Portfolio KPI review

First-time workspace setup

Run after go-live when bookings and ledger rows exist — your role needs the Analytics module permission from Settings → Users (setup step 3). Complete Getting Started — Recommended Setup Sequence steps 1–15, Onboarding a New Property — Step 7, the first Upcoming stay per Common Workflows — New inventory to first booking handoff, and first arrivals per Common Workflows — Property setup to first arrival handoff before the first month-end sign-off on new inventory. Lockout catch-up: Getting Started — Lockout catch-up after password recovery. Workflow pairing: Common Workflows — Setup sequence after go-live.

Finding your way in this guide

Open Step 1 — Open Analytics and set the range; scan Step 2 — Scan Overview then revenue depth in Step 3 / pricing in Step 4 — ADR and RevPAR. Segment outliers: Step 6 — Segment weak metrics; month-end sign-off: Step 7 — Reconcile with Sales and Dashboard. Non-linear operator habits (Lockout catch-up, Payment alert to receivables triage, Pending manual receipt approval, Reject/revert mistaken receipts, Month-end invoicing (fixed date), Bulk Hostkit invoicing, Utility overage collections, Check-out final utilities handoff, Check-in to check-out handoff, Check-out collections before refund, Check-out ledger cleanup before refund, Finance debt receivables triage, Handling a Late Payment collections, Cancellation collections before void, Rent reduction after invoicing, Same-day turnover coordination, Occupancy KPI to block hygiene handoff, Partly collected security deposit, Wrong tenant on a booking, Directory list load failures, Confirmation alert triage, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

Use this workflow when you need a portfolio-wide performance read (month-end reporting, investor updates, or a health check before changing rates or availability). It centers on the Analytics (KPI workspace) module. For per-listing calendars, channel status, and rent grids, continue in Sales; for a same-day snapshot when Analytics is slow or unavailable, use the Dashboard.

Pair with other workflows

When occupancy or RevPAR look suppressed, pair with Common Workflows — Occupancy KPI to block hygiene handoff (Step 3 → Manual block hygiene — Step 1; analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) and Manual block hygiene; for alert-driven follow-ups after the review, use Notification triage — payment alerts usually enter through Step 4 row-click navigation before you read Dashboard Total Debt in Step 7 below. Step-to-module pairing: Portfolio KPI review section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

Prerequisites

• Your role includes the Analytics module permission (analytics.module) — see Users and roles
• You know which month range you are reporting on (for example last closed month, trailing six months, or year-to-date)

Step 1 — Open Analytics and set the range

Pair with other Portfolio KPI review steps

Month-range setup pairs with Analytics (KPI workspace), Settings → Users and roles, and get-booking-summary on Landlord MCP before you commit to a wide range. Downstream: Step 2 (Overview bars). Full pairing matrix: Portfolio KPI review section cross-reference.

1. Go to Business → Analytics (or /analytics).
2. Click the month-range control in the toolbar and choose from and to months, or use a quick preset (6M, 12M, YTD) inside the picker.
3. Wait for charts to finish loading after a large range change (ranking and heatmap sections can take roughly 15–20 seconds on a cold load).

Red error banner

If you see “We couldn’t load your portfolio KPIs” with Try again, do not treat blank charts as zero performance — retry or use the Dashboard for a live snapshot. See FAQ — Analytics (KPI workspace).

External automation before setting the range

Account-scoped Landlord MCP get-booking-summary returns active and upcoming booking counts for the authenticated account — sanity-check portfolio scale before you commit to a wide month range that slows Ranking and heatmap loads. There is no Analytics MCP export; month-range KPI charts and aggregation toggles remain operator UI only. Contrast booking-scoped Tenant MCP tools — they cannot replace Overview bar trends.

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 2 — Scan Overview

Pair with other Portfolio KPI review steps

Overview scan pairs with Analytics — Overview tab, Dashboard module as a live fallback, and FAQ — Analytics (KPI workspace) when charts fail to load. Upstream: Step 1. Downstream: Steps 3–4 for tab-specific depth. Full pairing matrix: Portfolio KPI review section cross-reference.

Start on Overview (/analytics/overview). The grid shows monthly bar charts for revenue, occupancy %, ADR, RevPAR, and maintenance (tickets created) side by side for the same range — useful for spotting one weak metric without switching tabs yet.

Note any month where bars diverge (for example strong revenue but falling occupancy) and carry those months into the tab-specific steps below.

External automation on Overview

Account-scoped Landlord MCP get-booking-summary returns active and upcoming booking counts for the authenticated account — use it to sanity-check Overview bar trends before you drill into Revenue or Occupancy tabs. Booking-scoped Tenant MCP tools are the wrong surface for portfolio-wide charts; reserve get-payment-info for per-reservation outliers in Step 7.

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 3 — Revenue and occupancy depth

Pair with other Portfolio KPI review steps

Revenue and occupancy depth pairs with Analytics — Revenue and Occupancy tabs, Sales → Multicalendar, and Manual block hygiene when Ranking looks suppressed by holds. Upstream: Step 2. Downstream: Step 4 and Step 6. Full pairing matrix: Portfolio KPI review section cross-reference.

Switch to Revenue and Occupancy (URLs /analytics/revenue and /analytics/occupancy). Each tab shares the same layout:

• Monthly trend (portfolio total)
• Ranking (top 20 by roll-up)
• Seasonality heatmap

Use the aggregation control (By Property, By Unit, and By Owner when your portfolio has multiple owners) to see whether a problem is concentrated in one asset or spread across the book.

Open the information icon beside the month-range picker on Revenue if you need the in-product definitions for totals, ranking rules, or heatmap cells.

External automation on revenue and occupancy depth

When Ranking or heatmap cells point at one property or unit, account-scoped Landlord MCP list-bookings and get-booking help external clients list reservations on that asset before you open Sales → Multicalendar or Bookings → Other filters. get-property and list-listings (thin account-wide unit projection) narrow the asset when aggregation is By Property or By Unit — get-listing includes unavailabilities so you can rule out forgotten manual blocks before you edit rates in Sales → Pricing; pair with Manual block hygiene when occupancy bars look suppressed. get-listing-pricing-table returns the monthly rent grid when Revenue Ranking isolates an underpriced unit — contrast set-listing-pricing-month write tools, which need listings permissions and operator confirmation in the UI. get-vacant-units-next-month gives a forward vacancy snapshot across the book. Booking-scoped Tenant MCP tools are the wrong surface for portfolio Ranking; reserve them for per-reservation outliers in Step 6–7. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 4 — ADR and RevPAR (pricing efficiency)

Pair with other Portfolio KPI review steps

Pricing-efficiency review pairs with Analytics — ADR and RevPAR tabs, Sales → Pricing, and get-listing-pricing-table on Landlord MCP before you edit rates. Upstream: Step 3. Downstream: Step 6 and Step 7. Full pairing matrix: Portfolio KPI review section cross-reference.

Review ADR (average daily rate: revenue ÷ occupied nights) and RevPAR (revenue ÷ available nights) on /analytics/adr and /analytics/revpar. Compare ranking and heatmap patterns with Occupancy:

• Falling occupancy with stable ADR often points to availability or demand, not rate.
• Falling RevPAR with flat occupancy can mean more empty nights at the same booked rate mix.

Screenshot freshness

Committed Revenue, Occupancy, ADR, and RevPAR tab PNGs are refreshed when staging ranking/heatmap labels are publication-clean (no [CLONE-*] or obvious test strings). If labels in your environment still look like engineering data, rely on Overview and in-app tooltips until captures are updated — see Analytics > Screenshots.

External automation on ADR and RevPAR

When ADR or RevPAR Ranking isolates one unit before you edit rates in Sales → Pricing, account-scoped Landlord MCP get-listing-pricing-table returns the monthly rent grid for that listing; set-listing-pricing-month applies a change when the signed-in JWT has listings write permission — operators still confirm the edit in Sales when automation should not write blindly. External clients cannot read Analytics heatmaps from MCP; reconcile assistant answers against the in-product tabs above.

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 5 — Maintenance workload

Pair with other Portfolio KPI review steps

Maintenance workload pairs with Analytics — Maintenance tab, Operations → Tickets, and list-tickets / create-ticket on Landlord MCP when spikes need follow-up jobs. Upstream: Steps 2–4. Downstream: Step 7 (Cost allocation on damage tickets). Full pairing matrix: Portfolio KPI review section cross-reference.

Open Maintenance (/analytics/maintenance) to see tickets created per month in range, property/unit ranking, and a ticket-count heatmap. Pair spikes here with Operations ticket queues and property Maintenances settings — Analytics counts creation volume, not open backlog. On Operations → Tickets, use the Draft KPI card for far-future Schedule date jobs (Glossary — Draft ticket (display status)) and open ticket Cost allocation when repair spend should tie to Cash Flows ledger rows.

External automation on maintenance workload

Account-scoped Landlord MCP list-tickets, get-ticket, create-ticket, update-ticket, and add-ticket-comment surface the same Operations → Tickets queue you pair with Maintenance spikes — use create-ticket when Analytics ranking points at one property and no follow-up job exists yet; update-ticket when assignees or due dates change before month-end sign-off. External clients cannot close tickets or link Cost allocation cash flows from MCP; operators finish on Operations when contractor spend should tie to ledger rows (Glossary — Ticket — linked cash flows).

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 6 — Segment weak metrics (optional)

Pair with other Portfolio KPI review steps

Segment review pairs with Bookings → Other filters Tenant → Tenant category, Finance — Tenant category filter, and Settings → Tenant categories before you change portal rules account-wide. When Finance omits a segment Bookings already lists, see FAQ — Finance tenant category filter parity and Glossary — Finance tenant category cache refresh. Upstream: Steps 3–5. Downstream: Step 7 and Handling a Late Payment — Step 6 when segment debt clusters. Full pairing matrix: Portfolio KPI review section cross-reference.

When a dip looks concentrated in one building type, tenant segment, or tag (for example student rooms vs studios, corporate vs short-stay, or unassigned tenants), narrow the operational view before you change rates account-wide:

Signal on Analytics	Where to segment next
One property type underperforms in Ranking	Sales → Multicalendar or Pricing — Select tags / Select listing types on the toolbar (same vocabulary as Settings > Categories). When the dip lines up with a future move-in window (for example September student intake), add Date range on the same toolbar so only listings free on every day in that window stay visible — see Sales — Multicalendar date range and the applied-range screenshot below.
Occupancy or revenue dip tied to one tenant segment	Bookings → Other filters — Tenant → Tenant category to list only reservations whose tenant profile carries the selected segment(s), with No tenant category for unassigned profiles (OR-combined server filter). Scope Select properties to one building when Ranking already points at a single asset. For receivables on the same segment, repeat the filter on Finance → Other filters tenant category (Contract Values, Transactions, Deposits). Cross-check profile counts on Tenants — Tenant category filter before you change portal modules or communication rules account-wide — see Settings > Tenant categories and Glossary — Tenant category.
Debt or contract-value outliers beside revenue	Finance → Contract Values — Other filters → Property & Listing → Select categories (listing tags on units) plus Booking → Select categories when the slice is reservation-type specific; add Tenant → Tenant category when the outlier tracks a tenant segment — Finance — Tenant category filter. When outliers include utility overage lines, spot-check Entering Monthly Utility Bills — Step 4 before you change rates account-wide. When Canceled stays inflate segment debt, pair with Cancelling a Booking — Step 6b.
Revenue shortfall from discounted stays	Finance → Other filters or Bookings → Other filters — Discounts → With to list reservations with line-level or booking-scoped reductions; reconcile net due on Contract Values
Revenue dip not explained by segment or discounts	Services Marketplace — ancillary portal Income on Payment plan and Finance → Transactions that Analytics rent charts may not isolate; cross-check Contract Values before you lower base rent in Sales → Pricing or change Communication Rules audience account-wide — same habit as Step 7 Services Marketplace row
Occupancy dip but segment filters look healthy	Hub: Occupancy KPI to block hygiene handoff → Manual block hygiene or Audit (Manual Blocks tab) — forgotten holds before you edit Settings > Tenant categories portal rules account-wide (audit-manual-blocks-workspace.png)
Portfolio table noise hides one asset	Listings → Portfolio — Tags / Types chips with Search (Listings keeps A–Z order; it does not re-rank by unit name)

Hub matrix: Common Workflows — Portfolio segmentation by tenant category. Finance drawer parity: FAQ — Finance tenant category filter parity.

Walkthrough: Bookings → Filters → Tenant category (No tenant category) on one property → Finance → Contract Values → Other filters mirror → Tenants toolbar No category filter → Analytics for month-end segment review.

