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For property managers

End a lease early

Terminate a lease, settle what is still owed on one final invoice, and refund the caution.

Before you start

Owners, Administrators and Managers can terminate a lease and prepare refunds. Terminating cannot be undone.

  • Only an Active lease can be terminated. A draft lease is deleted instead, and a lease out for signature is withdrawn first. See Create a lease and Send a lease for signature.
  • No payment on the lease can be waiting for approval. Approve or reject it first, see Record a payment.
  • Know what the tenant still owes, and whether you hold a caution or advance rent to give back.

1. Open the termination screen

In the menu, select Tenants, open the tenant and select Manage on the lease. In the Danger zone, select Terminate Lease. Nothing ends yet: this opens a screen where you settle the balance first.

2. Decide what the tenant still owes

The screen lists everything still unpaid, in two groups.

  • Open invoices: the unpaid items on invoices already sent. A ticked item moves to the final invoice. An unticked item is written off, and the tenant no longer owes it. An item that already received part of a payment can't be written off, so its box is locked and ticked.
  • Uninvoiced charges: charges posted but not invoiced yet. Select Add final charge to add a last charge, such as damage or a final water bill.

Rent billed ahead for periods after the end of the lease is listed in grey with the note "Billed ahead for a period after the lease ends, so it is dropped on termination." You make no choice there.

3. Finalize the termination

Check the Settlement total at the bottom, then select Finalize termination and confirm "Terminate this lease? This cannot be undone." You see "Lease terminated.", or, when there was a balance, a message naming the settlement invoice.

What happens next

  • The lease becomes Terminated and is locked for good.
  • Billing stops. The unit goes back to vacant, ready for a new lease.
  • The tenant is notified and gets one settlement invoice for the ticked items, due immediately. It is the only invoice they can still pay on this lease. The older invoices are closed.
  • Rent is billed by whole period and is not prorated. If the tenant paid for a period that runs past the end date, nothing is returned automatically: give the difference back with a refund (below).

4. Prepare a refund

A refund returns the caution, and any advance rent the tenant has not used. It is a record and a payout choice: OneView moves no money. You decide the amount.

  1. On the terminated lease, in the Refunds section, select Prepare refund.
  2. The page shows the lease's Advance rent and Caution (refundable) as a guide. They are not enforced.
  3. Enter the Refund amount as a whole number of francs. Add a Note (optional) if you want to say what it covers.
  4. Under Payout methods to offer, tick Cash, Mobile money or both. At least one is required.
  5. Select Prepare refund. You see "Refund prepared, the tenant has been notified to choose a payout method."

5. The tenant chooses how to be paid

In their portal, on the lease, the tenant sees the refund with the message "Your landlord has prepared a refund. Choose how you'd like to receive it." They pick one of the methods you offered. For mobile money they also enter an MTN number. They select Confirm choice.

On your side the refund moves from Awaiting tenant to Ready to pay, and shows what they chose and the number.

6. Pay it and record it

Hand over the cash, or send the mobile money yourself. Then select Mark as paid on the refund and confirm. The status becomes Paid and the tenant sees that the refund was paid. You can't undo it. Until the tenant has chosen, the button is not there.

To stop a refund before it is paid, select Cancel. Its status becomes Cancelled, and you can prepare a new one with a different amount.

Common problems

I don't see Terminate Lease

The lease must be active, and you must be an Owner, Administrator or Manager. A draft shows Delete Lease instead.

It says a payment is awaiting confirmation

The message reads "A payment on this lease is still awaiting confirmation. Confirm or reject it before finalizing the termination." Open the invoice, approve or reject the payment, then come back to the termination screen.

I can't untick an item

Part of that item has already been paid, so it can't be written off. It always goes onto the final invoice, at what is still owed.

I terminated by mistake

A terminated lease can't be reopened. Create a new lease for the tenant on the same unit, which is vacant again.

I don't see Prepare refund

Refunds exist only on a terminated lease, and only Owners, Administrators and Managers can prepare them.

It says a refund is already in progress

The message reads "A refund is already in progress for this lease. Cancel it before preparing another." Only one refund can be waiting at a time. Cancel the first one, or wait until it is paid. A refund can't be edited, so to change the amount, cancel it and prepare a new one.

The tenant has not chosen a payout method

The refund stays Awaiting tenant until they do. They were notified when you prepared it. Ask them to open their lease in the portal.

The tenant's mobile money number is rejected

Refunds to mobile money go to MTN numbers only. If the tenant has no MTN number, cancel the refund and prepare a new one that offers cash.