KeystoneUnderstand the balance from its entries
A balance is useful when you can explain how it was reached. Keystone's tenant ledger brings charges and recorded payments into one running history, so a manager can trace the amount currently due rather than comparing several disconnected files.
Use the ledger to review what was charged, what was recorded as paid and what remains outstanding. An overdue balance should be investigated against the underlying records. It is not, by itself, proof that a bank transfer has or has not arrived.
Keep rent billing with the lease workflow
Keystone organises properties, units, tenants and leases around the rental workflow. Rent bills can be raised for leases on the configured schedule or through the available manual workflow. Review the setup before using it for a live period, especially when the amount or timing changes.
The useful result is a charge that belongs to the right tenant and period. Keep the reason for an adjustment clear and review a representative tenant's ledger after changing the billing setup. A generated bill is a record of an amount due, not a completed payment.
Record payments and issue receipts
After a payment is received through your existing banking or other payment channel, record it against the appropriate tenant. Keystone keeps recorded payments and numbered receipts with the rental history. Review the amount, date and reference before treating the record as reconciled.
If a tenant reports a payment, compare it with the evidence available through your actual payment channel. The tenant's report and the bank's confirmation are different steps. Keystone's role here is organising the records and their balance; it is not moving the money.
Give tenants the same view of their records
The tenant portal lets tenants see what they owe, review their ledger and download the receipts available to them. A shared record makes a balance easier to discuss because both sides can refer to the same entries instead of sending a new screenshot whenever a question arrives.
Check the portal with a sample tenant before introducing it to your portfolio. Confirm that the correct person's records are shown and that your team knows how to handle a reported payment or a question about a charge. Use the application's access controls rather than sharing manager credentials.
Try the complete rental-record cycle
Start with a sample property, unit, tenant and lease. Review a charge, record a sample payment and inspect the receipt and running balance. Then test a correction so you know how the history will look when something needs changing.
Use the monthly reconciliation guide to plan the checks around those records. Current plans and unit limits are on the homepage. Choose the plan and workflow you have actually tested, and ask about any required feature before moving important rental records.