Cross-reference Settings > Categories — Filter surfaces for the full map of tag/type pickers. For segment setup and portal rules, start on Settings > Tenant categories. When Ranking revenue dips but tenant-category, tag, and discount filters do not explain the gap, cross-check Services Marketplace ancillary charges before you change communication audiences or base rent account-wide — pair with Managing a Check-out — Step 6 when departure-week In Debt rows cluster on one segment. When utility overage lines cluster on one tenant category, continue Entering Monthly Utility Bills — Step 4 and file Step 6 when bill math is blocked — not only Handling a Late Payment — Step 6. When payment alerts on /notifications started the segment review, you likely already row-clicked from Notification triage — Step 4 — mirror the same Tenant → Tenant category filters on Finance and Bookings before you change portal rules account-wide. When a management lockout delayed this segment pass, recover access with Resetting a Management User Password — Step 3 before you change Communication Rules audience account-wide.

Validate segment slices with tenant-facing reads

When a tenant segment dip in Step 6 might change Settings > Tenant categories portal rules account-wide, booking-scoped Tenant MCP get-tenant-info confirms profile category assignment on sample reservations — get-payment-info checks receivables outliers on one booking before you mirror the filter on Finance → Contract Values. list-bookings-by-email helps when the segment review started from a tenant message, not Analytics Ranking.

External automation on segment-wide KPI dips

Account-scoped Landlord MCP get-booking-summary gives active/upcoming counts before you commit to segment filters on Bookings → Other filters or Finance → Other filters — pair list-bookings when several reservations in the same tenant category underperform Ranking together. When segment paperwork lists a fiscal ID or tenant display name instead of booking ids, list-tenants, get-tenant, and get-tenant-bookings resolve the profile and linked reservations before you change Communication Rules audience account-wide — same habit as Handling a Late Payment — Step 6 and Managing a Check-in — Step 6. get-listing-pricing-table returns the monthly rent grid when a segment dip isolates one underpriced unit before you edit Sales → Pricing. External clients cannot read Analytics heatmaps or change Tenant categories portal rules from MCP; operators finish segment setup in the management UI. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Portfolio KPI review section cross-reference.

Step 7 — Reconcile with Sales and Dashboard

Pair with other Portfolio KPI review steps

Month-end reconciliation pairs with Dashboard — Total Debt, Finance → Overview, Manual block hygiene, and Entering Monthly Utility Bills — Step 5. Upstream: Steps 1–6. Downstream: Notification triage — Step 5 and Using in-app support when product behaviour blocks sign-off. Full pairing matrix: Portfolio KPI review section cross-reference.

Before you change pricing or blocks:

| Question | Where to confirm | | -------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------- | | Is a listing actually free or blocked tomorrow? | Sales Overview availability popover or channel manager / unit calendar, or Listings unit calendar — if a day-click popover shows Failed to load free units, the chart still loaded; close and retry or refresh (see Sales > Availability popover partial load). For a multi-day vacant window (not just today), use Sales → Multicalendar or Pricing Date range — set Start date and End date so the grid refetches to listings free across the whole span. Multicalendar (timeline): . Pricing (monthly rent grid): | | Are forgotten manual blocks suppressing occupancy? | Manual block hygiene or Audit (Tools → Audit, Manual Blocks tab) — portfolio-wide holds before you change rates in Sales | | Are utility bills missing for last month? | Utilities — Overview Days Missing Data chart or Bills Missing toggle; see Entering Monthly Utility Bills. When AI extraction or overage posting is blocked despite correct operator steps, continue Entering Monthly Utility Bills — Step 6 before you sign off month-end KPIs. | | Are deposit refunds blocked or contested? | Finance → Deposits — clear the default date range for older move-outs; deposit disputes when retention is contested before month-end KPI sign-off; lifecycle pill states in Glossary — Deposit lifecycle status; portfolio filters via Other filters → Deposit status (Ready to refund, Disputed, Refunded) — Finance — Deposit status filter | | Are security deposits only partly collected? | Finance → Deposits — Partial paid lifecycle card narrows rows where Paid is above zero but below Amount; or Other filters → Deposit status → Partial paid on Bookings / Finance; open a row to see Partially paid on the booking Deposit tab — distinct from Partial Paid rent on Payment Plan (Partial Paid on depositStatus). See FAQ — Partly collected security deposit, Managing a Check-in — Step 3, Glossary — Deposit lifecycle status, and Glossary — Deposit lifecycle status | | Used Delete when Change tenant was needed? | Wrong profile on valid stay — reservation should stay live | Common Workflows — Wrong tenant on a booking — not Delete | | Did Delete Booking hide ledger rows during reconciliation? | FAQ — Manual payments after Delete Booking — soft-archived stays drop Manual Transactions rows (transfer, cash, provider platform) on Finance → Transactions; System Transactions (vIBAN, credit card) stay (#1897). Canceled (not archived) bookings keep every type. Illustrated System vs Manual buckets: finance-transactions-type-summary-cards.png. Pair Common Workflows — Cancel Booking vs Delete Booking and Portfolio retirement decisions (use Cancel when ledger history matters; Archive property for building sunsetting). See Finance — Archived bookings on the ledger and FAQ — Cancel Booking vs Delete Booking. | | Are manual receipts still pending or duplicated? | Finance → Transactions — click the amber Pending chip on the All type-summary card (finance-transactions-pending-pill.png), or triage on booking Transactions — Approve / bulk Reject selected; same approval habit as Processing a New Booking — Step 5b, Processing a New Booking — Step 6b (confirmation-week transfers still pending at month-end), Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6b (collections-week transfers still pending at month-end), Managing a Check-in — Step 3b, Managing a Check-in — Step 6b (arrival-week transfers still pending at month-end), Entering Monthly Utility Bills — Step 4b, Cancelling a Booking — Step 2a, Cancelling a Booking — Step 6b (settlement transfers still pending at month-end), and Managing a Check-out — Step 6b (departure-week transfers still pending at month-end); credit note follow-up when rejecting or reverting already-invoiced charges — see Payment Allocation — Correcting mistaken receipts | | Does ancillary portal Income explain a revenue gap? | Services Marketplace — tenant add-on charges on Payment plan and Finance → Transactions that Analytics rent charts may not isolate; cross-check Contract Values and booking Transactions before you lower base rent in Sales → Pricing | | Did maintenance spend spike without ledger ties? | Operations → Tickets — Cost allocation and linked cash flows on damage or turnover tickets surfaced in Analytics Maintenance | | What is live debt and today’s free-room count? | Dashboard KPI cards (Listings, Today, Total Debt, Monthly Revenue) — the Total Debt headline sums underpayment on ongoing bookings only; the subtitle is the slice of that debt on stays older than 15 days (not a repeat of the headline). Hover the card info icon for the in-app rules before you compare with Finance — Glossary — Dashboard KPI cards; closeup below under Dashboard Total Debt subtitle. When payment alerts brought you here first, you likely already row-clicked from /notifications — Notification triage — Step 4. Pair Today with Vacant Units when blocks suppress the free-room headline. | | Which units are free longest for leasing today? | Dashboard Vacant Units — scrollable list sorted by consecutive free days, relative vacancy bars, row click → listing sidebar — Glossary — Vacant Units (Dashboard); pair with Manual block hygiene when counts look suppressed | | Where is forward occupancy heading? | Dashboard Occupancy Forecast — Past + Forecast timeline, Total capacity, ADR (€) legend, 1M–12M horizons — Glossary — Occupancy Forecast (Dashboard); pair with Sales > Overview heatmap and Audit when blocks suppress counts | | When is rent due (not yet collected)? | Dashboard Cash Flow Forecast — rent due dates and Forecast total — Glossary — Cash Flow Forecast (Dashboard); distinct from Finance Overview cash flow (actual collections) and Operations — Cash Flows (non-booking expenses) | | Do Finance totals match Analytics revenue? | Finance > Overview — remember Analytics revenue is chart-oriented; Finance uses receivables logic. Use the seven-card KPI strip (Total Debt, Uncovered Debt, Manual Payments, and related figures), the stacked Income chart (Paid / Scheduled / In debt with month-scoped drill-down — Glossary — Finance income status), Cash flow forecast chart (Month / Day toggle and All payments modal — Glossary — Cash flow forecast (Finance Overview)), and the Debt Aging panel (overdue buckets → booking sidebar). Short walkthrough clips are embedded below. | | Did AI assistant or utility-bill extraction spike? | AI usage API — poll GET /ai-usage/summary for the review month (landlord_chat from AI Chat, utility_bill_extraction from Utilities — AI Invoice Reader); there is no management-frontend screen for this ledger yet. Pair adoption spikes with Entering Monthly Utility Bills — Step 5 (bill volume) and Automation & AI. Internal USD cost only — not tenant billing. See FAQ — How do I see AI token usage for my account?. |

If figures disagree, see FAQ — Analytics (KPI workspace), FAQ — Dashboard Total Debt subtitle, FAQ — Uncovered Debt KPI, the Dashboard note on Total Debt vs Finance Overview under KPI cards, and Glossary — Uncovered Debt.

Validate automation answers during Step 7

Portfolio-wide KPIs in Analytics and Finance should agree with what booking-scoped Tenant MCP tools return for individual reservations — get-payment-info when you spot a receivables outlier during Debt Aging or segment filters in Step 6. For account-wide reads, pair with Landlord MCP instead: get-finance-overview / get-revenue-summary when assistant money answers must match Finance → Overview (income expected vs cash collected — #3183; see Finance-sourced portfolio metrics); get-vacant-units-next-month and get-listing-calendar when Vacant Units or Occupancy Forecast look suppressed; get-upcoming-move-ins for forward occupancy; list-payments / get-payment when Total Debt or Debt Aging outliers need ledger detail; get-listing-pricing-table when ADR / RevPAR ranking points at one unit before you edit rates in Sales → Pricing. Do not expect MCP revenue tools to reproduce Analytics ADR/RevPAR heatmaps — those stay operator UI only.

Dashboard Total Debt subtitle

During Step 7, treat the Dashboard card as a live-portfolio signal — not the full receivables ledger. When you arrived from payment alerts, you likely already opened a booking via Notification triage — Step 4 — hub matrix: Common Workflows — Payment alert to receivables triage (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4, dashboard-kpi-total-debt-tooltip.png, finance-overview-debt-aging-expanded-bucket.png, finance-overview-debt-aging-walkthrough-flow.mp4); use this subsection to compare that reservation’s balance with portfolio-wide Total Debt and Debt Aging Top debtors before you finish unread cleanup in Notification triage — Step 5.

1. Open / and read Total Debt on the top-left KPI grid (Listings, Today, Total Debt, Monthly Revenue).
2. Compare the headline (all ongoing-booking underpayment) with the subtitle (debt on ongoing stays older than 15 days). A large headline with a small subtitle often means most balances are on newer stays — still triage, but Debt Aging on Finance may show fewer +15 d buckets.
3. Hover the info icon on the card when you need the in-product definition of ongoing bookings and how overdue debt is counted.

When the headline looks high but you need ended-booking receivables, Uncovered Debt, or Manual Payments context, continue on Finance > Overview — see Handling a Late Payment — Step 1. If you just recorded a manual receipt, Total Debt may stay unchanged until Approve payments clears the row — Glossary — Pending manual in-payment (Finance); triage with the amber Pending chip using the same habit as Processing a New Booking — Step 5b, Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6b (collections-week transfers still pending at month-end), Managing a Check-in — Step 3b, Entering Monthly Utility Bills — Step 4b, and Cancelling a Booking — Step 2a before you sign off month-end KPIs.

Uncovered Debt KPI

During Step 7, after the Dashboard Total Debt read above, open Finance → Overview and compare Total Debt with Uncovered Debt on the seven-card strip (finance-overview-kpi-cards.png). When the two figures are close, deposit cushions are thin — rank Debt Aging Top debtors before you change rates in Sales or clear the last notification rows.

Pair with other Portfolio KPI review guide sections

Month-end sign-off pairs Dashboard Total Debt subtitle with Uncovered Debt on the Finance strip — not on /. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Uncovered Debt KPI — Deposit coverage vs all-booking Total Debt
• Glossary — Uncovered Debt — Thin offsets when prioritizing Top debtors
• Dashboard Total Debt subtitle — Ongoing-only / vs Finance all-booking KPIs
• Finance debt receivables triage — Debt Aging after strip compare
• Handling a Late Payment — Step 1 — Collections when figures align

Walkthrough: compare Total Debt and Uncovered Debt on the Finance → Overview KPI strip, then expand Debt Aging Top debtors when deposit coverage is thin.

