AppFolio Tutorials - Ep. 14 Security Deposit Refunds Full Refund

Hello everyone, and welcome back to APM Academy. In this video, we’re going to show youhow to fully refund a tenant’s security deposit, using both standard move-out workflows and early refunds.

Full Security Deposit Refund

In most cases, a full refund occurs during the tenant move-out process.

Scenario: Tenant “Thorn Oak Shield”

Step 1 – Start Move-Out

1. Select the task on theright-hand side → Move Out Tenants.
2. Set the move-out date (e.g., a future date) and click Save.

Step 2 – Charges & Credits

1. Scroll down to Charges and Credits.
2. If there are any damages, enter them here (in this example, there are none, so the tenant qualifies for afull refund).

Step 3 – Security Deposit Transfer

• Two Bank / Two Cash Setup:
  • Option 1: Refund viaBill & Receipt – generates a check or bill you print and deposit.
  • Option 2: Refund via Bank Transfer – move the deposit between bank accounts efficiently.
• One Bank / One Cash Setup:
  • No transfer is needed; the system handles it automatically.

Step 4 – Post Accounting

1. Click Post Accounting.
2. Unlike partial refunds, youdo not need to manually post charges and credits– the system handles everything during the move-out workflow.

Step 5 – Issue Payment

1. Refund the tenant using Pay Bill Now.
2. Options:
   • Check – print and mail the check.
   • Other Payment – e.g., Venmo, Zelle, or online payment.
3. Set the payment date to the date the refund is issued.

Step 6 – Finalize Move-Out

1. Download the disposition letter for your records.
2. Click Finish Move Out to complete the move-out workflow.

Once finalized, the unit will show asavailable to rent and you can begin marketing campaigns.

Summary

• Partial Refunds: Manually enter charges and credits, then post accounting.
• Full Refunds (Move-Out): System posts everything automatically; just issue payment and finalize.
• Always check the unit availability anddownload disposition letters for proper documentation.

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