Deposit settlement

Deposit settlement

Settle rental deposits with legal certainty — directly from the return protocol

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Contract and deposit fully stored

For each unit, the rental contract with all relevant data can be stored directly in the object. This includes in particular:

• Contract start and end date
• Amount of the deposit on file
• Assignment to tenant and object
• Link to handover and return protocols

👉 Example: Deposit €2,000, contract term and tenant assigned to the object — settlement picks up the data automatically.

The stored deposit is automatically included in the settlement and forms the basis for the final calculation. This makes it clear at all times which amount is retained or paid out.

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Automatic transfer of existing defects from the object

Existing defects documented at return can be transferred directly into the deposit settlement.

All damage, missing keys, defects or other deviations recorded in the protocol can be assigned costs, including:

• Repair or replacement amount
• Costs including applicable VAT
• Description of the defect
• Reference to the return protocol

👉 Example: Documented defect “1 key missing” is included in the settlement at €250 incl. VAT.

The settlement is therefore based on actually documented conditions and remains traceable at all times. Linking to protocols ensures the settlement is legally substantiated.

As shown in the settlement, costs from documented defects are deducted from the stored deposit and the remaining amount is calculated automatically.

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Additional costs can be added at any time

In addition to automatically transferred defects, further items can be added, for example:

The complete deposit settlement can therefore be created without external spreadsheets or separate documents.

• Cleaning costs
• missing keys
• repairs
• outstanding utility charges
• other damage claims

👉 Example: Final cleaning €350, painting €550 — amounts incl. VAT are added to the total.

Each item can be stored with description and amount including VAT. The total is calculated automatically and offset against the deposit.

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Automatic deposit calculation

The app automatically calculates:

• Total deductible costs
• Amount of the deposit on file
• Remaining credit or additional claim

👉 Example: Deposit €2,000 minus €800 costs = €1,200 credit for the tenant.

Calculation is instant and requires no manual arithmetic. Errors from wrong totals or missing items are avoided.

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PDF settlement saved in the archive

After completion, the deposit settlement is automatically created as a PDF.

The settlement is:

• saved in the archive
• linked to the return protocol
• permanently associated with the object
• available for retrieval at any time

👉 Example: PDF is linked to the return protocol from 19 March 2026 and available in the object archive.

The entire process remains fully documented — even years later.

The settlement can also be sent or printed directly without creating another document.

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Legally sound settlement in seconds

With the deposit settlement module, the complete settlement can be created immediately after return.

• no Excel
• no separate letter
• no manual calculation
• no duplicate data entry

All data comes from the object, contract and return protocol. The settlement is therefore consistent, traceable and created in seconds.

🎯 Legally sound settlement in seconds — without Excel, without a separate letter, without duplicate entry.