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  1. Table of contents
  2. Deposit protection and refund deadline
  3. Deductions from the deposit
Finance
Tenancies
27/08/2026

Security deposit

When you create a tenancy, the security deposit set out in the agreement is recorded automatically as an income in the “Finance” section.

Record the deposit by hand

If you need to, you can also add a security deposit you have collected by hand:

  • Go to the “Finance” section.
  • Create an income of the “Security deposit” type.
  • A receipt is generated automatically for the transaction.
  • You can also tick the “Amount for information only” box to keep the amount out of the financial totals.

Refund the deposit

At the end of the tenancy, you can record the refund of the deposit:

  • Create an expense of the “Remboursement : Dépôt de garantie” type (security deposit refund).
  • A refund document is generated with the details you entered.
  • You can also tick the “Amount for information only” box to keep the amount out of the financial totals.

Withhold part of the deposit

If you are withholding part of the deposit, do the following:

  • Create an expense of the “Remboursement : Dépôt de garantie” type.
  • In the message field, set out the detail of the deductions (repairs, unpaid rent, and so on).
  • You can also tick the “Amount for information only” box to keep the amount out of the financial totals.

Keep the whole deposit

If you keep the deposit in full, there is nothing to record in the software.

Deposit protection and refund deadline

In England and Wales, a deposit taken on an assured shorthold tenancy must be protected in a government-backed tenancy deposit protection (TDP) scheme within 30 days of receiving it, and the prescribed information must be given to the tenant. This applies even when the deposit is paid by a third party rather than by the tenant.

At the end of the tenancy, the deposit must be returned within 10 days of you and the tenant agreeing how much is to be paid back. If you disagree over the amount, the deposit stays protected in the scheme until the dispute is settled, and the scheme’s free dispute resolution service can decide the outcome.

To record the refund of the security deposit, add an expense from the “Finance” section and enter the amount to be returned.

You can also do this when you record the tenant’s departure.

Deductions from the deposit

You may deduct from the deposit the sums the tenant still owes you, for example:

  • unpaid rent,
  • unpaid bills and service charges,
  • tenant repairs,
  • damage beyond fair wear and tear.

You have to be able to justify anything you deduct, so give the tenant supporting evidence such as:

  • the check-in and check-out inventories,
  • photographs,
  • invoices,
  • quotes,
  • the rent arrears correspondence that went unanswered.

You cannot deduct for fair wear and tear, and a deduction that the tenant challenges will be decided by the scheme’s adjudicator on the evidence you provide.

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