Money: payments, receivables, expenses, deposits

Four modules track every dirham that moves through your portfolio. Each is a separate ledger, and they connect at well-defined points. Here's the model.

The four modules

Receivables

When a contract is created, the system generates one receivable per scheduled rent installment. The Receivables page (/app/receivables) is your home for collections work — what's owed, by whom, when, and what's overdue. Monthly contracts → 12 receivables for a one-year term; quarterly → 4 receivables; etc.

Each receivable has a due date, an amount, and a status (Upcoming, Due, Overdue, Paid). The dashboard surfaces overdue and due-this-week receivables so your collection team knows where to focus.

You can split a receivable (partial payment), defer it (with reason), or write it off (with reason). Each action is logged for the audit trail.

[!info] Receivables are the source of truth for "what's owed." Payments connect to receivables — the system links them so you can always trace a SAR amount from "received in bank" back to "scheduled rent under contract X."

Upcoming payments

The Receivables page has an Upcoming tab next to Overdue and Paid. By default it shows the next 90 days of scheduled rent installments — the standard rolling window for forecasting near-term cash.

Need a different horizon? Use the date-range filter at the top of the table. Common patterns:

• "What's due next week" — set the date range to the next 7 days.
• "What's expected this quarter" — leave the default 90-day window.
• "All of next year's contracts" — set the date range to next January through December.

Each row shows: payment number on the contract, due date, tenant, property/unit, and amount. Click any row to jump to the contract for context.

Two contrasts to remember:

• The Overdue tab is everything past its due date. It's danger-styled — that's the collection team's daily work list.
• The Upcoming tab is purely informational planning. Items move from Upcoming → due-this-week → Overdue → Paid automatically as time passes and payments arrive.

Payments

A payment is money you've received from a tenant. Open Payments → New to record one:

• Pick the tenant (Contact).
• Pick which receivable(s) it applies to. The system pre-fills the amount from the matching receivable.
• Record method (cash, bank transfer, cheque), reference number, date.
• Attach proof (transfer receipt, photo of cheque).

Payments enter the payment verification workflow — the recorder submits it, a verifier reviews, and once approved it's posted. Verified payments mark their linked receivables as Paid.

Expenses

An expense is money you've spent on a property — repair invoices, cleaning, utilities, taxes. Open Expenses → New and record:

• Property + unit (or property-wide).
• Vendor (Contact).
• Amount + date + category.
• Attach the invoice.

Expenses go through the expense verification workflow — submitter, then verifier, then posted. Verified expenses appear on the property's P&L and the dashboard.

Lifetime caps on the Free plan: 100 expense entries over the workspace's lifetime. Paid plans are unlimited.

Expense categories

Categories drive expense reporting and the property P&L roll-up. Your workspace ships with nine built-in categories seeded on creation:

• Ejar platform fee
• Government fee
• Maintenance
• Utilities
• Salaries
• Insurance
• Marketing
• Professional services
• Other

These eight (plus Other) cover most operating-cost lines a Saudi portfolio sees. Manage the list at Settings → Configuration → Expense categories — open the page, add as many custom categories as you need ("Pool maintenance," "Generator fuel," whatever fits how your bookkeeper reports).

[!info] Built-in categories cannot be deleted — only archived. Archive hides them from the picker for new expenses but preserves them on historical records and reports. Custom categories you add yourself can be deleted outright. This asymmetry is intentional: the built-ins are wired into seeded reports and Odoo account-code mappings; deleting one would silently break those.

Deposits

When a contract is created, the system records the security deposit the tenant paid (you enter the amount during contract creation). It's held in the contract record — neither receivable nor expense, just held.

When the contract ends, open the contract and pick Refund deposit. You'll record how much to return (the original, minus any deductions for damages), what was deducted and why, and attach proof. The deposit-refund workflow verifies and posts the refund.

Deposits also support charges during the tenancy — if a tenant damages something mid-term and you deduct from the deposit, the deduction is logged.

Where each piece shows up

• Dashboard: this month's expected revenue (sum of receivables due), this month's collected (sum of verified payments), this month's expenses (sum of verified expenses).
• Property page: per-property P&L roll-up.
• Contracts page: per-contract receivable / payment timeline.
• Reports: full financial reports across the date range and filters you pick.

Free-plan lifetime caps

Lifetime means the running total since the workspace was created — not "100 per month." Hit the cap on Free, and you'll be prompted to upgrade. See Plans and billing.

For a deeper look at how Aqarflow handles real-estate accounting end-to-end — from P&L roll-up to the Saudi-specific expense categories to Odoo export — see Real estate accounting software.

Related

• Leases and contracts
• Real estate accounting software
• Workflows and approvals
• Notifications
• Plans and billing