Guide · Tenant Finance
Track installment agreements and overdue accounts
An allocation-scoped routine for agreements, milestones, payments, refunds, waivers, overdue review, and reconciliation.
- Category
- Tenant Finance
- Best for
- Finance staff, finance reviewers, and tenant administrators
- Reading time
- 6 min read
- Content review
Scope of this guidance
This guide covers Pole's Tenant Finance workflows for land-sale records. It is separate from Pole subscription billing and is not accounting, tax, credit, or debt-collection advice.
Step 1 of 4
Open the correct allocation account
Finance activity belongs to an allocation episode, not only to a physical plot. This prevents payments from an earlier client from appearing in a later client's balance after revocation or transfer.
- Confirm the company, estate, plot, current client, and active allocation episode before recording money.
- Record the agreed or opening price and its source before deriving outstanding balance.
- Quarantine a legacy record whose ownership history does not match the current client until it is reconciled.
Step 2 of 4
Record payments, refunds, and corrections as facts
Each payment and refund needs its own reference, recorded amount, business date, method, actor, and reason where required. Corrections should preserve the original fact and add a clear reversing or replacement record.
- Check reference uniqueness and allocation ownership before posting a payment.
- Limit a refund to the remaining refundable amount for the source payment.
- Use the correction workflow instead of editing an immutable payment or refund in place.
Step 3 of 4
Review agreement and overdue state
An agreement can include milestones, applications, waivers, grace dates, and a current status. An overdue or defaulter flag is a review state that needs current evidence and an owner; it is not a permanent label for the client.
- Compare applied payments with the intended milestone and current outstanding amount.
- Review waivers, grace dates, and unresolved applications before escalating an overdue account.
- Use only organization-approved reminder timing and language, and keep delivery status distinct from a queued reminder.
Step 4 of 4
Reconcile and resolve explicitly
Reconciliation should compare the allocation ledger, payment facts, refund facts, agreement view, and current ownership context. If they disagree, keep the discrepancy visible until a reviewed correction resolves it.
- Compare gross paid, refunded, net paid, charges, waivers, outstanding, and overpaid amounts.
- Resolve a default or review state with an actor, time, reason, and the evidence that changed.
- Keep unavailable, stale, conflicted, and reconciled states distinct in reports and handoffs.
Final checks
Confirm these points before treating the workflow review as complete.
- Every money record points to the intended allocation episode.
- Original payments and refunds remain immutable facts.
- Reminder and overdue treatment follows an approved organization policy.
- The account balance reconciles to its ledger and visible adjustments.
Continue the review
Continue evaluating this workflow
Review the related Pole workflow, then request organization access when your organization is ready to begin the application. Access is reviewed by Platform and is not created immediately.