Return a security deposit

A security deposit is money held separately from the rental total. It is not a row in the booking Payments table.

Set it when creating or editing a booking using Security deposit (refundable, optional). See how to create a booking for the full form.

While the rental is active

On the booking detail, Financials shows Security deposit as an amount followed by held.

Collect the deposit outside Rentrovia if needed. The field records what you are holding, not an automatic charge.

If the field shows a dash, no deposit was recorded. Edit the booking to add the amount before you try to return it.

When you can return it

Return security deposit appears only when:

• a deposit amount is recorded,
• it has not already been returned, and
• the booking status is Completed or Cancelled.

The button needs Change booking status permission, not just Edit bookings. Default Staff can change status but may lack payment edit access.

The return dialog

Choose Return security deposit. The header states how much is held for that booking.

• Returned at — date and time of return, cannot be in the future
• Amount withheld (for damages, optional)
• Reason (required when withholding)

Returning to customer shows the net amount after any withholding. Confirm with Confirm return.

Rentrovia confirms with Security deposit returned. Financials then shows the amount as (returned). Any reason is appended to booking notes.

What this does not do

Withholding part of a deposit does not create a vehicle or office expense. Log repair costs separately under log vehicle and office expenses.

A customer refund of rental overpayment is different. Use Refund (paid back to customer) in record booking payments and refunds.

The booking timeline records Security deposit returned for audit.