1–20 unit landlords
Prorated rent & move-in charges on DIY landlord software — first month, mid-month, move-out credits
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For a 1–20 unit landlord, mid-month money is two problems stacked: prorated rent (how many days, and which formula), and the move-in cost bundle (prorated first month + security deposit + any admin/pet/parking fees due before keys). The three DIY tools split on who does the math. RentRedi auto-adds prorated charges from the lease start and end dates when you set up lease charges, then lets you edit the preview. TurboTenant does not auto-calculate — you enter a prorated amount in the lease builder (or create a one-time Rent charge) and can use their free actual-days calculator. Avail teaches the actual-days formula on education pages and lets you edit each line on the payment list; we found no published auto-proration engine. Get the method into the lease before you post the first charge.
What this page is (and is not)
- Is: a side-by-side of first-month proration, move-in payment bundles, and mid-month move-out credits on RentRedi, TurboTenant, and Avail; day-count methods; a worked SFH example; and a move-in checklist.
- Is not: a statutory survey of when proration is required, a deposit-cap guide, or advice on collecting last month’s rent upfront. Those are lease and state-law questions — ask counsel.
- Sequel note: Read with security deposits & move-out, lease & e-sign, renewals & lease extensions, partial payments & credits, and late fees & autopay.
- Uncertainty rule: RentRedi’s help documents both actual-days and 30-day formulas educationally and says the charge preview auto-adds prorated lines from lease dates — we could not independently confirm which day-count the auto-calc uses, so verify the preview against your lease method. Avail’s help center often renders as a JS shell; product steps below lean on education pages and a rent-collection walkthrough.
Definitions (read this first)
- Prorated rent: A partial-month rent charge for the days the tenant has possession, instead of a full monthly amount. Common at move-in and sometimes at move-out when the lease (or local rule) calls for it.
- Actual-days method: Daily rate = monthly rent ÷ days in that calendar month (28–31), then × days occupied. Fair across short and long months; TurboTenant’s public calculator and Avail’s education formula use this shape.
- 30-day (banker’s) method: Daily rate = monthly rent ÷ 30, then × days occupied. Same daily rate every month; RentRedi’s help lists it as Method 2 next to actual-days.
- Move-in cost sheet: The total due before keys — typically prorated (or full) first-month rent + security deposit + allowed one-time fees. Keep deposit money on its own charge line so it doesn’t look like rent income.
- Last-month / move-out proration: A reduced final rent charge or a credit when the tenant lawfully vacates mid-month and your lease says unused days are refundable. Software rarely “knows” this — you edit the last charge or post a credit.
Feature snapshot (verify on vendor pages)
| Capability | RentRedi | TurboTenant | Avail |
|---|---|---|---|
| Auto first-month proration | Yes (from lease dates). Help: when you Set Up Lease / create lease charges, the preview “automatically” adds prorated charges from start and end dates; you can edit, delete, or duplicate before Create Charges | No auto-calc. Lease builder has a Prorated Rent field — you enter the dollar amount when move-in is not the 1st. Create Charges help (Jul 2026): make separate one-time Rent charges for each prorated period | No published auto-proration. Education pages teach you to calculate, put the method in the lease, then set the amount on the payment list (Create New Payment List → edit each charge) |
| Day-count method published | Help article shows both actual-days and 30-day formulas. Auto-calc method: verify against the charge preview in a live account | Public calculator and blog use actual days in the month (count the move-in day). Lease field is a blank amount — you choose the math | Education formula: monthly rent ÷ days in that month × days occupied (actual-days). One guide also shows a 30-day worked example — pick one method and write it in the lease |
| Move-in bundle (deposit + fees + first month) | Separate charges: Rent (or prorated Rent), deposits, Other Charge for fees. Create from lease set-up or + Create New | Lease: Security Deposit, Prorated Rent, Pet Rent, and One-Time, Nonrefundable Move-In Fees section. Then Create Charge for each (Security Deposit / Rent / Other) | Payment list inputs for rent amount, lease dates, additional fees and deposits; review/edit amounts and due dates before confirm. Education: collect deposit and rent as separate payments |
| Avoid double-billing month 1 | Review the charge preview — delete or reduce any full-month line that overlaps the prorated first period | Help FAQ pattern for discounted first month: one-time Rent for month 1, monthly Rent starting month 2’s due date (same trap if both share the start date) | Edit or remove overlapping lines on the payment list before tenants see them |
| Mid-month move-out / last-month credit | Edit the final lease charge amount, delete unused future charges, or create a credit/adjustment (see partials & credits) | One-time Rent for the partial last period, or Create Credit (lease credits documented Aug 2025+). Calculator has a move-out mode | Edit Amount due on the last payment line, Request a Payment for a true-up, or Record Offline / credit workflow — no dedicated “prorate move-out” button in education pages |
| Free calculator / helper | In-product charge preview (paid product; no free landlord tier) | Free public prorated rent calculator (move-in and move-out) plus lease Prorated Rent field on free rent collection | Education formulas only; payment list editing on free Unlimited |
| Free vs paid gap | Lease charges and proration preview come with the plan (no free landlord tier) | Prorated one-time charges and lease Prorated Rent field are part of free rent collection; Premium not required for the math | Move-in payment lists and charge edits on free Unlimited; Plus is not required for basic proration posting |
Sources (Oct 2026): RentRedi help — What Is Prorated Rent & How to Calculate It?, How to Create a Charge, How to Edit Lease Charges. TurboTenant help — Creating a Lease Agreement, How to Create Charges (Jul 8, 2026), Rent Payments Guide; TurboTenant Prorated Rent Calculator + “How to Prorate Rent in 3 Simple Steps.” Avail education — How to Collect Security Deposits and First Months’ Rent (updated Aug 11, 2026), How to Prorate Rent in the First Month (guide; example uses ÷30); Avail rent-collection walkthrough (Create New Payment List). Re-verify amounts and auto behavior in a live account.