Finance Income status drill-down

Pair with other Portfolio KPI review guide sections

Step 7 month-end sign-off — click Income Paid / Scheduled / In debt segments for month-scoped payment lines; Debt Aging for booking-level receivables (finance-overview-income-drill-down-flow.mp4). Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Finance Income status drill-down — Income chart (Paid / Scheduled / In debt); month-scoped payment-line modal (finance-overview-income-status-in-debt-modal.png)
• Glossary — Finance income status — In debt segment vs Debt Aging booking rows
• Finance debt receivables triage — Top debtors when you need ranked debtors, not payment lines (finance-overview-debt-aging-expanded-bucket.png)
• FAQ — Bookings that owe money — Booking-level receivables on Debt Aging
• Step 7 — Reconcile with Sales and Dashboard — Pair Income chart with Analytics revenue
• Glossary — Finance Income status drill-down hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Finance Income status drill-down hub — Month-end Income reconciliation symptom table

Walkthrough: Paid / Scheduled / In debt segment drill-down — payment-line modal, View booking, then contrast Debt Aging Top debtors for Step 7 month-end sign-off.

Cash flow forecast drill-down

Pair with other Portfolio KPI review guide sections

Step 7 month-end sign-off — Cash flow forecast reconciles actual collections vs Analytics; toggle Day for intra-month timing (finance-overview-cash-flow-drill-down-flow.mp4). Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• FAQ — Cash flow forecast drill-down — Cash flow forecast chart (Month / Day); All payments modal (finance-overview-cash-flow-all-payments-modal.png)
• Glossary — Cash flow forecast (Finance Overview) — Collections history vs Dashboard rent-due chart vs Income status
• Finance Income status drill-down — Paid / Scheduled / In debt when scheduled vs collected mismatch
• Dashboard — Cash Flow Forecast — Rent due timing (dashboard-cash-flow-forecast-chart.png) — not Finance collections
• Step 7 — Reconcile with Sales and Dashboard — Cash flow forecast vs Dashboard Cash Flow Forecast rent-due chart
• Glossary — Cash flow forecast drill-down hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Cash flow forecast drill-down hub — Month-end collections reconciliation symptom table

Finance Overview drill-downs (reconcile with Analytics)

When Analytics Revenue or Occupancy looks off, confirm receivables on Finance → Overview before you change rates in Sales:

Walkthrough: click the red In debt segment on the stacked Income chart, review the month-scoped payment-line modal, then close.

Walkthrough: Cash flow forecast — toggle Day, click a bar, review the All payments drill-down, then close.

Walkthrough: expand an overdue Debt Aging bucket, open a tenant row in the booking sidebar, then close.

Full module reference: Finance > Overview. For collections triage on live debt, see also Handling a Late Payment. When segment-wide arrears remain high after Step 7, continue in Handling a Late Payment — Step 6 before you sign off month-end KPIs.

Month-end sign-off checklist

Before you archive the review or share investor numbers, confirm: Pending receipts cleared on Finance → Transactions (Steps 5b / 6b mesh in the workflow cross-reference); Missing utility bills closed on Entering Monthly Utility Bills — Step 5 (escalate extraction defects via Step 6); final utility overages settled per Common Workflows — Check-out final utilities handoff (Entering Monthly Utility Bills — Steps 2–4 → Managing a Check-out — Step 6; utilities-allocations-review-flow.mp4) when departure-week In Debt includes utility lines; utility overage arrears cleared per Common Workflows — Utility overage collections (Entering Monthly Utility Bills — Step 4 / Step 4b → Handling a Late Payment — Steps 1–4; utilities-allocations-row-breakdown-expanded.png, finance-contract-values-in-debt-filter.png, utilities-allocations-review-flow.mp4), confirmation-week Pending receipts cleared per Common Workflows — Confirmation alert triage (Processing a New Booking — Step 5b / Step 6b after Notification triage — Step 4 / Step 5; finance-transactions-pending-pill.png, bookings-detail-transactions-approve-payment-modal.png); Upcoming imports ready for arrival week per Common Workflows — Confirmation to check-in handoff (booking-lifecycle-status-tabs-flow.mp4, workflows-operations-check-in-out-planning-view.png), pre-cancel and departure-week rent/fee arrears cleared per Common Workflows — Cancellation collections before void (Cancelling a Booking — Step 2 → Handling a Late Payment — Step 4b; finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png) and Common Workflows — Check-out collections before refund (Managing a Check-out — Step 6 → Handling a Late Payment — Step 4b; workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) before Canceled / Ready to Refund queues look inflated; departure-week duplicate transfers Reverted per Common Workflows — Check-out ledger cleanup before refund when Est. Refund or In Debt lag after tenant paid; Canceled-stay segment debt cleared per Common Workflows — Check-out vs cancellation (Cancelling a Booking — Step 6b — not Managing a Check-out — Step 7; workflows-cancel-booking-refund-modal-flow.mp4, bookings-list-canceled-tab.png) before Ended vs Canceled filters are compared; same-day turnover tickets scheduled per Common Workflows — Same-day turnover coordination when Operations → Check-in & Check-out shows departure + arrival on one unit same day; mid-stay → departure handoff per Common Workflows — Check-in to check-out handoff when Finance → Deposits lifecycle cards or departure-week In Debt look off; departure-week In Debt and Ended status on Managing a Check-out — Step 6 / Step 7 when occupancy or deposit queues look off; unread payment or booking alerts cleared in Notification triage — Step 5 after Dashboard Total Debt and Finance drill-downs agree (file Notification triage — Step 6 when row-click or read-state APIs fail). If a management lockout delayed this review, rerun Step 7 after Resetting a Management User Password — Step 3 and refresh Landlord MCP JWT.

When to file Vivin support vs self-serve reconciliation

Finish Step 7 self-serve checks (Pending receipts, manual blocks, Finance drill-downs, Services Marketplace add-ons) before you open a Vivin support ticket — Analytics load errors, Dashboard vs Finance mismatches after approval, and segment filters are usually operator workflows, not product defects. File Using in-app support when Vivin behaviour blocks reconciliation despite correct operator steps:

• Analytics red “We couldn’t load your portfolio KPIs” banner persists after Try again and a browser refresh — attach the month range and your user email on the New Support Ticket modal (Analytics module).
• Approve payments permission missing for your role while Finance → Transactions shows Pending rows that block Total Debt sign-off — attach a sample booking id and ledger screenshot.
• Landlord MCP or Tenant MCP external clients return persistent 403 / auth errors after you refreshed the management JWT — see Resetting a Management User Password — Troubleshooting first, then Using in-app support — When to use in-app support.

Use the Help & Support drawer from Finance or Analytics so screenshots stay in context. If a management lockout delayed this review, recover access with Resetting a Management User Password before you rerun Step 7 — refresh Landlord MCP Bearer JWT after Step 3 there; catch up unread payment or utility alerts in Notification triage — Step 5 (file Step 6 when row-click fails), finish Entering Monthly Utility Bills — Step 5 / Step 4b when bill entry lagged during lockout, then rerun Dashboard Total Debt reads below. When Sales → Multicalendar still shows blocked days after you cleared manual holds, continue Manual block hygiene — Step 6 before you file support. When /notifications row-click or read-state APIs fail during month-end cleanup, continue Notification triage — Step 6.

Optional — Tab switching walkthrough

Walkthrough: Occupancy → ADR → RevPAR → Maintenance → Overview with one shared month range.

Full pairing matrix: Portfolio KPI review section cross-reference.

Portfolio KPI review section cross-reference

Use this table when one step in this workflow naturally leads into another module, concept page, or downstream workflow — each row links to the docs you should read before or after that step.

| Workflow step / section | Pair with these docs | | --------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Step 1 — Open Analytics and set the range | Analytics (KPI workspace), Settings > Users and roles, Deep Links — Analytics, Landlord MCP — Read-only and intelligence (get-booking-summary before wide month ranges; no Analytics MCP export), Landlord MCP — How it connects (account-scoped JWT for external KPI clients) | | Step 2 — Scan Overview | Dashboard module, FAQ — Analytics (KPI workspace), Landlord MCP — Read-only and intelligence (get-booking-summary; contrast with Tenant MCP booking-scoped tools) | | Step 3 — Revenue and occupancy depth | Sales — Multicalendar, Finance — Contract Values, Settings > Categories, Manual block hygiene, Automation & AI — Workflow pairing for surface choice, Landlord MCP — Bookings, properties, and listings (get-property, get-listing with unavailabilities, list-listings when Ranking points at one asset), Landlord MCP — Extended account tools (list-bookings, get-booking, get-listing-pricing-table; set-listing-pricing-month write tool needs listings permissions), Landlord MCP — Read-only and intelligence (get-vacant-units-next-month when occupancy bars look suppressed) | | Step 4 — ADR and RevPAR (pricing efficiency) | Sales — Pricing tab, Bookings — Timeline view, Landlord MCP — Extended account tools (get-listing-pricing-table, set-listing-pricing-month; write tools need listings permissions) | | Step 5 — Maintenance workload | Operations module, Operations — Linking cash flows to a ticket, Glossary — Draft ticket (display status), Glossary — Ticket — linked cash flows, Landlord MCP — Extended account tools (list-tickets, get-ticket, create-ticket, update-ticket, add-ticket-comment; ticket close and Cost allocation remain operator UI) | | Step 6 — Segment weak metrics (optional) | Listings — Portfolio toolbar, Finance — Other filters, Finance — Tenant category filter, Bookings — Other filters, Tenants — Tenant category filter, Settings > Tenant categories, Settings > Emails — Communication Rules audience, Services Marketplace (ancillary portal Income when segment filters do not explain revenue), Manual block hygiene (occupancy dip before segment or rate changes), Manual block hygiene — Step 6 (calendar edits still blocked after segment review), Managing a Check-out — Step 6 (departure-week In Debt on one segment), Entering Monthly Utility Bills — Step 4 (utility overage on one segment), Entering Monthly Utility Bills — Step 6 (bill math blocked during segment review), Cancelling a Booking — Step 6b (Canceled stays inflating segment debt), Resetting a Management User Password — Step 3 (lockout-delayed segment pass), Notification triage — Step 4 (alert-driven entry before segment filters), Glossary — Tenant category, Common Workflows — Portfolio segmentation by tenant category, Handling a Late Payment — Step 6 (segment MCP habit), Managing a Check-in — Step 6 (arrival-week segment escalation), Automation & AI — Workflow pairing for surface choice, Landlord MCP — Read-only and intelligence (get-booking-summary before wide segment filters), Landlord MCP — Extended account tools (list-bookings, list-tenants, get-tenant, get-tenant-bookings, get-listing-pricing-table; set-listing-pricing-month write tool needs listings permissions), Tenant MCP — Property, payments, and portal tools (get-tenant-info to confirm category on sample bookings; get-payment-info for per-reservation receivables outliers), Tenant MCP — Booking and contract data (list-bookings-by-email when segment review started from a tenant message) | | Step 7 — Reconcile with Sales and Dashboard | Dashboard module, Manual block hygiene, Entering Monthly Utility Bills, Entering Monthly Utility Bills — Step 5 (Missing bill gaps before escalation), Entering Monthly Utility Bills — Step 6 (AI extraction or overage posting blocked at month-end), Handling a Late Payment, Handling a Late Payment — Step 6 (segment-wide arrears after Step 7), Processing a New Booking — Step 5b, Processing a New Booking — Step 6b, Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6b (collections-week transfers still pending at month-end), Managing a Check-in — Step 3b, Managing a Check-in — Step 6b, Entering Monthly Utility Bills — Step 4b, Cancelling a Booking — Step 2a, Cancelling a Booking — Step 6b, Managing a Check-out — Step 6 (departure-week In Debt during sign-off), Managing a Check-out — Step 6b, Managing a Check-out — Step 7 (occupancy or deposit queues when Ended lags), Notification triage — Step 4, Notification triage — Step 5, Notification triage — Step 6 (row-click or read-state blocked during month-end cleanup), Finance — Overview tab, Finance — Pending manual payments, Services Marketplace (ancillary portal Income during Finance reconciliation), Payment Allocation — Correcting mistaken receipts, Using in-app support (When to use in-app support, Help & Support drawer), Resetting a Management User Password (lockout-delayed month-end catch-up; refresh MCP JWT after Step 3), Tenant MCP — Property, payments, and portal tools (get-payment-info), Landlord MCP — Read-only and intelligence (get-vacant-units-next-month, get-upcoming-move-ins, get-listing-calendar), Landlord MCP — Extended account tools (list-payments, get-payment), Glossary — Dashboard KPI cards, Glossary — Occupancy Forecast (Dashboard), Glossary — Cash Flow Forecast (Dashboard), Glossary — Finance income status, Glossary — Cash flow forecast (Finance Overview), Glossary — Finance Debt Aging, Glossary — Uncovered Debt, Glossary — Vacant Units (Dashboard), Glossary — Pending manual in-payment (Finance), Glossary — Credit note (payment reject/revert), FAQ — Manual receipt still pending, FAQ — Dashboard Total Debt subtitle, AI usage API (internal LLM cost poll at month-end), FAQ — How do I see AI token usage for my account? | | Lockout catch-up after password recovery | Month-end sign-off delayed by sign-in lockout | Common Workflows — Lockout catch-up, Step 7, Resetting a Management User Password — Step 3 | | Pending manual receipt approval | Month-end Pending queue during Step 7 | Common Workflows — Pending manual receipt approval, Step 7, Finance — Pending manual payments | | Reject/revert mistaken receipts | Duplicate receipts found during reconciliation | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts, Step 7 | | Partly collected security deposit | Security deposits only partly collected during Step 7 sign-off | Common Workflows — Partly collected security deposit, Step 7, Finance — Deposits status summary cards, Glossary — Deposit lifecycle status, FAQ — Partly collected security deposit | | Same-day turnover coordination | Multicalendar turnover gaps on Step 7 month-end sign-off | Common Workflows — Same-day turnover coordination, Step 7 — Reconcile with Sales and Dashboard, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Occupancy Ranking dip — segment filters look healthy | Common Workflows — Occupancy KPI to block hygiene handoff, Step 3 — Revenue and occupancy depth, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Directory list load failures | Analytics / Dashboard / Finance lists fail during Step 7 sign-off | Common Workflows — Directory list load failures, Step 7 — Reconcile with Sales and Dashboard, FAQ — Directory list load failures (analytics-kpi-load-failure.png, dashboard-partial-data-load-failure.png) | | Confirmation alert triage | Lingering Upcoming alerts inflate month-end Total Debt | Common Workflows — Confirmation alert triage, Step 7 — Reconcile with Sales and Dashboard, FAQ — Processing a New Booking hub (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png) | | Portfolio segmentation by tenant category | Segment-scoped KPI and debt review | Common Workflows — Portfolio segmentation, Step 6, Bookings — Other filters, Finance — Tenant category filter | | Rent reduction after invoicing | Month-end repricing sign-off during Step 7 | Common Workflows — Rent reduction after invoicing, Step 7 — Reconcile with Sales and Dashboard, Glossary — Invoiced floor (rent) (bookings-detail-change-monthly-rent-modal.png, bookings-rent-reduction-invoiced-floor-flow.mp4) | | Month-end invoicing (fixed date) | Month-end Issue allocation sign-off during Step 7 | Common Workflows — Month-end invoicing (fixed date), Step 7 — Reconcile with Sales and Dashboard, FAQ — Month-end invoicing (fixed date) hub (settings-invoicing-invoice-date-toggle.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) | | Bulk Hostkit invoicing | Month-end Issue allocation sign-off during Step 7 | Common Workflows — Bulk Hostkit invoicing, Step 7 — Reconcile with Sales and Dashboard, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Utility overage collections | Segment In Debt includes utility overage lines | Common Workflows — Utility overage collections, Step 7 — Reconcile with Sales and Dashboard, Entering Monthly Utility Bills — Step 4 (utilities-allocations-row-breakdown-expanded.png, utilities-allocations-review-flow.mp4) | | Check-out final utilities handoff | Month-end Missing bills + departure utility sign-off | Common Workflows — Check-out final utilities handoff, Step 7 — Reconcile with Sales and Dashboard, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Month-end Ongoing entering departure week backlog | Common Workflows — Check-in to check-out handoff, Step 7 — Reconcile with Sales and Dashboard, Managing a Check-out — Step 1 (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) | | Check-out collections before refund | Month-end segment-wide departure arrears at sign-off | Common Workflows — Check-out collections before refund, Step 7 — Reconcile with Sales and Dashboard, Managing a Check-out — Step 6 (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, finance-contract-values-in-debt-filter.png) | | Check-out ledger cleanup before refund | Month-end duplicate Pending / approved pairs at Step 7 sign-off | Common Workflows — Check-out ledger cleanup before refund, Step 7 — Reconcile with Sales and Dashboard, Managing a Check-out — Step 6 (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) | | Payment alert to receivables triage | Month-end payment overdue alert batch during Step 7 | Common Workflows — Payment alert to receivables triage, Step 7 — Reconcile with Sales and Dashboard, Handling a Late Payment — Payment alert to receivables triage (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Month-end Top debtors / Dashboard Total Debt sign-off at Step 7 | Common Workflows — Finance debt receivables triage, Step 7 — Reconcile with Sales and Dashboard, Pending manual receipt approval (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Step 7 Debt Aging outliers → collections Steps 1–6 at month-end sign-off | | Finance Income status drill-down | Month-end Income Paid / Scheduled / In debt segments at Step 7 | Common Workflows — Finance Income status drill-down, Step 7 — Reconcile with Sales and Dashboard, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Month-end Cash flow forecast vs Analytics collections at Step 7 | Common Workflows — Cash flow forecast drill-down, Step 7 — Reconcile with Sales and Dashboard, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-day-view.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Month-end segment-wide pre-cancel arrears at Step 7 sign-off | Common Workflows — Cancellation collections before void, Step 7 — Reconcile with Sales and Dashboard, Cancelling a Booking — Step 2 (finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Wrong tenant on a booking | Change tenant vs Delete during month-end sign-off | Common Workflows — Wrong tenant on a booking, Step 7 — Reconcile with Sales and Dashboard, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Portfolio retirement decisions | Building Archive vs reservation cleanup during Step 7 sunsetting review | Common Workflows — Portfolio retirement decisions, Cancel Booking vs Delete Booking, Step 7, Manual block hygiene (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Cancel Booking vs Delete Booking | Month-end ledger gaps after mistaken Delete (#1897) | Common Workflows — Cancel Booking vs Delete Booking, FAQ — Manual payments after Delete Booking, Step 7 (bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) |

