Rentslip desk guide
Month-End Rent Roll Checklist (Receipts from Your Spreadsheet)
Month-end is when the rent roll and the receipt folder must agree. This checklist closes one period in the spreadsheet, assigns unique receipt numbers, and turns cleared rows into rent receipt PDFs.
A rent roll and rent receipt PDFs are payment records you create. This guide is not legal advice, not tax filing advice, and not a substitute for a lease or local housing rules. When in doubt, ask a qualified professional.
What “month-end rent roll” means here
A practical list of units or tenants, amounts due, amounts received, and receipt status for one period. The goal is simple: every cleared payment has a matching receipt row — and a PDF if you issue them.
This is not a court packet, an eviction workflow, or a tax return. It is a file-first close: freeze the period, mark what was paid, print slips, archive the pair. Rentslip is a receipt press, not a property-management suite.
Close the period in the sheet first
Freeze the rent period before you generate anything. Use period as a consistent label — September 2026 — or keep period_start / period_end in the master sheet and copy a single label into the export column.
- Mark each row: paid in full, partial, unpaid, or prepaid applied.
- Confirm property address and unit ID match the naming you use on receipts and in the lease file you already have.
- Do not mix two months on one export tab. A September ZIP with one leftover August row is how tenants get the wrong period.
- Keep unpaid rows in the master roll. Filter them out of the CSV you send to the press.
Landlord name, address, title, and phone live in the Rentslip studio, not in every CSV cell. Fill them once. Every slip in the batch reuses them. Preview is free. $10 once unlocks unmarked PDFs, a logo, and a ZIP of up to 100 receipts. No account. Files stay on your computer.
Receipt numbering and uniqueness
Assign a unique receipt_no before you generate PDFs — for example RS-2026-09-0041 or the RCP-2048 style in the sample CSV. Never reuse a number after a PDF was emailed or printed.
- Partial payments get a new number and a clear remaining-balance note. Do not imply paid in full.
- A voided slip keeps its number. The next payment takes the next number.
- One row per payment you are issuing. One row becomes one receipt.
If two people collect rent, agree who owns the sequence for the month. Two overlapping counters are how you print two “RCP-2100” slips.
Fields every month-end receipt needs
Tenants and bookkeepers want facts, not marketing. Keep language factual: “Received payment of … for September 2026 rent.”
| Column | Required | Purpose |
|---|---|---|
tenant | Yes | Received from. customer or payer also work. Blank rows fail the file. |
amount | No | Numeric dollars, such as 2400.00. The slip also writes the amount in words. |
period, property, unit | No | Month covered and the address on the receipt. Unit matters on multi-family buildings. |
method, paid_date, receipt_no | No | ACH, check, cash, money order; date paid; your sequence. |
tenant_address, balance, check_no | No | Tenant address, amount remaining, and check number when you need them. |
Optional notes: bank reference, a late fee only if you actually charged it, a short status line. Do not invent fees on the slip that are not in the roll.
Example month-end extract
tenant,amount,period,property,unit,method,paid_date,receipt_no,balance Alex Rivera,2400.00,September 2026,12 Analytical Lane,2B,ACH,2026-09-01,RCP-2048,0.00 Sam Chen,1850.00,September 2026,88 Navy Yard,4A,Check,2026-09-03,RCP-2049,0.00 Jordan Lee,900.00,September 2026,12 Analytical Lane,1A,Cash,2026-09-05,RCP-2050,900.00
Jordan’s row is a partial. The number is new. The balance stays on the paper. That is the whole difference between a clean close and a dispute later.
Batch generate receipt PDFs with Rentslip
- Filter the rent roll to rows ready to issue. Export UTF-8 CSV.
- Map columns in the studio. Preview a long address and a partial-payment note.
- Generate PDFs on your device. Archive each PDF with the source row — a unit/month folder is enough.
- Five papers — manila, stamp, till, carbon, and bank — change the sheet, not the document.
Amount in words is written for you: enter the number; the press spells it. A CertRoll or Inkvoice license does not unlock Rentslip. Each Femuo product is a separate $10 license.
Field-by-field template detail lives in How to Make a Rent Receipt PDF (Tenant & Landlord Template). Use that guide when you are still choosing landlord fields. Use this checklist when the period is closing.
Month-end QA before you send
- Wrong unit in a multi-unit building — the most expensive typo on a slip.
- Missing period, or a period that does not match the amount.
- Cash vs transfer labels that do not match how money actually arrived.
- Sheet totals versus bank or cleared payments you actually received.
Update status to issued only after PDFs are saved — and sent, if that is your process. Do not mark issued from a watermarked preview.
What this checklist does not cover
- Lease drafting, notices, deposit disputes, or court strategy — not legal advice.
- Tax treatment of rental income or year-end filings — not tax filing advice.
- Heavyweight property-management suites. Femuo Rentslip is file-first receipts, not a full PMS.
You stay responsible for local landlord-tenant rules. A written receipt layout is not a lease and not a filing.
When this workflow fits
Use it if you already keep a rent roll in Sheets or Excel, issue paper or PDF slips at month-end, and want a one-time tool instead of another login. If you need online tenant portals, maintenance tickets, or court packets, that is a different product class.
Template and field guide: Landlord fields and rent-roll CSV. Catalog: femuo.com.
Buy once. Keep the file. Close the roll. Then print the slips.
Rentslip helps you turn a rent roll into receipt PDFs. It does not provide legal, tax, or landlord-tenant advice.