Starting the Move-Out Process
Navigate to the Properties page.
Select the unit from which the tenant is moving out.
Click on the Lease tab.
From the Options Menu on the right, click Move Out.
Entering Move-Out Information
After clicking Move Out, enter the following information:
Forwarding Address: Where the tenant's security deposit refund should be sent.
Notice Date: Date the tenant provided notice.
Actual Move-Out Date: Date tenant physically moves out.
Payment Responsibility Date: Last date the tenant is responsible for outstanding charges.
You will also see:
Security deposit transactions
Upcoming rent invoices
Confirm all details, then click Save.
Once submitted, the lease tab displays a panel indicating the move-out is in progress.
Editing Move-Out Information
To edit move-out details:
Go to the Options Menu (top right).
Click Edit Move Out.
Completing the Move-Out Process
After the tenant has physically vacated and inspections are complete:
Navigate to the lease tab for the unit.
Under Move Out Info, click Complete Move Out.
After this, you have an option to print the move-out statement:
Print the Move-Out Statement: During the move-out completion process, you will be prompted to generate a move-out statement. Click “Yes” to confirm.
Record the Statement: Property Matrix will generate a PDF move-out statement that includes details about the security deposit—whether it was applied to invoices or refunded to the tenant.
Share and Store the Statement: Provide this document to the tenant as a record of the transaction and retain it for your files.
You may see:
A prompt to confirm your action.
A notification about future rent transactions.
If there are future transactions (unpaid rent), you'll be prompted to:
Move these future charges to outstanding invoices.
Ensure these invoices are paid or removed before finalizing the move-out.
If outstanding balances exist, you’ll receive a notification:
Managing Security Deposits
Once the move-out is complete:
Any remaining security deposit becomes an available credit to offset outstanding invoices.
If the deposit exceeds the outstanding balance, you'll be prompted to issue a refund.
If the tenant has forfeited their security deposit, you may create a security deposit application and then set it to pay an invoice.
If Check Printing is enabled (Settings → Company Information), you can print the refund check directly from the system.
Viewing Past Leases
To view past lease information:
Go to the now-vacant unit.
Select All Leases after clicking the three-dot menu in the top right.
The tenant move-out and lease termination process is now complete!
By following these procedures, tenant move-outs are managed efficiently while creating accurate documentation and maintaining transparent records throughout the process.