---

Related

Pair with other Portfolio KPI review guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths. Pair Documentation map & escalation with Common Workflows hub — Documentation map & escalation; pair Upstream & downstream workflows with Common Workflows — Workflow cross-reference. Topic-to-section pairing in sections above: Portfolio KPI review section cross-reference. Full hub matrix: Common Workflows section cross-reference.

Documentation map & escalation

Pair with other Portfolio KPI review guide sections

Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Common Workflows hub — Documentation map & escalation. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Common Workflows — Hub pairing matrix across all operator guides
• Getting Started — Management shell before you run this workflow
• Glossary — Term definitions referenced in the steps above (including Uncovered Debt)
• FAQ — Analytics (KPI workspace) — When KPI figures disagree with Finance or Dashboard
• FAQ — Dashboard Total Debt subtitle — Headline vs >15 days subtitle on post-login / (Step 7)
• Get Help & Support — Escalate when Analytics fails to load or permissions block access

Upstream & downstream workflows

Pair with other Portfolio KPI review guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Manual block hygiene (section cross-reference; Deeper workflow reads; hub) — Audit pass for stale manual holds when occupancy dips (Step 7)
• Entering Monthly Utility Bills (section cross-reference; Deeper workflow reads; hub) — Close Missing utility bill gaps surfaced during Step 7
• Entering Monthly Utility Bills — Step 5 (section cross-reference; Deeper workflow reads; hub) — Missing toggle and Days Missing Data before escalation (Step 7 sign-off)
• Entering Monthly Utility Bills — Step 6 (section cross-reference; Deeper workflow reads; hub) — AI extraction or overage posting defects during Step 7 utility bill review; lockout catch-up via Resetting a Management User Password — Step 3 (section cross-reference; Deeper workflow reads; hub)
• Handling a Late Payment — Step 6b (section cross-reference; Deeper workflow reads; hub) — Collections Pending receipts before month-end Total Debt sign-off (Step 7)
• Notification triage — Step 4 (section cross-reference; Deeper workflow reads; hub) — Alert-driven entry when payment rows deep-link into bookings before Step 7 Dashboard reads
• Notification triage — Step 5 (section cross-reference; Deeper workflow reads; hub) — Clear payment or booking alerts after debt or occupancy review
• Notification triage — Step 6 (section cross-reference; Deeper workflow reads; hub) — Row-click or read-state defects during month-end alert cleanup (Step 7)
• Managing a Check-out — Step 6 (section cross-reference; Deeper workflow reads; hub) — Departure-week In Debt on one tenant segment during Step 6
• Entering Monthly Utility Bills — Step 4 (section cross-reference; Deeper workflow reads; hub) — Utility overage lines when segment In Debt does not match rent alone (Step 6)
• Cancelling a Booking — Step 6b (section cross-reference; Deeper workflow reads; hub) — Canceled stays inflating segment debt during Step 6
• Managing a Check-out — Step 7 (section cross-reference; Deeper workflow reads; hub) — Ended status and deposit queues when occupancy looks off during Step 7 sign-off
• Manual block hygiene — Step 6 (section cross-reference; Deeper workflow reads; hub) — Calendar or Multicalendar blocks persist after Step 7 manual-hold pass
• Common Workflows — Handling a Late Payment collections hub — Triage surfaces → collections Steps 1–6 when Step 7 Debt Aging outliers need operator follow-through
• Handling a Late Payment (section cross-reference; Deeper workflow reads; hub) — Collections follow-up when Debt Aging points to live balances
• Handling a Late Payment — Step 6 (section cross-reference; Deeper workflow reads; hub) — Segment-wide arrears escalation after Step 7 reconciliation still shows high Total Debt
• Resetting a Management User Password (section cross-reference; Deeper workflow reads; hub) — Recover access when a lockout delayed month-end Step 7; refresh Landlord MCP JWT after Step 3
• Using in-app support (section cross-reference; Deeper workflow reads; hub) — Vivin product tickets when Analytics load, approval permissions, or MCP auth block Step 7 sign-off
• Processing a New Booking — Step 5b (section cross-reference; Deeper workflow reads; hub) — Approve confirmation receipts before month-end Total Debt reads (Step 7)
• Handling a Late Payment — Step 4b (section cross-reference; Deeper workflow reads; hub) — Same Pending pill habit for collections receipts during Step 7
• Managing a Check-in — Step 3b (section cross-reference; Deeper workflow reads; hub) — Move-in receipt approval when arrival-week rows still show pending (Step 7)
• Managing a Check-in — Step 6b (section cross-reference; Deeper workflow reads; hub) — Month-end Pending pill triage for lingering arrival-week receipts (Step 7)
• Processing a New Booking — Step 6b (section cross-reference; Deeper workflow reads; hub) — Month-end Pending confirmation receipts still on the ledger (Step 7)
• Cancelling a Booking — Step 6b (section cross-reference; Deeper workflow reads; hub) — Lingering settlement receipts and stale cancellation alerts (Step 7)
• Managing a Check-out — Step 6b (section cross-reference; Deeper workflow reads; hub) — Departure-week Pending receipts before Ready To Refund (Step 7)
• Managing a Check-out & Deposit Refund (section cross-reference; Deeper workflow reads; hub) — Finance → Deposits when KPI review surfaces overdue refunds

Navigation & bookmarks

Pair with other Portfolio KPI review guide sections

Bookmark routes pair with Management Frontend Deep Links and Create New menu. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Deep Links — Analytics — Bookmarkable /analytics/* tab routes
• Analytics (KPI workspace) — Full module reference

Concepts & settings that shape this workflow

Pair with other Portfolio KPI review guide sections

Concept and settings bullets pair with Concepts hub subsection index and Concept cross-reference and Account Settings — Tab cross-reference. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Booking Lifecycle — Status context when reconciling occupancy with live bookings (section cross-reference; Deeper workflow reads; hub)
• Integrations & Distribution — Multichannel occupancy vs Analytics charts (section cross-reference; Deeper workflow reads; hub)
• Services Marketplace — Ancillary portal Income during Step 7 Finance review (section cross-reference; Deeper workflow reads; hub)
• Tenant Portal — Portal adoption and online-payment KPIs during Finance reconciliation (section cross-reference; Deeper workflow reads; hub)
• FAQ — Tenant contract signing blocked — No PDF yet, mandatory Your Details gates, category locks, or Lease purpose; portal signing vs paper upload on Contract Info
• Automation & AI — In-product AI and MCP clients to cross-check KPI answers (section cross-reference; Deeper workflow reads; hub)
• Landlord MCP — Account-scoped get-booking-summary (Step 2), list-tickets, get-ticket, create-ticket, update-ticket, and add-ticket-comment (Step 5; Cost allocation remains operator UI), get-property, get-listing (unavailabilities), list-listings, and get-listing-pricing-table (Step 3 Ranking drill-down); get-booking-summary, list-bookings, list-tenants, get-tenant, and get-tenant-bookings (Step 6 segment filters before account-wide portal or Communication Rule changes); get-vacant-units-next-month, get-upcoming-move-ins, get-listing-calendar, list-payments, and get-payment (Step 7); hub (section cross-reference; Deeper workflow reads; hub)
• Tenant MCP — Booking-scoped get-tenant-info to confirm category assignment on sample reservations during Step 6 segment review; get-payment-info for per-booking receivables outliers before mirroring filters on Finance; list-bookings-by-email when the segment review started from a tenant message; get-payment-info when Step 7 Debt Aging outliers need per-reservation validation against tenant-facing schedules (section cross-reference; Deeper workflow reads; hub)
• Notification triage — Step 4 — Tenant MCP get-payment-info, list-bookings-by-email, and notify-landlord when payment alerts followed Inbox threads; Landlord MCP for portfolio ledger reads
• Notification triage — Step 5 — Confirm tenant-facing balances with get-payment-info before Mark all as read
• Settings > Categories — Tag/type vocabulary on Sales and Finance filters (Step 6)
• Settings > Tenant categories — Segment portal rules and portfolio filters when Step 6 isolates one tenant category
• Settings > Invoicing & Payments — Payment deadlines behind Debt Aging (Step 7)