Pick one day-count method — then stick to it
| Actual days in the month | 30-day month | |
|---|---|---|
| Formula | (Monthly rent ÷ days in that month) × days occupied | (Monthly rent ÷ 30) × days occupied |
| Pros | Matches the calendar; matches TurboTenant’s calculator and Avail’s primary education formula | Same daily rate every month; easier for spreadsheets |
| Cons | February vs July daily rates differ; tenants may ask why | Slightly over- or under-charges vs the calendar in 28-, 29-, and 31-day months |
| Do this | Name the method in the lease. Count (or don’t count) the possession day the same way every time. Use the same method for move-in and move-out credits. | |
There is no single U.S. federal rule that forces one residential proration method. What controls is your lease (and any state/city rule). This page is product research, not legal advice.
RentRedi — auto preview, then edit
- First month: Properties → unit → Lease Details → Set Up Lease (or create Rent charges). Enter monthly rent, start date, end date, charge frequency, and due date. On Review Charges, help says prorated lines are added automatically from those dates — edit amounts/descriptions before Create Charges.
- Manual fallback: + Create New → Other Charge (or Rent), enter the prorated dollar amount, description “Prorated Rent — [dates],” one occurrence, due date before move-in.
- Move-in bundle: Add separate charges for security deposit and any one-time fees so deposit money stays distinct from rent (see deposits).
- Move-out: Edit Lease / edit the final charge, remove future charges you won’t collect, or post an adjustment — RentRedi does not publish a one-click “prorate move-out” button.
- Gotcha: Confirm the preview’s day-count matches the method written in your lease before you hit Create.
TurboTenant — enter the amount (calculator helps)
- Lease builder: Under rent/deposits/fees, if the tenant is not moving in on the 1st, use the Prorated Rent field and type the dollar amount. That amount covers rent until the first full rent payment is due.
- Calculator: Use TurboTenant’s free move-in/move-out calculator (actual days). Their blog example counts the move-in day and divides by days in that month.
- Charges: Create Charge → Rent → One-time for the prorated period (clear description + due date). Create a separate Monthly Rent starting on the first full due date so month 1 isn’t billed twice. One-time charges go to the tenant immediately; monthly charges post 15 days before due.
- Move-in fees: Lease section for one-time nonrefundable move-in fees (admin, prepaid last month if you use it — check state deposit rules). Security deposit is its own field/charge category.
- Move-out: Calculator’s move-out mode + one-time Rent or a lease credit for unused days if your lease allows.
Avail — calculate, then edit the payment list
- No dedicated auto-prorate button in the education/help surface we could verify. You calculate, put the method and amount in the lease, then post it.
- Payment list: Unit → Payments → Create New Payment List. Enter rent, lease start/end, deposits, and additional fees. Review the full list; edit amount, due date, type, or description on any line before confirm.
- Formula (education): daily = monthly ÷ days in that month; prorated = daily × days occupied. Put that method in the lease before you require payment.
- Bundle hygiene: Avail’s education article recommends collecting security deposit and first-month rent as separate payments so deposit banking rules stay clear.
- Move-out: Edit the last charge’s amount, or use Request a Payment / offline recording for a true-up. Pair with your move-out deposit timeline.
Worked example: SFH, mid-October move-in (illustrative numbers)
Single-family home, monthly rent $1,850, lease start October 15, 2026, security deposit $1,850, one-time admin fee $150 (allowed in this example state). October has 31 days. Possession day counted. Occupied days Oct 15–31 = 17. Example data only — not vendor figures or a recommendation.
