Security deposit accounting

Security deposit accounting software built for trust-account handling.

Security deposits are one of the fastest ways property management accounting gets messy. They are not rent, not revenue, and not a casual note on a tenant profile. ProFlow360 treats deposits as linked trust-account liabilities with lease, unit, owner, and move-out context.

ProFlow360 accounting

Property management platform first

Deposit status: Collected, held, transferred, applied, refunded, or disputed
Trust account: Linked liability handling instead of income treatment
Move-out: Inspection evidence, deductions, refunds, and notices
Compliance support: Records organized for state-specific operating rules

Security deposits must be separated from rent.

A deposit held for a tenant is money with a different obligation. ProFlow360 is designed around the idea that the deposit belongs in the trust-account model and should stay traceable through the lease lifecycle.

Record deposit charges and collection separately from rent income.
Tie deposits to a specific lease, unit, tenant, and property.
Keep trust-account and liability context visible to the accounting team.
Avoid burying deposit balances inside generic invoice notes.

Move-out disposition needs evidence.

Deposit accounting becomes a dispute risk when deductions cannot be explained. ProFlow360 connects the deposit lifecycle to inspections, maintenance, photos, charges, and communication so the disposition has support.

Attach move-in and move-out inspection context.
Connect deductions to maintenance work or documented damage.
Track refund amount, applied amount, and outstanding balance.
Prepare resident-facing summaries from structured records.

Deposit records should be ready before compliance questions arise.

State rules vary, and software cannot replace legal advice. But the platform can make the operational record cleaner by keeping deposit history, account assignment, dates, deductions, refunds, and supporting evidence in one place.

Store collection and disposition dates.
Keep trust-account assignment visible.
Maintain a history of refunds, applications, and reversals.
Create an audit trail that reduces spreadsheet reconstruction.

Security deposit workflow inside ProFlow360

Deposit handling should follow the resident lifecycle from lease signing through move-out.

Create the lease and expected deposit amount.

Collect the deposit and associate it with the linked trust account.

Keep deposit status visible from the unit, lease, and tenant ledger.

Use move-in and move-out inspection evidence when assessing deductions.

Record deductions, refunds, applications, and disputes as ledger events.

Preserve deposit history for owner reporting and resident communication.

Why deposit accounting needs its own workflow

ProFlow360 is being built for residential property managers who need a platform that understands properties, units, owners, tenants, leases, maintenance, inspections, and money movement together.

Deposit as income

Creates incorrect operating assumptions and forces accounting cleanup when it is time to refund or apply the deposit.

Deposit as a note

Leaves teams searching through leases, emails, photos, and spreadsheets when a move-out dispute happens.

ProFlow360 deposit workflow

Keeps deposits tied to trust accounts, leases, ledgers, move-out evidence, refunds, deductions, and resident communication.

Accounting workflows depend on each other. Rent roll, tenant ledgers, security deposits, and owner statements should share the same operating record.

Rent roll software Tenant ledger software Security deposit accounting Owner statement software

Launch-ready direction

Build the platform around accounting truth.

ProFlow360 is focused on residential property management first: portfolio, leases, rent, maintenance, inspections, trust-account deposits, tenant ledgers, owner statements, and the workflows that keep those records clean.