How to track rent payments & arrears in South Africa
To track rent and arrears, record each tenant’s due date and amount, mark every payment as it arrives, and let anything unpaid show as arrears so you can follow up immediately. Keeping a running balance per tenant — rather than checking your bank statement by eye — is the key. BodmasBooks does this automatically, flagging late and partial payments and keeping a clear arrears record from R99/month.
A simple method that works
Record each tenant’s rent due date and amount
Set the expected rent and the day it is due for every tenant. This is the baseline everything else measures against.
Mark every payment as it arrives
Log the date and amount received against the right tenant — including partial payments — so your records always match reality.
Let unpaid amounts show as arrears
Keep a running balance per tenant. Anything unpaid after the due date surfaces as arrears automatically, instead of being lost in a bank statement.
Follow up early and systematically
Act in the first few days, not the next month. A consistent, documented follow-up keeps cash flow healthy and protects you if a dispute escalates.
Why tracking arrears matters
Small arrears ignored for a month become big problems. Staying on top of them protects your income and your records.
Protects cash flow
Unmanaged arrears are the fastest route to an unprofitable rental. Catching late rent early keeps the money coming in.
Creates a clear record
A dated, per-tenant ledger gives you accurate arrears figures and documented history if you ever need to act on a lease breach.
Feeds your SARS return
An accurate payment-and-arrears ledger flows straight into your ITR12 rental figures, so tracking arrears also makes tax time easier.
New to rental bookkeeping?
Our small-landlord bookkeeping guide walks you through keeping clean, SARS-ready books from day one — arrears tracking included.
Read the small-landlord bookkeeping guideFrequently asked questions
How do I track rent payments and arrears for my tenants in South Africa?+
Record each tenant’s rent due date and amount, mark every payment as it arrives, and let anything unpaid show as arrears so you can follow up immediately. Keeping a running balance per tenant — rather than checking your bank statement by eye — is the key. BodmasBooks does this automatically, flagging late and partial payments and keeping a clear arrears record from R99/month.
What is the best way to keep a record of rent arrears?+
Maintain a running ledger per tenant that shows rent charged, rent received, and the outstanding balance over time. This gives you an accurate arrears figure at any moment and a documented history you can rely on if you ever need to act on a lease breach. Software keeps this ledger automatically; a spreadsheet can too, but is easy to get out of sync.
Why is tracking rent arrears important for landlords?+
Unmanaged arrears are the fastest way for a rental to become unprofitable. Catching a late payment in the first few days — and having a clear, dated record — means you can follow up early, keep cash flow healthy, and have proper documentation if the situation escalates.
Can BodmasBooks send reminders for late rent?+
BodmasBooks tracks who has paid, who is late and what is owed across every property, so you always know exactly which tenants to follow up and by how much. It keeps a clear, dated arrears record you can act on — no manual checking of bank statements.
How does arrears tracking connect to my SARS tax?+
For SARS you declare rental income on the accrual basis and keep accurate records of what was received. A clean payment-and-arrears ledger feeds straight into your ITR12 rental figures, so tracking arrears properly also makes tax time easier. BodmasBooks links the two automatically.
Never lose track of rent again
See who has paid, who is late and what is owed — across every property. Free for 30 days, no credit card required. From R99/month.