Partial Rent Payments in the Rent Roll
The Rent Roll grid shows one row per property and one column per recent month. The glyph in each cell tells you at a glance whether rent for that month is on track:
- ✓ green — full rent received (within 5% of the expected amount)
- ≈ amber — partial payment (received less than 95% of expected); the actual dollar amount appears underneath
- ✗ red — no payment found and the property was active that month
- — grey — no payment expected (vacancy, untracked property, or pre-activation)
Why the 5% margin
Tenants often round down to the nearest dollar, deduct a small late fee they negotiated, or pay rent in two parts that don't sum to the exact penny. The 5% margin keeps these legitimate full payments from flagging as partial. For a $2,630 expected rent, anything from $2,499 up reads as ✓; anything below reads as ≈.
How to inspect a specific cell
Hover any cell in the grid to see the precise figures:
CAD 2,367.00 received / 2,630.00 expected (-263.00)
A negative delta means the tenant paid less than expected; a positive delta (rare) means they overpaid (sometimes happens with first + last month combined).
For missed rent (✗), the hover shows the expected amount so you can quickly chase the tenant: Missed: expected CAD 2,630.00.
Where the "expected" comes from
The expected monthly rent is the value you set on the property in Settings → Rental Properties → Expected monthly rent. If you've never set a value, the property shows as Untracked in the Status column with a Set rent → link that opens the property editor directly. Until you set an expected rent, the Rent Roll can't tell partial from full payments — every received payment shows as ✓.
Multi-source rent
A single month often has multiple rent payments — for example, a tenant who pays in two installments. The Rent Roll sums all rent payments for that property in that month before comparing to expected, so two $1,000 deposits read as a full ✓ for a $2,000 expected rent. This relies on Gmail income detection or your bank reconciliation having caught both payments.
Late rent that lands in the next month
If March rent arrives April 3, ExpenseBot's grace-period logic backfills it as March rent in the grid. You'll see a ✓ in March (the rent was for March) plus the date of receipt in the Last paid column. This avoids false ✗ flags for tenants who pay on the 1st of the following month consistently.
Auto-matched rent (tenant-name and amount cascade)
The bottom of the Rent Roll preview lists MAYBE chips — payments that look like rent but didn't match a configured property by address. Each chip shows source name, amount, and date so you can spot duplicates or assign the payment to a property if appropriate. The chips also surface payments the AI matched to a property by tenant name or unique amount when no address was in the email — those land directly on the property row in the grid (not as MAYBE chips), and a counter at the top shows auto-matched N via tenant/amount.
What if I want to mark a partial as "paid in cash for the rest"?
Use Add Income in the app (or edit the Income tab manually) to log the cash portion. The Rent Roll re-runs against the Income tab, so the next preview will show the full amount.
What if expected rent changes mid-year?
Update Expected monthly rent in Settings → Rental Properties whenever rent rolls over (annual increase, lease change). The new value applies to all future months. Past months retain the old expected (the Rent Roll uses the value at the time the property was last edited as a single per-property setting today; per-month rent history is on the roadmap).