Analytics & sales surfaces

Pair with other Portfolio KPI review guide sections

Analytics & sales surfaces bullets pair with the matching topic rows in Portfolio KPI review section cross-reference. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Analytics — Overview tab — Multi-metric bar grid (Step 2)
• Sales — Overview tab — Listing-centric occupancy heatmaps (Step 7)
• Sales — Multicalendar — Vacant-window filters when reconciling occupancy dips
• Bookings — Timeline view — Gantt cross-check when Analytics occupancy disagrees with live reservations

Finance, utilities & operations surfaces

Pair with other Portfolio KPI review guide sections

Finance, utilities & operations surfaces bullets pair with the matching topic rows in Portfolio KPI review section cross-reference. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Finance — Overview tab — Reconcile Analytics revenue with receivables logic (Step 7)
• Handling a Late Payment — Step 1 — Collections follow-up when Total Debt or Debt Aging still look high after KPI review (Step 7)
• Notifications — Payment overdue alerts — Operator Payments category rows; row-click entry before Step 7 Dashboard Total Debt reads
• Payment Allocation — Correcting mistaken receipts — Approve, reject, and revert when Pending rows block month-end KPIs (Step 7)
• Tenant MCP — Property, payments, and portal tools — Per-booking get-tenant-info and get-payment-info when Step 6 segment review might change portal rules account-wide; list-bookings-by-email when the review started from a tenant message (Step 6); get-payment-info when Debt Aging outliers need tenant-facing schedule validation (Step 7)
• Finance — Other filters — Property, listing-tag, booking-tag, and Discounts scoping (Step 6)
• Finance — Tenant category filter — Receivables and deposit queues for one tenant segment (Step 6)
• Finance — Deposits tab — Refund queue and deposit disputes (Step 7)
• Utilities module — Days Missing Data and Missing bills during Step 7
• Operations — Linking cash flows to a ticket — Reconcile Maintenance spikes with contractor spend (Step 5)
• Audit — Discounts tab — Cross-portfolio discount KPIs during Step 7 revenue reconciliation

Deeper workflow reads

Pair with other Portfolio KPI review guide sections

Concept workflow reads pair with Concepts hub subsection index and Concept cross-reference. Each concept sub-guide reciprocates with [Deeper workflow reads](../workflows/portfolio-kpi-review.md#deeper-workflow-reads) anchors on Portfolio KPI review bullets — hub parity: Common Workflows hub — Deeper workflow reads. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Payment Allocation — Two-layer receipts, invoiced-floor rent, and reject/revert corrections (section cross-reference; Deeper workflow reads; hub)
• Landlord MCP — Account-scoped portfolio automation from external clients (section cross-reference; Deeper workflow reads; hub)
• Automation & AI — Channel map, chatbot, in-app assistant, and MCP clients (section cross-reference; Deeper workflow reads; hub)
• Integrations & Distribution — Marketplace calendar sync, booking imports, and white-label engine (section cross-reference; Deeper workflow reads; hub)
• Services Marketplace — Portal add-on catalogue and fulfilment on Payment plan (section cross-reference; Deeper workflow reads; hub)
• Management Frontend Deep Links — Bookmarkable management routes and notification deep links (section cross-reference; Deeper workflow reads; hub)

Deeper API reads

Pair with other Portfolio KPI review guide sections

API reads pair with API Reference hub subsection index and API guide cross-reference. Hub parity: Common Workflows — Deeper API reads. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Management session authentication — Operator JWT portfolio reads behind Landlord MCP month-range reconciliation (section cross-reference; Deeper workflow reads; hub)
• Listings & Availability — Partial listing pulls when reconciling occupancy with Sales and Analytics (Step 7) (section cross-reference; Deeper workflow reads; hub)
• Webhooks & Notifications — Inbound channel events that explain KPI drift vs operator filters (section cross-reference; Deeper workflow reads; hub)

Lockout catch-up after password recovery

Pair with other Portfolio KPI review guide sections

Month-end sign-off delayed by lockout pairs with Resetting a Management User Password before Step 7 — clear Notification triage — Steps 4–5, Pending manual receipt approval (finance-transactions-pending-pill.png), and Finance debt receivables triage (finance-overview-income-chart-debt-aging.png, dashboard-kpi-total-debt-tooltip.png) before you archive investor numbers. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Lockout catch-up after password recovery — Hub matrix when sign-in was restored mid-workflow
• Getting Started — Lockout catch-up after password recovery — Month-end backlog mesh
• Resetting a Management User Password — Step 3 — Upstream sign-in recovery
• Notification triage — Step 4 / Step 5 — Alert backlog before Step 7 (notifications-row-navigation-flow.mp4)
• Common Workflows — Pending manual receipt approval — Amber Pending mesh (finance-transactions-pending-pill.png)
• Common Workflows — Finance debt receivables triage — Total Debt / Debt Aging after approval
• Step 7 — Reconcile with Sales and Dashboard — Catch-up after lockout-delayed approval (dashboard-kpi-total-debt-tooltip.png)

Pending manual receipt approval

Pair with other Portfolio KPI review guide sections

Month-end Pending receipt mesh is central to Step 7 — pair Reject/revert mistaken receipts when duplicates sit in the amber Pending queue (Reject selected, not Approve). Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Finance debt receivables triage — Top debtors / Debt Aging after amber Pending queue clears (finance-overview-income-chart-debt-aging.png)
• Common Workflows — Pending manual receipt approval — Hub matrix when recorded transfers still await Approve payments (finance-transactions-pending-pill.png)
• Glossary — Pending manual in-payment (Finance) — Definition and three-surface triage
• Glossary — Pending manual receipt approval hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Pending manual receipt approval hub — Symptom table + per-guide/module mesh
• Common Workflows — Reject/revert mistaken receipts — Reject duplicate while pending; Revert approved duplicates before Debt Aging sign-off (finance-transactions-bulk-reject-selected-bar.png, bookings-detail-transactions-revert-modal-info-banner.png)
• Common Workflows — Finance debt receivables triage — Re-open Top debtors after ledger cleanup (finance-overview-income-chart-debt-aging.png)
• Step 7 — Reconcile with Sales and Dashboard — Pending pill triage when Total Debt lags
• Finance — Pending manual payments — Amber Pending chip
• Processing a New Booking — Step 6b — Confirmation mesh on same queue
• Processing a New Booking — Pending manual receipt approval — Confirmation Pending on Step 5b / Step 6b
• Handling a Late Payment — Pending manual receipt approval — Collections Pending on Step 4b / Step 6b
• Managing a Check-in — Pending manual receipt approval — Move-in Pending on Step 3b / Step 6b (finance-transactions-pending-approve-flow.mp4)
• Notification triage — Pending manual receipt approval — Alert-driven approval before Step 7 (notifications-row-navigation-flow.mp4)

Notification row-click navigation

Pair with other Portfolio KPI review guide sections

Month-end payment overdue alert batches pair with Notification triage — Step 4 during Step 7 — Reconcile with Sales and Dashboard — compare opened booking balance with Dashboard Total Debt before unread cleanup in Step 5. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Notification row-click navigation — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4, dashboard-kpi-total-debt-tooltip.png)
• Glossary — Notification row navigation — Target-field order and bell General contrast
• Glossary — Notification row navigation hub — Surface table + per-guide/module mesh
• FAQ — Notification row-click navigation hub — Month-end alert batch on Step 7 symptom table
• Dashboard Total Debt subtitle — Headline vs alert-opened booking during Step 7
• Step 7 — Reconcile with Sales and Dashboard — Debt Aging after alert row-click batch
• Notification triage — Step 4 — Alert-driven entry before Top debtors sign-off
• Pending manual receipt approval — Amber Pending before Top debtors (finance-transactions-pending-pill.png)
• Handling a Late Payment — Notification row-click navigation — Collections follow-through after triage

WhatsApp per-booking messaging

Pair with other Portfolio KPI review guide sections

Month-end tenant message backlog pairs with bell Inbox or Bookings → Communication during Step 7 — Reconcile with Sales and Dashboard — clear New WhatsApp message from … alerts before unread cleanup in Notification triage — Step 5. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — WhatsApp per-booking messaging — Hub matrix (inbox-module-overview.png, inbox-module-triage-flow.mp4, bookings-detail-communication-tab-whatsapp-thread.png)
• Glossary — WhatsApp per-booking messaging hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — WhatsApp per-booking messaging hub — Month-end message backlog on Step 7 symptom table
• Step 7 — Reconcile with Sales and Dashboard — Message triage alongside Total Debt sign-off
• Notification triage — WhatsApp per-booking messaging — Bell Inbox entry before Step 7
• Handling a Late Payment — WhatsApp per-booking messaging — Collections threads surfaced during month-end
• Entering Monthly Utility Bills — WhatsApp per-booking messaging — Utility overage threads in same review window
• Inbox module — Portfolio-wide triage before opening one booking

Bot reasoning (audit)

Pair with other Portfolio Kpi Review guide sections

Month-end bot quality review on Step 7 — expand Reasoning under mint Bot bubbles on Bookings → Communication → WhatsApp to audit automated replies before editing ChatBot persona or IF/THEN rules. Hub parity: Glossary — Bot reasoning (audit) hub · Common Workflows — Bot reasoning (audit). Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Bot reasoning (audit) — Hub matrix (bookings-detail-communication-tab-bot-reasoning-expanded.png)
• Glossary — Bot reasoning (audit) hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Bot reasoning (audit) hub — Symptom table for Reasoning vs ChatBot settings
• ChatBot settings — Bot reasoning audit — Read-only thread audit vs editable persona / IF/THEN
• Bookings — Communication tab — Reasoning control on Bot bubbles
• Glossary — ChatBot settings hub — Edit persona / IF/THEN after thread audit
• Step 7 — Reconcile with Sales and Dashboard — Workflow step where bot replies surface

ChatBot settings

Pair with other Portfolio Kpi Review guide sections

Pair Account Settings → ChatBot (Persona, IF/THEN, Status Bot) with thread review on Communication when month-end bot quality review on step 7. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — ChatBot settings — Hub matrix (settings-chatbot-tab-overview.png, settings-chatbot-status-bot-connected.png, settings-chatbot-save-rule-flow.mp4)
• Glossary — ChatBot settings hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — ChatBot settings hub — Symptom table for pairing, persona, and IF/THEN tuning
• ChatBot settings — Persona, IF/THEN rules, Status Bot WhatsApp pairing
• Glossary — Bot reasoning (audit) hub — Thread Reasoning audit after rule changes
• Onboarding a New Property — Step 4 — Setup-step pairing for tenant chatbot rules

Payment notification (operator)

Pair with other Portfolio KPI review guide sections

Month-end payment overdue and Pending manual in-payment alert batches pair with Notification triage — Step 4 during Step 7 — Reconcile with Sales and Dashboard before bulk mark-read. Hub parity: Common Workflows — Payment notification (operator). Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Payment notification (operator) — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4)
• Glossary — Payment notification (operator) — Three row types + opt-in layers
• FAQ — Payment notification (operator) hub — Symptom table + per-guide/module mesh
• Settings — Preferences — Notifications & emails — Account Receive payment notifications master
• Settings — Interface language — Your email preferences — Per-user Payment notification emails
• Step 7 — Reconcile with Sales and Dashboard — Month-end alert batch sign-off
• Pending manual receipt approval — Total Debt lag until Approve
• Payment alert to receivables triage — Ongoing/Ended contrast during KPI review
• Dashboard Total Debt subtitle — KPI vs single-booking alert triage

Payment alert to receivables triage

Pair with other Portfolio KPI review guide sections

Month-end payment overdue alert batches pair with Notification triage — Step 4 during Step 7 — Reconcile with Sales and Dashboard — compare opened booking balance with Dashboard Total Debt before unread cleanup in Step 5. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Payment alert to receivables triage — Hub matrix (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4, dashboard-kpi-total-debt-tooltip.png)
• Glossary — Payment alert to receivables triage — Ongoing/Ended payment overdue before Debt Aging
• Glossary — Payment alert to receivables triage hub — Surface table + per-guide/module mesh
• FAQ — Payment alert to receivables triage hub — Month-end alert batch on Step 7 symptom table
• Dashboard Total Debt subtitle — Headline vs alert-opened booking during Step 7
• Step 7 — Reconcile with Sales and Dashboard — Debt Aging after alert row-click batch
• Notification triage — Step 4 — Alert-driven entry before Top debtors sign-off
• Pending manual receipt approval — Amber Pending before Top debtors (finance-transactions-pending-pill.png)
• Handling a Late Payment — Payment alert to receivables triage — Collections follow-through after triage

