Key Roles & Financial Concepts in TenantCloud
Before diving into the recovery steps, it helps to understand the key roles and financial concepts you'll encounter in TenantCloud — especially if you're a property manager working on behalf of owners.
Roles
Role | What it means in TenantCloud |
Owner | The individual or entity that owns one or more rental properties. Owners have their own portal in TenantCloud where they can view owner reports, balances, and invoices. A property manager works on behalf of an owner to manage day-to-day operations. |
Property Manager (PM) | A person or company hired to manage properties on behalf of an owner. In TenantCloud, the PM collects rent, manages maintenance, charges management fees, and distributes funds to owners. Property Manager mode must be enabled in account settings to access owner-related features such as Owner Reports and Management Fees. |
LLC / Entity | Some landlords or property managers hold their properties under a business entity such as an LLC (Limited Liability Company). In TenantCloud, an LLC or business entity can be set up as the owner of a property, and distributions and contributions are tracked against that entity rather than an individual. |
Financial Concepts
Concept | What it means in TenantCloud |
Owner Distribution | The amount of money the property manager sends to the owner after collecting rent and deducting expenses and management fees. TenantCloud supports Automatic Owner Distribution, which calculates and records the distribution for you based on rent income minus costs each period. |
Owner Contribution | An amount the owner owes to the property manager — for example, to cover maintenance costs, repairs, or management fees when rent was paid directly to the owner. Owner Contributions are recorded as invoices payable by the owner and are visible in their portal. Owners can view and pay these from their Accounting page. |
Management Fee | A fee charged by the property manager for their services, typically a percentage of monthly rent. Management fees are configured on the lease and are automatically deducted from rent income before the owner distribution is calculated. If rent is paid directly to the owner, management fees can still be charged by creating an Owner Contribution invoice. |
What to Do If You Accidentally Deleted a Lease, Transactions, or Contact
We understand this can be a stressful situation. If you've accidentally deleted a lease, transactions, or a contact in TenantCloud, this guide will help you understand what has been lost and what steps you can take to recover as much as possible.
⛔ Important: Deletions in TenantCloud are permanent. Unlike ending a lease or archiving a contact, deleting cannot be undone by you or by TenantCloud support. The steps below are for manually rebuilding your records.
Accidentally Deleted a Lease
When a lease is deleted in TenantCloud, the following data is permanently and immediately removed:
The lease itself and all its settings
All invoices and transaction history tied to that lease
Maintenance requests associated with the lease
Lease attachments and uploaded documents
This data cannot be restored by TenantCloud support. However, you can manually rebuild your records by following the steps below.
Step 1: Recreate the lease
Use the Advanced Move-In function to create a new lease with the original terms — the same tenant(s), rent amount, start date, and other settings. We recommend Advanced Move-In over Easy Move-In because it gives you full control over all lease settings, including backdating. To access it, go to the Renters tab, click the ··· menu next to the tenant, and select Move in.
💡 Quickly Mark Past Invoices as Paid: Make sure you select "Mark Past Invoices as Paid" so that when the backdated lease is created, the system will simultaneously create past invoices and mark them as paid. Only do this if you're certain that this tenant's accounting is up to date. If you're uncertain, skip this step and continue.
Step 2: Reconcile past payments
Review your bank account statements and identify payouts that correspond to rent payments made under the deleted lease. You'll use these records to manually re-enter the payment history.
You can also look at the timeline on the tenant's profile to see payment history. Not only will the timeline help you see the date and time of previous payments, but it will help you see one-off charges and maintenance requests that may have been created in the system, as well as management fees if you are using that part of the software.
Step 3: Backdate and record historical invoices
On the new lease, create invoices for each past payment period and backdate them to the original due dates. Once created, mark them as paid to reflect the payments your tenant has already made.
To manually record a past payment, go to the Accounting page, click Money in in the top right, and select Record income. To mark multiple backdated invoices as paid at once, use Money in > Bulk change.
💡 Tip: To avoid this in the future, use the End Lease option instead of Delete. Ending a lease archives all its data so you can still access invoices, transactions, and documents — it just closes the lease going forward.
Missing Transactions or Invoices
If you cannot find invoices or transactions for a tenant, the cause may be a deleted lease — but it's worth checking your filters first before assuming that's the case.
Check your filters:
Go to Financials > Revenues > Invoices in your dashboard.
Expand the date range filter to cover the full period you're looking for.
Set the status filter to 'All' to include both paid and unpaid invoices.
Navigate to the tenant's profile and open the Transactions tab — clear any active filters there as well.
Check the Accounting page as an alternative view across all tenants.
If the invoices still don't appear after clearing filters, the associated lease was most likely deleted. In that case, please follow the lease recovery steps above.
ℹ️ Tip: If you have limited documentation for a past payment, try to gather specific details such as the last four digits of the debit card or bank account number used. This information can help match the transaction within payment processor records.
Accidentally Deleted a Contact
Deleting a contact is different from archiving one. When a contact is deleted, the following is permanently removed:
All transaction and invoice history
Lease history linked to that contact
Maintenance requests
Communications and rental applications
All other data tied to that contact's profile
⛔ Deleted contacts cannot be recovered. TenantCloud support is unable to restore deleted contact data.
Steps to rebuild after deleting a contact:
Recreate the contact by adding them again as a new tenant (or owner/service pro).
Send a new connection request to re-establish the landlord-tenant relationship.
Recreate the lease using the Advanced Move-In function (see the lease steps above).
Reconcile past transactions from your bank account records and manually re-enter payment history on the new lease.
💡 Tip: To avoid this in the future, use the Archive option instead of Delete when you want to remove a contact from your active view. Archived contacts retain all their history and can be unarchived at any time. Note: Archiving a contact will remove their transactions and invoices from reports, but the data is still accessible.
How to Avoid Accidental Deletions in the Future
End leases instead of deleting them — ending a lease archives all associated data and keeps it accessible.
Archive contacts instead of deleting them — archived contacts and their history can be recovered at any time.
When the system asks you to confirm a deletion with 'Yes, I am Sure', pause to verify the action is intentional — deletions cannot be undone.
Still Need Help?
If you have questions about rebuilding your records or need help with the steps above, please reach out to TenantCloud support. While we are unable to restore deleted data, our team can guide you through the recovery process.