| Item | Actual-days math | 30-day math |
|---|---|---|
| Daily rate | $1,850 ÷ 31 = $59.6774…/day | $1,850 ÷ 30 = $61.6667…/day |
| Prorated first month (17 days) | $1,014.52 | $1,048.33 |
| Security deposit | $1,850 (separate charge / separate bank treatment) | |
| Admin fee (non-refundable) | $150 | |
| Move-in total due | $3,014.52 | $3,048.33 |
| Step | RentRedi | TurboTenant | Avail |
|---|---|---|---|
| Paper it | Lease names the proration method (actual-days or 30-day), the $1,014.52 or $1,048.33 first-month amount, deposit, and admin fee. E-sign before collecting (lease & e-sign) | ||
| First-month rent | Set Up Lease with start Oct 15 → confirm preview shows ~$1,014.52 (or your method); edit if the auto amount differs | Enter $1,014.52 (or $1,048.33) in Prorated Rent; Create one-time Rent charge; monthly Rent from Nov 1 | On the payment list, set the October rent line to $1,014.52 (or $1,048.33); keep Nov+ at $1,850 |
| Deposit + fee | Separate deposit charge + Other Charge “Admin fee — $150” | Security Deposit charge + one-time Other (or move-in fee from lease) | Separate deposit and fee lines; don’t merge into rent |
| If they leave Oct 15 next year mid-month | If the lease credits unused days: actual-days credit for Oct 16–31 ≈ $954.84 against a full $1,850 charge (or bill only Oct 1–15 ≈ $895.16). Post via edit charge / credit — software won’t invent the credit for you | ||
Move-in checklist (works on any of the three)
- Write the proration method in the lease (actual-days or 30-day; whether possession day counts).
- Calculate once with a calculator or spreadsheet; round consistently (to the cent).
- Build a move-in cost sheet — prorated rent + deposit + each fee as its own line.
- E-sign first, collect second — don’t take deposit/rent before signatures (Avail education makes this explicit; good practice everywhere).
- Post separate charges so deposit ≠ rent income and fees are auditable.
- Schedule full monthly rent from the first full due date — delete overlapping full-month lines for the partial first period.
- Do a move-in condition report the same day keys go out (inspection reports).
- Tell the tenant the next full due date and amount in writing (portal message or notice log).
Traps that cause disputes
- Prorated charge + full month 1 both live. Tenant is asked for ~$1,000 and $1,850. Always review the charge preview / payment list.
- Method mismatch. Lease says 30-day; software preview (or your calculator) used 31. Fix the posted amount to match the lease.
- Deposit mixed into “first month.” Breaks deposit banking and Schedule E clarity (accounting).
- Assuming move-out is automatic. Ending the lease early does not always auto-credit unused days — edit or credit by hand if the lease requires it.
- Late fees on a misunderstood first bill. If autopay was set for $1,850 and only $1,014.52 was due, fix the charge before grace ends (late fees & autopay).
- Switching tools mid-lease. Recreate the remaining charge schedule and carry the deposit balance (switch checklist).
Fit notes for 1–20 units
- Want the software to propose the first partial month: RentRedi’s lease-charge preview is the strongest published auto path — still verify the dollars.
- Want a free calculator + lease field: TurboTenant (enter the amount yourself; one-time + monthly charges).
- Already on free Avail Unlimited: calculate, edit the payment list, keep deposit and rent separate — no Plus required for this workflow.
- High turnover / many mid-month starts: standardize one method in your lease template and a one-page cost sheet so every unit matches.
Honest uncertainty callouts
- RentRedi’s auto-proration day-count (actual vs 30) is not stated as a single rule in the help article we used — confirm on the charge preview.
- Avail education shows both an actual-days formula and at least one ÷30 worked example; treat education as guidance, not a product setting.
- We did not find a published “bundle invoice” PDF unique to any of the three that replaces separate charge lines.
- Whether last-month proration is required or allowed is a lease/state question — this page only covers how to post the number if you owe one.
- Prices, plan names, and UI labels change; re-check vendor help before relying on a step.
Related
- Roommate & co-tenant changes — mid-month roommate swaps and prorated shares
- Holdover & month-to-month conversion — MTM conversions and partial final months when an MTM tenant leaves
- NSF & returned payment fees — ACH bounce, processor return fees vs lease NSF, clawbacks
- Security deposits & move-out — holding and returning the deposit after the last partial month
- Lease & e-sign — put the proration method in the signed lease
- Renewals & lease extensions — new start dates and scheduled increases
- Partial payments & credits — move-out credits and balance fixes
- Late fees & autopay — first-bill amount vs autopay amount
- Pet fees & pet rent — pet deposit/fee lines on the move-in sheet
- Utility billing & charge-backs — other one-time/recurring move-in utilities
- Applications & lead pipeline — quote move-in totals before screening
- Inspection & condition reports — day-of-keys condition report
- Switch checklist — rebuild charge schedules on migrate
- RentRedi vs TurboTenant vs Avail — full criteria table
- Bank reconciliation — match the big move-in deposit batch
- Tenant payment fees — ACH/card cost on a large move-in total
- Early termination & lease-break fees: prorated final rent when a lease ends early or a replacement starts mid-month
- Small Portfolio Desk home
Educational product research only — not legal or tax advice. Proration, prepaid rent, security deposits, and move-in fees are controlled by your lease and by state/city rules. Confirm current charge previews, day-count behavior, and payment-list editing in each vendor’s help center and your live account before collecting money.