Finance debt receivables triage

Pair with other Portfolio KPI review guide sections

Month-end receivables sign-off pairs with Step 7 — Reconcile with Sales and Dashboard — clear amber Pending on Pending manual receipt approval before Top debtors / Dashboard Total Debt. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Finance debt receivables triage — Hub matrix (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, dashboard-kpi-total-debt-tooltip.png)
• Dashboard Total Debt subtitle — Headline vs >15 days subtitle before Step 7
• Step 7 — Reconcile with Sales and Dashboard — Debt Aging / Top debtors month-end sign-off
• Pending manual receipt approval — Amber Pending before Top debtors (finance-transactions-pending-pill.png)
• Common Workflows — Payment alert to receivables triage — Alert batch during Step 7 (notifications-row-navigation-flow.mp4)
• Handling a Late Payment — Finance debt receivables triage — Collections follow-through after triage
• Glossary — Finance debt receivables triage hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Finance debt receivables triage hub — Month-end Top debtors symptom table

Handling a Late Payment collections

Pair with other Portfolio KPI review guide sections

Month-end Debt Aging outliers on Step 7 — Reconcile with Sales and Dashboard may need operator Handling a Late Payment — Steps 1–6 follow-through after triage surfaces. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Handling a Late Payment collections hub — Hub matrix (finance-overview-income-chart-debt-aging.png, dashboard-kpi-total-debt-tooltip.png)
• Step 7 — Reconcile with Sales and Dashboard — Month-end Total Debt sign-off
• Finance debt receivables triage — Top debtors before collections outreach
• Handling a Late Payment — Steps 1–6 — Collections follow-through after KPI outliers
• Pending manual receipt approval — Clear Pending before Step 7 sign-off
• Glossary — Handling a Late Payment collections hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Handling a Late Payment collections hub — Month-end collections symptom table

Reject/revert mistaken receipts

Pair with other Portfolio KPI review guide sections

Duplicate receipts discovered during KPI reconciliation pair with Finance debt receivables triage (re-check Top debtors / Dashboard Total Debt after Revert — Step 7 sign-off), Pending manual receipt approval (clear Pending queue before Revert on approved duplicates), and Payment Allocation — Correcting mistaken receipts. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Reject/revert mistaken receipts — Hub matrix when duplicate receipts need Reject / Revert

• Glossary — Credit note warning (reject/revert) — Modal banners and Not issued credit note queue

• Glossary — Reject/revert mistaken receipts hub — Surface table + per-guide/module mesh reciprocal hub

• Glossary — Credit note warning (reject/revert) hub — Modal-banner surface table + per-guide/module mesh

• FAQ — Credit note warning (reject/revert) hub — Symptom table + per-guide/module mesh

• Common Workflows — Pending manual receipt approval — Approve legitimate pending rows before Revert (finance-transactions-pending-approve-flow.mp4)

• Payment Allocation — Correcting mistaken receipts — Duplicate receipts during Step 7

• Glossary — Credit note (payment reject/revert) — Invoiced duplicate follow-up

• Finance — Row actions on in-payment rows — Bulk Reject selected (finance-transactions-bulk-reject-selected-bar.png)

• Step 7 — Reconcile with Sales and Dashboard — Revert approved duplicates before Debt Aging sign-off (bookings-detail-transactions-revert-modal-info-banner.png)

• Common Workflows — Finance debt receivables triage — Re-check Top debtors only after ledger cleanup

• Processing a New Booking — Reject/revert mistaken receipts — Confirmation mesh on Step 5b

• Handling a Late Payment — Reject/revert mistaken receipts — Collections mesh on Step 4b

• FAQ — Reject/revert mistaken receipts hub — Month-end duplicate symptom table

Month-end invoicing (fixed date)

Pair with other Portfolio KPI review guide sections

Step 7 — Reconcile with Sales and Dashboard month-end sign-off — save fixed Invoice date in Settings → Invoicing before bulk Issue allocation / Invoice selected; toggle Use today back on after the batch. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Month-end invoicing (fixed date) — Hub matrix (settings-invoicing-invoice-date-toggle.png, finance-transactions-fixed-invoice-date-banner.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png)
• Step 7 — Reconcile with Sales and Dashboard — Month-end Issue allocation sign-off
• Invoicing — Default invoice date — Toggle + date picker before Step 7 export
• Finance — Month-end invoicing with a fixed date — Amber banner layouts on Transactions
• Common Workflows — Bulk Hostkit invoicing — Same bulk toolbar + Hostkit pacing
• FAQ — Month-end invoicing (fixed date) hub — Symptom table when document dates drift

Bulk Hostkit invoicing

Pair with other Portfolio KPI review guide sections

Month-end Issue allocation / Invoice selected during Step 7 pairs with Month-end invoicing (fixed date) (save fixed Invoice date before bulk export — finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) and Rent reduction after invoicing when Change monthly rent clamps exported months — not Hostkit slowness. Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Bulk Hostkit invoicing — Hub matrix: Hostkit pacing + bulk toolbar (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png)
• FAQ — Bulk Hostkit invoicing hub — Symptom table + per-guide mesh
• Common Workflows — Month-end invoicing (fixed date) — Fixed Invoice date before bulk export (settings-invoicing-invoice-date-toggle.png, finance-transactions-fixed-invoice-date-banner.png)
• Common Workflows — Reject/revert mistaken receipts — Issue credit notes (N) after invoiced Reject / Revert (bookings-detail-transactions-reject-modal-credit-note-banner.png)
• FAQ — Bulk Hostkit invoicing slow — HTTP 429 pacing — leave batch running; refresh Transactions before re-issue
• Step 7 — Reconcile with Sales and Dashboard — Month-end Issue allocation sign-off
• Finance — Invoice automation — Bulk Issue allocation / Invoice selected

Utility overage collections

Pair with other Portfolio KPI review guide sections

Segment In Debt that does not match rent alone on Step 7 — Reconcile with Sales and Dashboard may include utility overage lines — pair Entering Monthly Utility Bills — Step 4 and Step 5 before investor numbers — hub: Common Workflows — Utility overage collections. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Utility overage collections — Hub matrix (utilities-allocations-row-breakdown-expanded.png, finance-contract-values-in-debt-filter.png, utilities-allocations-review-flow.mp4)
• Step 7 — Reconcile with Sales and Dashboard — Month-end overage arrears sign-off
• Entering Monthly Utility Bills — Step 4 — Overage lines when segment debt ≠ rent
• Entering Monthly Utility Bills — Step 5 — Days Missing Data before segment repricing
• Handling a Late Payment — Step 6 — Segment-wide overage collections escalation
• Managing a Check-out — Step 6 — Departure-week utility subset during Step 6 review

Check-out final utilities handoff

Pair with other Portfolio KPI review guide sections

Month-end sign-off on Step 7 — Reconcile with Sales and Dashboard pairs Entering Monthly Utility Bills — Step 5 (Missing gaps) with departure-week Managing a Check-out — Step 6 — hub: Common Workflows — Check-out final utilities handoff. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out final utilities handoff — Hub matrix (utilities-allocations-review-flow.mp4, utilities-bills-tab-missing-toggle.png, bookings-detail-payment-plan-tab-schedule.png)
• Step 7 — Reconcile with Sales and Dashboard — Month-end departure utility sign-off
• Entering Monthly Utility Bills — Step 5 — Days Missing Data on departing units
• Entering Monthly Utility Bills — Step 4 — Final overage lines when segment debt ≠ rent
• Managing a Check-out — Step 6 — Departure-week settlement backlog during Step 7 review
• Handling a Late Payment — Step 6 — Segment-wide departure overage escalation

Check-in to check-out handoff

Pair with other Portfolio KPI review guide sections

Month-end sign-off on Step 7 — Reconcile with Sales and Dashboard should scan Operations → Check-in & Check-out for Ongoing stays entering departure week — hub: Common Workflows — Check-in to check-out handoff. Hub parity: Common Workflows — Check-out final utilities handoff. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-in to check-out handoff — Hub matrix (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png)
• Glossary — Check-in to check-out handoff hub — Surface table + per-guide/module mesh
• Step 7 — Reconcile with Sales and Dashboard — Month-end departure-week backlog review
• Managing a Check-out — Step 1 — Downstream Check-outs planning
• Entering Monthly Utility Bills — Step 5 — Missing on departing units during Step 7
• Handling a Late Payment — Step 1 — Ongoing arrears before departure week
• FAQ — Managing a Check-out hub — Departure-week symptom table

Check-out collections before refund

Pair with other Portfolio KPI review guide sections

Month-end departure arrears sign-off on Step 7 — Reconcile with Sales and Dashboard pairs with Handling a Late Payment — Step 1 on Finance → Contract Values In Debt before investor numbers ship — hub: Common Workflows — Check-out collections before refund. Distinct from utility Check-out final utilities handoff. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out collections before refund — Hub matrix (workflows-check-out-coordination-flow.mp4, finance-contract-values-in-debt-filter.png, finance-overview-income-chart-debt-aging.png)
• Step 7 — Reconcile with Sales and Dashboard — Month-end departure arrears backlog review
• Handling a Late Payment — Step 1 — Collections follow-through on segment In Debt
• Managing a Check-out — Step 6 — Per-booking settlement before refund queue
• Common Workflows — Finance debt receivables triage — Debt Aging / Top debtors during Step 7
• FAQ — Managing a Check-out hub — Departure-week symptom table

Check-out ledger cleanup before refund

Pair with other Portfolio KPI review guide sections

Month-end duplicate Pending / approved transfer pairs on Step 7 — Reconcile with Sales and Dashboard pair with Reject selected / Revert on Finance → Transactions before Debt Aging export — hub: Common Workflows — Check-out ledger cleanup before refund. Distinct from rent Check-out collections before refund. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Check-out ledger cleanup before refund — Hub matrix (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png)

• Step 7 — Reconcile with Sales and Dashboard — Month-end duplicate cleanup sign-off

• Reject/revert mistaken receipts — Reject while pending; Revert approved duplicates

• Pending manual receipt approval — Clear legitimate Pending before Revert on duplicates

• Managing a Check-out — Step 6 — Per-booking settlement before refund queue

• FAQ — Reject/revert mistaken receipts hub — Month-end duplicate symptom table

• FAQ — Check-out ledger cleanup before refund hub — Symptom table for phantom In Debt / Ready To Refund blocked when tenant paid once

Cancellation collections before void

Pair with other Portfolio KPI review guide sections

Month-end segment-wide pre-cancel arrears on Step 7 — Reconcile with Sales and Dashboard pair with Cancelling a Booking — Step 2 before policy void queue — hub: Common Workflows — Cancellation collections before void. Distinct from departure-week Check-out collections before refund. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Cancellation collections before void — Hub matrix (finance-contract-values-in-debt-filter.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4)
• Step 7 — Reconcile with Sales and Dashboard — Month-end pre-cancel arrears sign-off
• Handling a Late Payment — Step 1 — Collections follow-through on segment In Debt
• Cancelling a Booking — Step 2 — Settlement before Step 4
• Common Workflows — Finance debt receivables triage — Debt Aging / Top debtors during Step 7
• FAQ — Cancelling a Booking hub — Pre-cancel symptom table

Rent reduction after invoicing

Pair with other guide sections

Goodwill repricing pairs with Bulk Hostkit invoicing when external credit notes need Issue credit notes (N) — same Hostkit pacing as first-time Issue allocation. Hub parity: Common Workflows — Rent reduction after invoicing. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Rent reduction after invoicing — Hub matrix: invoiced-floor modals + MP4 (bookings-detail-change-monthly-rent-modal.png, bookings-detail-contract-values-invoiced-floor-edit-amount.png, bookings-rent-reduction-invoiced-floor-flow.mp4)
• FAQ — Rent reduction after invoicing hub — Month-end repricing sign-off symptom table
• Common Workflows — Bulk Hostkit invoicing — Issue credit notes Hostkit pacing after external rent relief (finance-transactions-bulk-selection-bar.png)
• Glossary — Invoiced floor (rent) — Change monthly rent clamp vs Edit amount Save block
• FAQ — Lower rent below invoiced — External credit note path when in-product net cannot drop
• Bookings — Changing contract dates and rent — Repricing entry on booking sidebar
• Step 7 — Reconcile with Sales and Dashboard — Month-end repricing sign-off
• Finance — Invoiced floor and rent edits — Why edits start on the booking, not Transactions

Same-day turnover coordination

Pair with other Portfolio KPI review guide sections

Step 7 — Reconcile with Sales and Dashboard when Sales → Multicalendar shows turnover gaps on high-churn units — pair hub Common Workflows — Same-day turnover coordination before month-end rate cuts. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Same-day turnover coordination — Hub matrix (sales-multicalendar-tab.png, bookings-timeline-day-week-month-and-sidebar.mp4)
• Glossary — Same-day turnover coordination hub — Surface table + per-guide/module mesh
• Step 7 — Reconcile with Sales and Dashboard — Multicalendar turnover planning at month-end
• Managing a Check-out — Step 2 — Turnover ticket due date before incoming arrival
• Onboarding a New Property — Step 7 — Go-live Maintenances auto tickets on new inventory
• Sales — Multicalendar — Availability overlap without rent cells
• Glossary — Same-day turnover — Distinct from hold suppression

Occupancy KPI to block hygiene handoff

Pair with other Portfolio KPI review guide sections

When Step 3 — Revenue and occupancy depth Occupancy Ranking or heatmap cells look hold-suppressed — not segment- or rate-driven — continue hub Common Workflows — Occupancy KPI to block hygiene handoff into Manual block hygiene — Step 1 before you edit Settings → Tenant categories or Sales → Pricing. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Occupancy KPI to block hygiene handoff — Hub matrix (analytics-kpi-occupancy-tab.png, audit-manual-blocks-workspace.png, audit-manual-blocks-filter-scroll.mp4)
• Glossary — Occupancy KPI to block hygiene handoff hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Occupancy KPI to block hygiene handoff hub — Month-end Occupancy Ranking dip symptom table
• Step 3 — Revenue and occupancy depth — Upstream dip signal before block hygiene
• Step 6 — Segment weak metrics — Contrast segment-driven dips (not holds)
• Manual block hygiene — Downstream Audit and unit Calendar pass
• Glossary — Manual unavailability (manual block) — Hold vocabulary before rate cuts
• Glossary — Vacant Unit Preference — Include manual blocks vs hold suppression

Walkthrough: Analytics → Occupancy dip on Step 3 → Audit → Manual Blocks → unit Calendar hold removal → re-read Ranking.

