Record a Rent Payment

Overview

Keeping your rent records up to date helps you stay on top of your property finances and gives you an accurate picture of your rental income.

Whenever you receive rent from a tenant, simply record the payment in PaTMa. This allows the system to:

  • Keep tenancy balances up to date
  • Remove overdue rent alerts
  • Update your financial reports
  • Support tax reporting and Making Tax Digital (MTD)
  • Maintain a complete history of rent received

Whether you're recording payments as they arrive or catching up with historic records, PaTMa makes the process quick and straightforward.

Before You Begin

Before recording rent payments, you'll need:

If you've recently moved to PaTMa, don't worry if you haven't recorded previous payments yet. You can always add historic payments later, either individually or in bulk.

Recording a Rent Payment

There are several places within PaTMa where you can record rent, but they all use the same payment form.

The quickest method is from the property's overview page.

Navigate to:

  1. Your Portfolio
  2. Select the property.
  3. Locate the Outstanding Rent section.
  4. Select Add Rent Payment.

Property Overview Showing Outstanding Rent

You'll be asked to enter:

  • Date Received – The date the tenant actually paid the rent.
  • Amount – The amount received. This can be a full payment, partial payment or overpayment if required.
  • Notes – Any additional information you'd like to keep with the payment.

Notes are only visible to landlords and authorised users on your PaTMa account.

Add Rent Payment Form

Select Save to record the payment.

PaTMa will immediately update your tenancy records and financial reporting.

Recording Rent from a Tenancy

You can also record rent directly from a tenancy.

Navigate to:

  1. Your Portfolio
  2. Select the property.
  3. Open the Tenancies tab.
  4. Select the tenancy.
  5. Open the Rent tab.
  6. Select Add Rent Payment.

The same payment form is displayed, allowing you to enter the payment details in exactly the same way.

This view is particularly useful if you want to review previous rent payments before recording a new one.

Recording Rent from an Alert

If rent becomes due or overdue, PaTMa will display an alert on the Property Overview.

Instead of navigating to the tenancy, simply select Record Payment from the alert.

PaTMa automatically pre-fills today's date and the outstanding amount, although you can edit these values before saving if needed.

Rent Alert with Record Payment Button

This is often the quickest way to record routine rent payments.

Partial Payments and Overpayments

Although most tenants pay the full rent due, PaTMa also supports:

  • Partial payments
  • Overpayments

This allows your rent records to accurately reflect what has actually been received.

If a tenant makes multiple payments towards the same rental period, simply record each payment as it arrives.

If you're reconciling imported bank transactions that include deductions or multiple rent payments, see Rent Payment with Agent Deductions.

Historic Rent Payments

If you're moving to PaTMa after a tenancy has already started, you may want to add previous rent payments.

You can:

  • Record historic payments individually using the standard payment form.
  • Use Bulk Add Historic Payments to automatically generate multiple payments for tenants who have consistently paid on time.

For more information, see Historic Rent Records.

A Quick Tip

Try to record rent payments as soon as you receive them.

Keeping your rent records up to date makes reconciliation, reporting and tax submissions much easier, while ensuring overdue rent alerts remain accurate.

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