. 70:30 on £1000).

  • Record each partner under owner Details → Contact → Partner with a Share %.
  • For each secondary owner, use the owner ribbon New Payout for their share (e.g. £300), described "Payout to Owner B for 30% share".
  • Generate the statement — secondary payouts appear as deductions, leaving the primary owner's share (£700).
  • Reconcile the statement to the primary owner and each New Payout to its secondary owner.

Manager (personal company)


17. External management company lump sum (rent + expenses − their fee).

  • On the Manager page create a New Expense for their fee (set them up as a New Supplier if needed) and pay it, dated to the lump-sum receipt.
  • On the property, create an Invoice and Payment for the expenses they incurred.
  • In Banking, open the incoming lump sum and choose Batch Transaction.
  • From the Existing dropdown add the fee payment and the expense payment, and use Find Tenant for each rent payment.
  • Check the Batch Balance equals the lump sum, then Save.


18. Council incentive.

  • Create the council as a Supplier.
  • On the Manager page create a New Credit with the council as supplier, noting the lease in the description, then Save And Close.
  • Open the credit (Manager Expenses tab), choose Refund, date it to the incoming bank transaction, apply it to the credit note, and Save.
  • In Banking, drag the refund to match the incoming payment, and add a note on the tenant page.


19. Loan between the company and a manager or landlord.

  • One-time setup: create a supplier General Loans with two ledgers (your company and the counterparty).
  • Provider (gives the loan): on their page create a New Expense, set Invoice From to General Loans, and use the other party's loan ledger.
  • Recipient (gets the loan): on their page create a New Credit, set Credit Note From to General Loans, and use the other party's loan ledger.


20. Manager absorbs a tenant's unpaid month of rent (no bank movement). The landlord still receives full rent; the cost falls on the manager, with no physical bank transaction. Use a Journal Entry (it must net to zero).

  • Open Add New / More → Add Journal Entry.
  • Add the rent to the landlord: Add Transaction → Tenant Incoming Payment, select the tenant, click Apply, and assign the full rent to the outstanding Rent Invoice (records as rental income, commission charged as normal).
  • Add the cost to the manager: Add Transaction → Supplier Outgoing Payment, select the supplier, click Apply, and Create New Supplier Expense; in the expense window first select the related Property, then set Invoice To = Manager (do this after the property, or it resets back to Landlord), and note in the description that the manager is covering the tenant's unpaid rent.
  • Confirm incoming equals outgoing so the balance is zero, then Save And Close. The expense debits the next manager fee statement.


21. Payment-processor net receipt where the manager absorbs the fee (e.g. Stripe). The bank receives rent minus the processing fee (e.g. £1000 rent − £30 fee = £970); the manager absorbs the fee, so the landlord still sees full rent.

  • In Banking, open the £970 incoming line and choose Batch Payment.
  • Add the full rent: Find Tenant, select the tenant, click Apply, and tick the outstanding £1000 Rent Invoice (owner statement shows full rent as a credit, commission as usual).
  • Add the fee as manager-borne: Find Supplier, choose the processor (e.g. Stripe), click Apply, and Create New Supplier Expense for £30; first select the related Property, then set Invoice To = Manager, and note "Stripe processing fee absorbed by manager for {tenant/month}".
  • Check the net (1000 − 30 = £970) equals the bank line, then Save. Landlord statement = full £1000 rent; manager statement = −£30.

Journal entries (no cash) and other scenarios

A Journal Entry has two opposing legs that net to zero and move no money. Open Add New / More → Add Journal Entry, add the transactions, and Save when the balance is zero.


22. Journal: transfer a tenant deposit between properties. A tenant moves and transfers their deposit to the new tenancy instead of taking a refund.

  • Open Add Journal Entry.
  • Add a Tenant Outgoing Payment → New Refund on the old tenancy, applied to the outstanding tenant payment/deposit.
  • Add a Tenant Incoming Payment on the new tenancy, applied to its outstanding (deposit) invoice.
  • Confirm the balance is zero, then Save. The deposit has moved between tenancies with no cash movement.


23. Journal: offset a holding deposit against a letting fee. You hold a tenant's holding deposit and raised a letting-fee (supplier) invoice; settle them against each other.

  • Open Add Journal Entry.
  • Add a Tenant Incoming Payment applied to the outstanding (holding-deposit) invoice.
  • Add a Supplier Outgoing Payment applied to the supplier (letting-fee) invoice.
  • Confirm the balance is zero, then Save. The letting fee is settled and the holding deposit recorded, with no funds moved.


24. Journal: reallocate funds between two landlords. Move a balance from one landlord's account to another.

  • Open Add Journal Entry.
  • Add a Landlord Payout from the source landlord.
  • Add a Landlord Deposit to the receiving landlord.
  • Confirm the balance is zero, then Save.


25. Prepaid submeter incoming payment. Reconcile this as a supplier refund, not an ordinary incoming payment.

  • Open the incoming payment dropdown and choose Supplier Refund, then choose or create the supplier.
  • From the Apply dropdown choose Property Expense, pick the category (e.g. electricity or water) and the property; it shows on the landlord statement as an incoming payment (credit).