Deposit missing on Finance Deposits

Pair with other Portfolio KPI review guide sections

Step 7 — Reconcile with Sales and Dashboard month-end deposit sign-off should clear the Finance → Deposits toolbar date range when lifecycle card counts look too low. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Deposit missing on Finance Deposits — Hub matrix (finance-deposits-date-range-toolbar-default.png, finance-deposits-date-range-clear-flow.mp4)
• Step 7 — Reconcile with Sales and Dashboard — Month-end deposit lifecycle sign-off
• Finance — Deposit lifecycle status cards — Card counts scope to the active date window
• Glossary — Finance Deposits date range — Default ~3 months intersection rule
• Partly collected security deposit — After clearing range, chase Partial paid shortfalls

Deposit lifecycle status

Pair with other Portfolio KPI review guide sections

Step 7 — Reconcile with Sales and Dashboard signs off deposit lifecycle queues — Partial paid, Ready to refund, and Disputed filters on Finance → Deposits. Hub parity: Common Workflows — Deposit lifecycle status. Full pairing matrix: Portfolio Kpi Review section cross-reference · Common Workflows section cross-reference.

• Step 7 — Reconcile with Sales and Dashboard — Month-end lifecycle sign-off
• Common Workflows — Deposit lifecycle status — Hub matrix
• Glossary — Deposit lifecycle status — depositStatus pill vocabulary
• Deposit missing on Finance Deposits — Clear toolbar range before card triage

Partly collected security deposit

Pair with other Portfolio KPI review guide sections

Step 7 — Reconcile with Sales and Dashboard should include deposit shortfall triage — not only rent arrears. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Partly collected security deposit — Hub matrix when Paid on the deposit is above zero but below Amount
• Step 7 — Reconcile with Sales and Dashboard — Month-end sign-off alongside Total Debt reads
• Finance — Deposit lifecycle status cards — Partial paid card for portfolio triage (#2091)
• Finance — Deposit status filter — Other filters → Deposit status → Partial paid on Bookings and Finance (#2090)
• Finance — Deposit lifecycle status cards — Deposit lifecycle status row on Finance → Deposits; click Partial paid for collection shortfalls (#2091)
• Operations — Tickets toolbar search — Paste the full sequential ticket ID (for example S259, T27) in toolbar Search (#2074)
• FAQ — Find a ticket by its ID — Paste the full sequential ticket ID (for example S259, T27) in Operations → Tickets toolbar Search (#2074)
• FAQ — Skip automatic check-in/out tickets for one booking — Turn off Use unit contract rents and other contract details on Add booking to reveal CI/CO ticket checkboxes (#1140)
• FAQ — Same-day turnovers — Check-out + check-in on one unit same day: Operations → Check-in & Check-out, Timeline / Multicalendar, turnover tickets
• FAQ — Manual payments after Delete Booking — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)
• Glossary — Directory list load failures — First-fetch directory failures show Retry / Try again; distinct from filter-empty states and booking-sidebar tab errors
• Glossary — Vacant Unit Preference — Include manual blocks counts operator holds as free on Dashboard / Sales vacancy surfaces (#1427)
• FAQ — Communication or Tickets load failure — Tab-scoped Refresh (Communication) or Retry (Tickets); other booking sidebar tabs stay usable
• FAQ — Partly collected security deposit — Distinct from Partial Paid rent on Payment Plan
• Managing a Check-in — Step 3 — Arrival-week shortfall chase

Directory list load failures

Pair with other Portfolio KPI review guide sections

Month-end sign-off on Step 7 — Reconcile with Sales and Dashboard needs loaded Analytics, Dashboard, Finance, Sales, and /notifications surfaces — Failed to load … + Retry / Try again is a first-fetch failure, not zero performance or an empty backlog. On Step 1 — Open Analytics and set the range, We couldn't load your portfolio KPIs is an Analytics workspace failure — pair Dashboard same-day snapshot while you Retry. Hub parity: Common Workflows — Directory list load failures · Glossary — Directory list load failures hub. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Directory list load failures — Hub matrix (analytics-kpi-load-failure.png, dashboard-partial-data-load-failure.png, notifications-module-load-failure.png)
• FAQ — Directory list load failures hub — Month-end KPI sign-off when directories fail (Step 7)
• Step 1 — Open Analytics and set the range — Analytics workspace Try again before trusting blank charts
• Step 7 — Reconcile with Sales and Dashboard — Dashboard / Finance / Sales list Retry before month-end sign-off
• Analytics — Directory list load failures — KPI workspace first-fetch pattern
• Dashboard — Directory list load failures — Post-login / aggregate banner Retry
• Notification triage — Step 2 — /notifications Try again before alert cleanup in Step 7
• FAQ — Directory list load failures — Whole-module vs filter-empty state

Confirmation to check-in handoff

Pair with other Portfolio KPI review guide sections

Month-end sign-off on Step 7 — Reconcile with Sales and Dashboard should clear lingering Upcoming confirmation backlog — finish Processing a New Booking — Step 6b on confirmation Pending receipts before you trust arrival-week planning reads. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Confirmation to check-in handoff — Hub matrix (booking-lifecycle-status-tabs-flow.mp4, finance-transactions-pending-pill.png)
• Glossary — Confirmation to check-in handoff — Upcoming portal gates → arrival week ~7 days before move-in
• Glossary — Confirmation to check-in handoff hub — Surface table + per-guide/module mesh
• Step 7 — Reconcile with Sales and Dashboard — Month-end Upcoming backlog sign-off
• Processing a New Booking — Step 6b — Confirmation Pending mesh
• Notification triage — Step 4 — Alert-driven entry before sign-off
• Managing a Check-in — Step 1 — Downstream after backlog clears
• Pending manual receipt approval — Total Debt lags while receipts stay pending
• FAQ — Confirmation to check-in handoff — Month-end handoff symptom table

Confirmation alert triage

Pair with other Portfolio KPI review guide sections

Month-end sign-off on Step 7 — Reconcile with Sales and Dashboard should clear lingering Upcoming Booking created / Payment received alerts — row-click via Notification triage — Step 4, run Processing a New Booking — Step 6b on confirmation Pending receipts, then Notification triage — Step 5 before you trust Dashboard Total Debt. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Confirmation alert triage — Hub matrix (notifications-row-navigation-flow.mp4, finance-transactions-pending-pill.png)
• Glossary — Confirmation alert triage — Upcoming Booking created / Payment received before mark-read
• Glossary — Confirmation alert triage hub — Surface table + per-guide/module mesh
• Step 7 — Reconcile with Sales and Dashboard — Month-end alert cleanup before sign-off
• Processing a New Booking — Step 6b — Confirmation Pending mesh
• Notification triage — Step 4 — Alert-driven entry before Dashboard reads
• Pending manual receipt approval — Total Debt lags while receipts stay pending
• FAQ — Manual receipt still pending — Step 7 reconciliation symptom
• FAQ — Confirmation alert triage hub — Month-end alert cleanup symptom table

Portfolio segmentation by tenant category

Pair with other Portfolio KPI review guide sections

Step 6 — Segment weak metrics is the primary segmentation pass in this workflow — pair Common Workflows — Finance debt receivables triage when segment-scoped Top debtors or Contract Values → In Debt disagree with Analytics rankings. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Portfolio segmentation by tenant category — Hub matrix when workflows must align across reservations, receivables, and profiles
• Glossary — Portfolio segmentation by tenant category hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Portfolio segmentation by tenant category hub — Segment filter symptom table
• Step 6 — Segment weak metrics — Optional segment pass on rankings
• Bookings — Other filters — Tenant category on reservation segments
• Finance — Tenant category filter — Receivables segment pass
• Analytics — Tab overview — KPI charts with segment filters

Walkthrough: Bookings → Filters → Tenant category (No tenant category) on one property → Finance → Contract Values → Other filters mirror → Tenants toolbar No category filter → Analytics for month-end segment review.

Wrong tenant on a booking

Pair with other Portfolio KPI review guide sections

Month-end reconciliation on Step 7 — Reconcile with Sales and Dashboard may surface Upcoming rows where operators used Delete Booking instead of Change tenant — soft-archive hides Manual Transactions (#1897) while the valid stay needed a profile swap. Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Wrong tenant on a booking — Hub matrix (bookings-detail-change-tenant-modal.png, finance-transactions-type-summary-cards.png)
• Step 7 — Reconcile with Sales and Dashboard — Change tenant vs Delete during sign-off
• Cancel Booking vs Delete Booking — Ledger visibility after mistaken Delete
• Manual block hygiene — Wrong tenant on a booking — Month-end Change tenant vs Delete on Step 5
• Finance — Archived bookings on the ledger — System vs Manual buckets (#1897)
• Glossary — Wrong tenant on a booking hub — Surface table + per-guide/module mesh reciprocal hub
• FAQ — Wrong tenant on a booking — Symptom table

Portfolio retirement decisions

Pair with other Portfolio KPI review guide sections

Building sunsetting during Step 7 pairs with Cancel Booking vs Delete Booking for reservation-level void vs cleanup — Archive property is building scope only. Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Portfolio retirement decisions — Hub matrix: Archive property vs Cancel booking vs Delete Booking (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png)
• Glossary — Portfolio retirement decisions hub — Surface table + per-guide/module mesh reciprocal hub
• Cancel Booking vs Delete Booking — Reservation void vs soft-archive when Step 7 finds ledger gaps
• Step 7 — Reconcile with Sales and Dashboard — Month-end sign-off after portfolio cleanup
• FAQ — Portfolio retirement decisions — Three-way scope comparison
• FAQ — Archive a property — Edit property danger zone Archive / Unarchive
• Manual block hygiene — Portfolio sunsetting before building Archive
• Glossary — Archived property — Building-level retirement on Listings → Archived

Provider platform Delete Booking guard

Pair with other Portfolio KPI review guide sections

Month-end reconciliation on Step 7 — Reconcile with Sales and Dashboard may show ledger gaps after Delete Booking on reconciled stays — use Cancel when Manual Transactions must stay (#1897). Integration Delete attempts blocked by provider platform in-payment need Reject or assign first (#2076). Hub parity: Common Workflows — Provider platform Delete Booking guard. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Provider platform Delete Booking guard — Hub matrix (bookings-detail-delete-booking-provider-platform-error-toast.png, bookings-provider-platform-reject-delete-flow.mp4)
• Glossary — Provider platform Delete Booking guard hub — Surface table + per-guide/module mesh reciprocal hub
• Step 7 — Reconcile with Sales and Dashboard — Ledger gaps after soft-archive cleanup
• Cancel Booking vs Delete Booking — Month-end gaps when Manual Transactions matter (#1897)
• Glossary — Archived booking ledger visibility — System vs Manual buckets
• Bookings — Provider platform payment — Clear in-payment before Delete
• FAQ — Delete Booking on integration reservation — Integration guard (#2076)

Archived booking ledger visibility

Pair with other Portfolio KPI review guide sections

Month-end reconciliation on Step 7 — Reconcile with Sales and Dashboard may show ledger gaps after Delete Booking on reconciled stays — Manual Transactions hide for soft-archived reservations while vIBAN and credit card stay (#1897). Use Cancel when manual history must remain. Hub parity: Common Workflows — Archived booking ledger visibility. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Archived booking ledger visibility — Hub matrix (finance-transactions-type-summary-cards.png)
• Glossary — Archived booking ledger visibility hub — Surface table + per-guide/module mesh reciprocal hub
• Step 7 — Reconcile with Sales and Dashboard — Ledger gaps after soft-archive cleanup
• Cancel Booking vs Delete Booking — Month-end gaps when Manual Transactions matter
• Portfolio retirement decisions — Three-way Archive vs Cancel vs Delete
• Provider platform Delete Booking guard — Clear in-payment before Delete (#2076)
• Finance — Type summary cards — System vs Manual Transactions buckets
• FAQ — Manual payments after Delete Booking — Symptom table (#1897)

Walkthrough: Finance → Transactions manual transfer row → booking Transactions tab → Delete Booking → manual row disappears from the portfolio ledger while System Transactions (Virtual Iban) stay for reconciliation (#1897).

