How do I create a move-out statement?

Creating a move-out statement

Our move-out statement feature allows you to settle finances at the end of a lease, while aiming to streamline your workflow. To create a statement, follow these steps:

1. Navigate to the relevant lease and click on Beginning & ending in the left side bar.

2. If you have not yet: set the end date for the lease by clicking Set end date next to Contract end.

3. Under the section named Settle lease, click on Create a move-out statement.

4. To exclude items from calculations:

   • If you want to reserve part of the deposit and exclude it from the final calculation, click on the three dots next to the deposit amount. Enter the amount you want to reserve and click done.

     

   • If you want to exclude pre-paid rent, click on the three dots next to the rent amount and select exclude from calculation.

     

5. To add charges:

   • Click on Add item. Select the category, enter the amount, VAT and accounting date details.
     
   • You can also add attachments such as invoices or pictures to the move-out statement. These will be send to the tenant, as well as saved under Documents for your reference.
     
     

6. If there is a negative balance, meaning your tenant owes you a sum, you can set a due date for this bill. Proper will automatically create and send the bill with the specified due date.

   

7. If there is a positive balance, you need to pay your tenant the excess. You can register the date on which you pay out the amount to the tenant. *Note: As Proper always transfers all funds to you, you will need to payout the amount to your tenant’s bank account.

8. If the balance is zero, no action is needed from either side.

9. Proper will automatically reflect the balance changes on the transactions list for your overview.

10. Tenants will get the generated move-out statement via email. The statement will also be saved in the Documents tab, so you can have it on-hand in a moment’s notice.

Cancelling a move-out statement

If you need to change something in the move-out statement, you can cancel it and then create a new one. When cancelling a move-out statement, all associated transactions will be deleted and balances will be reset. If an invoice was sent to the tenant, they will receive a credit note.

Please note that the tenant will not be informed when you cancel a move-out statement but they will receive a new one when you create it.