Move In Deposits

2 min read

When to use Move-In Payments

  • Use this when you need to collect a one-off, move-in related charge (e.g., deposit, community fee, prorated rent, first-month partial, or other one-time move-in balance).
  • If the charge is part of a recurring monthly billing workflow, do not use this flow—use your standard monthly invoicing process instead.

Who can help during a move-in (and what each person does)

Move-ins often involve multiple community leaders. Any of the roles below can coordinate the payment, but it helps to agree on who owns each step:

  • Executive Director (ED) / Administrator
    • Confirms the move-in amount(s) and when funds are required.
    • Approves the final amount and memo/notes used for tracking.
  • Business Office Manager (BOM) / AR team
    • Provides the exact balances to be collected (deposit, fees, proration).
    • Confirms how the payment should be recorded in the billing system and any internal reference needed.
  • Sales / Admissions / Marketing Director
    • Coordinates with the resident/representative, sets expectations on payment timing, and helps gather payer contact info.
    • Often the best owner for “Send to pay” (emailing a link to the payer).
  • Nursing / Wellness / Move-in coordinator
    • Helps ensure the move-in timeline stays on track and communicates urgency if payment is required before keys/unit access.

Two common ways to collect a move-in payment

  1. Pay now (community collects the payment live)

    Best when the payer is present (in-person or on the phone) and ready to provide ACH/credit card details.

  1. Send to pay (payer completes the payment from a link)

    Best when the payer is not present, or when Sales/Admissions is coordinating and wants the payer to complete payment securely on their own time.

Step-by-step: taking the payment

For a full walkthrough (screens + exact steps), follow: How to Take a One-Time Payment

Tips to avoid confusion during move-ins

  • Agree on a single owner for sending the link and confirming the payment is complete (usually Sales/Admissions or the BOM).
  • Use a clear memo/description (e.g., “Move-in deposit — Resident Name — Unit #”) so the payment is easy to reconcile later.
  • If multiple leaders are involved, share the confirmation and receipt internally so everyone is aligned on “paid vs not paid.”
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