Every move-out ends with a number nobody can explain

A contract is ending. First the tenant says whether they're staying or leaving.

If they leave, the deposit comes back minus repairs and final utilities. That number usually comes from estimates, old readings and memory.

An untraceable refund costs trust on both sides

A fictional tenant gets back less than expected and asks why.

  • No sources: nobody can say which reading or receipt each amount came from.
  • Double counting: a repair already booked in maintenance gets booked again, or stock is deducted twice.
  • Silent zeros: a blank earlier utility balance quietly becomes zero.
  • Silence as an answer: an unanswered renewal notice gets treated as a yes or a no.

Each one becomes an awkward conversation, and I recheck everything by hand.

Build the statement from signed evidence

  1. Confirm renewal or move-out. If they're staying, the renewal gets signed before the current agreement ends. If they're leaving, the exit process starts. No response means unanswered.
  2. Sign the exit inspection. The employee and tenant sign. Repair descriptions become jobs for the workers, who report completion evidence and actual costs.
  3. I choose the deductions. I decide which repair costs belong in the settlement. The agent doesn't turn every property expense into a tenant deduction. Maintenance costs stay linked to their records, so nothing is booked twice.
  4. Calculate utilities. For each meter, the agent starts from the latest valid monthly reading on or before exit and applies my saved rate to the final reading.
  5. Confirm balances. I confirm the prior utility balance, including an explicit zero. Only verified final-period payments count. A reading proves usage, not payment.
  6. Show every line. Each amount, rate and reading is saved with its source. Anything missing is flagged, not guessed.

A fictional example, with earlier utility balances confirmed settled:

  • Deposit actually held: ₮1,000,000.
  • Selected repair deduction: ₮40,000.
  • Final utilities: ₮30,000.
  • Verified utility payment: ₮10,000.
  • Proposed refund: ₮940,000.

If a draft's inputs change, the agent recalculates. Once I approve, that version and its readings lock. A later correction needs a visible revision.

Approval means the statement is ready, not that the money has moved.

Final utilities from three meters, each from the last valid reading to the final reading times a saved rate: ₮6,000, ₮9,000 and ₮15,000, totalling ₮30,000; minus a verified ₮10,000 payment leaves ₮20,000.
Each meter, from its last valid reading to the final one, at my saved rate.

A refund I can defend, and proof it happened

After the money is returned, the payment date and reference are recorded. That record marks the refund complete.

Choosing deductions and approving the statement stay my decisions.

The gaps:

  • Notice timing: still needs to be defined.
  • Prior balances: confirmed manually until reconciliation is connected.
  • Seven-day refund target: I've asked for it, but the event that starts the clock isn't agreed, and it's not a legal deadline.

This is the move-out workflow I'm building, and the examples are fictional.