Archive property (building-level)

Pair with other Portfolio KPI review guide sections

Month-end sunsetting on Step 7 — Reconcile with Sales and Dashboard may include building Archive after holds and arrivals clear — Archive property preserves all Finance → Transactions rows unlike per-reservation Delete Booking. Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Archive property (building-level) — Hub matrix (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png)
• Glossary — Archive property (building-level) hub — Surface table + per-guide/module mesh reciprocal hub
• Step 7 — Reconcile with Sales and Dashboard — Month-end sunsetting review
• Portfolio retirement decisions — Three-way Archive vs Cancel vs Delete
• Manual block hygiene — Archive property (building-level) — Hold cleanup before Archive
• Archived booking ledger visibility — Delete ledger gaps vs building Archive
• Managing a Check-out — Archive property (building-level) — Last departure before sunsetting
• FAQ — Portfolio retirement decisions — Decision table

Walkthrough: Listings → Portfolio property edit → danger zone Archive (confirm dialog) → Listings → Archived tab → archived property edit → Unarchive (confirm dialog) for go-live recovery.

Cancel Booking vs Delete Booking

Pair with other Portfolio KPI review guide sections

Month-end ledger gaps after cleanup pair with Portfolio retirement decisions — building sunsetting uses Archive property, not per-reservation Delete. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: portfolio-kpi-review-section-cross-reference · Common Workflows section cross-reference.

• Common Workflows — Cancel Booking vs Delete Booking — Hub matrix (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4)
• Glossary — Cancel Booking vs Delete Booking hub — Surface table + per-guide/module mesh reciprocal hub
• Portfolio retirement decisions — Three-way Archive vs Cancel vs Delete scope table
• Step 7 — Reconcile with Sales and Dashboard — Reconcile System vs Manual Transactions after soft-archive (#1897)
• FAQ — Cancel Booking vs Delete Booking — Cancel for real stays; Delete for mistaken rows
• FAQ — Manual payments after Delete Booking — Manual Transactions hidden after soft-archive (#1897)
• FAQ — Delete Booking on integration reservation — Clear provider platform in-payment before Delete (#2076)
• Glossary — Archived booking ledger visibility — vIBAN / credit card stay; manual rows hidden
• Cancelling a Booking — Policy settlement workflow for real voids

Key glossary terms

Pair with other Portfolio KPI review guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Glossary — End-of-Booking cost split — Charge Time → End of Booking splits daily overage across every occupied unit; still-staying roommates stay in the denominator (#2111)

• Operations — Property-level ticket search — Property-name matches share the top relevance tier with unit hits; building-scoped rows float first under an active Property filter (#2089)

• Glossary — Change history — Operator-initiated edits on Listings setup and Bookings Changelog; create-time defaults excluded (#2093)

• FAQ — Booking Changelog scope — Operator-initiated edits only; create-time defaults excluded (#2093)

• Glossary — Archived booking ledger visibility — Delete Booking hides manual/provider_platform rows on Finance → Transactions; vIBAN and credit card stay visible (#1897)

• Bookings — Provider platform payment — Non-rejected provider platform in-payment blocks Delete Booking until Reject or assign (#2076)

• FAQ — Delete Booking on integration reservation — Clear pending provider platform in-payment with Reject or assign before soft-archive (#2076)

• Listings — Property edit sidebar pills — Setup / Full integration / Photos pills on property and unit edit sidebars; replaced the old Go to details shortcut (#2082)

• Glossary — Finance tenant category cache refresh — Recategorizing a tenant on Tenants → Tenant Info force-refreshes Finance caches so Contract Values, Overview, and Deposits filters match within seconds (#2088)

• FAQ — Finance tenant category filter parity — Finance Other filters drawer lists segments on cached bookings only; mirror Bookings / Tenants when a segment is missing

• FAQ — Assign tenant category for direct booking — Add booking has no category field; assign on Tenants → Tenant Info or + Create New → Tenant before contract mail

• Common Workflows — Month-end invoicing (fixed date) — Save fixed Invoice date before bulk export; toggle Use today back on after sign-off (finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png)

• FAQ — Bulk Hostkit invoicing slow — Month-end Issue allocation / Invoice selected batches pace Hostkit; refresh Transactions before re-issuing stuck rows

• Common Workflows — Rent reduction after invoicing — Invoiced floor when repricing after export; external credit notes then Issue credit notes (bookings-rent-reduction-invoiced-floor-flow.mp4)

• FAQ — Lower rent below invoiced — Before goodwill rent cuts on exported months, plan credit notes instead of expecting Change monthly rent to save lower nets

• FAQ — Reject or revert an incoming payment — Month-end duplicate receipt cleanup — Reject selected on Finance → Transactions before KPI reconciliation

• FAQ — Manual receipt still pending — Total Debt and Manual Payments lag until Approve payments clears the amber Pending chip in Step 7

• FAQ — Finance Income status drill-down — Reconcile Income In debt segments with Debt Aging before month-end sign-off (Step 7)

• FAQ — Bookings that owe money — Top debtors when Total Debt KPI disagrees with operator intuition (Step 7)

• Glossary — SIMAR water contract ID — SIMAR (Loures e Odivelas) water bills use Cód. Local in Connections — not Nº de Contador; leading zeros stripped (#2110)

• FAQ — SIMAR water bill property match — Cód. Local in Connections — not Nº de Contador; strip leading zeros (#2110)

• Glossary — Per-booking maintenance ticket opt-out — Add booking checkboxes skip automatic CI/CO tickets for one reservation only; property rule unchanged (#1140)

• FAQ — Cancel Booking vs Delete Booking — Cancel for real stays with settlement; Delete soft-archives mistaken/test rows (#1897 / #2076)

• Glossary — Archived property — Archive retires a building to Listings → Archived without deleting bookings; distinct from Delete Booking (reservation soft-archive) — Listings — Archived properties

• FAQ — Archive a property — Edit property sidebar Archive / Unarchive on Listings; building-level — not Delete Booking or Cancel booking

• FAQ — Portfolio retirement decisions — Archive property (building) vs Cancel booking vs Delete Booking (reservation soft-archive) — three-way decision table

• Common Workflows — Portfolio retirement decisions — Hub matrix (listings-archived-populated-table.png, listings-archived-unarchive-sidebar.png)

• Glossary — Portfolio retirement decisions hub — Surface table + per-guide/module mesh reciprocal hub

• Common Workflows — Cancel Booking vs Delete Booking — Refund dialog vs soft-archive (workflows-cancel-booking-refund-modal-flow.mp4)

• Glossary — Dashboard KPI cards — Post-login four-card grid vs Finance Overview seven-card strip (Step 7); Total Debt headline vs >15 days subtitle — hover info icon

• Glossary — Notification row navigation — /notifications row-click entry before Step 7 Dashboard Total Debt reads (alert-driven month-end habit)

• FAQ — Notification row-click navigation — On /notifications, row click marks unread then opens link, bookingId, tenantId, listingId, or propertyId (first match); Dashboard bell General rows stay in-panel unless link is set

• FAQ — Phone shows Operations only — Mobile phone user agent locks operators with Operations access to /operations; iPads and narrow desktop browsers keep the full module list

• Glossary — Occupancy Forecast (Dashboard) — Forward occupancy timeline and ADR (€) legend (Step 7)

• Glossary — Cash Flow Forecast (Dashboard) — Rent due timing vs Finance collections (Step 7)

• Glossary — Vacant Units (Dashboard) — Free-today list and leasing prioritization (Step 7)

• Glossary — Cash flow forecast (Finance Overview) — Actual collections vs Dashboard rent-due chart (Step 7)

• Glossary — Finance income status — Stacked Income chart and In debt drill-down when Analytics revenue disagrees with receivables (Step 7)

• FAQ — Finance Income status drill-down — Overview Income chart (Paid / Scheduled / In debt); click a segment for month-scoped payment-line modal; Debt Aging for booking-level receivables

• Glossary — Finance Debt Aging — Top debtors and overdue buckets for booking-level triage (Step 7)

• Glossary — Uncovered Debt — Deposit coverage vs Total Debt when prioritizing collections (Step 7)

• Glossary — Pending manual in-payment (Finance) — Approve collections receipts before month-end KPI sign-off (Step 7)

• FAQ — Pending manual in-payment on /notifications — Alert persists until Approve payments clears Finance or booking Transactions

• FAQ — Uncovered Debt KPI — Finance Total Debt minus deposit offsets; pair with Debt Aging and In debt drill-down

• FAQ — Analytics (KPI workspace) — Portfolio KPIs vs Sales/Listings/Dashboard; load-failure Try again

• Glossary — Credit note (payment reject/revert) — Pending manual receipts during Step 7 Finance reconciliation

• FAQ — Manual receipt still pending — When Total Debt lags after Add Payment during Step 7

• Glossary — Tenant category — Bookings Other filters and Tenants toolbar segmentation during Step 6

• Glossary — Invoiced floor (rent) — Mid-month repricing blocked below exported rent

• FAQ — Bulk Hostkit invoicing slow — Vivin paces Hostkit API calls and retries HTTP 429 during bulk Issue allocation / Invoice selected; refresh Transactions before re-issuing

• Glossary — Deposit dispute — Contested deposit refunds during Step 7

• Glossary — Finance Deposits date range — Clear the Deposits toolbar window before triaging older move-outs

• FAQ — Deposit missing on Finance Deposits — Default ~3 months date range; clear or widen before triaging older move-outs or dispute row actions

• Glossary — Discount (booking) — Line vs booking-scoped reductions (Step 6)

• FAQ — Lower rent below invoiced — Accounting path when Analytics suggests lowering invoiced rent

• FAQ — Automatic check-in email — Trigger matrix, 15-day cutoff, paper upload vs portal signing, Nuki-only toggle, Send / Resend on Contract Info

• FAQ — WhatsApp and email per booking — Bookings → Communication tab when tenant chatbot is enabled; Inbox for portfolio-wide triage

• FAQ — Reject or revert an incoming payment — Reject pending rows or Revert confirmed ones; Finance → Transactions uses Reject selected bulk-only; modals warn about credit notes when Finance already invoiced

• FAQ — Permission denied toast — Red You do not have permission to perform this action. toast when RBAC blocks a save; fix in Users → Role Permissions

• FAQ — Fixed rent on variable unit — Variable listing + equal rent every contract month → booking stores fixed headline Monthly rent; payment plan unchanged

Module documentation hubs

Pair with other Portfolio KPI review guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Portfolio KPI review section cross-reference · Common Workflows section cross-reference.

• Dashboard module — Same-day KPI snapshot before month-range Analytics (section cross-reference; Deeper workflow reads; hub)
• Analytics module — Month-range portfolio KPI charts for Steps 1–6 (section cross-reference; Deeper workflow reads; hub)
• Utilities module — Days Missing Data and Missing bills during Step 7 (section cross-reference; Deeper workflow reads; hub)
• AI Chat module — Internal assistant summaries to reconcile against Finance drill-downs (section cross-reference; Deeper workflow reads; hub)
• Finance module — Portfolio ledgers and payment approval (section cross-reference; Deeper workflow reads; hub)
• Listings module — Portfolio table filters for weak-metric segmentation (section cross-reference; Deeper workflow reads; hub)
• Bookings module — Reservation lifecycle context (section cross-reference; Deeper workflow reads; hub)
• Notifications module — Full /notifications history (section cross-reference; Deeper workflow reads; hub)
• Inbox module — Portfolio-wide WhatsApp workspace (section cross-reference; Deeper workflow reads; hub)
• Audit module — Manual Blocks and Discounts review (section cross-reference; Deeper workflow reads; hub)
• Account Settings — Workspace-wide financial policies (hub subsection index; Deeper workflow reads; hub)
• API Reference hub — Listings & Availability partial pulls (hub subsection index; hub)