Processing a Move-Out in AppFolio

How to process a tenant move-out in AppFolio from start to finish: enter the move-out, set up the electronic security-deposit refund, record deductions, and post the accounting. This is the system workflow — for the inspection itself, see Move-Out Inspections & Charges, and for the upstream step see Notice to Vacate.

Step 1 — Start the move-out

1. Pull up the tenant in AppFolio.
2. Choose Move Out Tenant(s).

Step 2 — Enter the move-out details

Fill in the dates and reason, then Save:

• Notice date — the date the tenant gave notice.
• Reason — e.g. relocating for a new job in a new city.
• Move-out date — the agreed last day (e.g. June 30).
• Unit availability date — when the unit is ready to re-lease.

Unit availability date

This mainly matters if you run leasing through AppFolio, which we generally don't — so it's not critical for us. Still, check the lease for any provision tied to it before assuming.

Step 3 — Request bank info (electronic refund)

Set the tenant up for an e-check so the security-deposit refund can be sent electronically instead of mailing a paper check.

1. In the move-out, use Request Bank Info.
2. Check the box next to the tenant's name to send the request.

They may already be eligible

If the tenant submitted their move-out through AppFolio with a new forwarding address and bank info, they may already be eligible for e-check — in which case the request won't re-send (and doesn't need to). Confirm under the tenant's Charges & Credits.

Step 4 — Confirm the forwarding address

Make sure the tenant's mail-forwarding address is on file — it's needed for the refund and records.

Step 5 — Enter security-deposit deductions

Record the charges you'll deduct from the security deposit (cleaning, repairs, etc.).

1. Add each charge with a clear description — e.g. "Unit move-out cleaning."
2. Enter the actual amount.
3. Attach supporting invoices — drag repair/vendor invoices into the move-out's files.
4. If you're not finished, use Save for Later.

Use real amounts — never placeholders

Don't post a placeholder figure. Confirm the actual cost, and check the lease — cleaning and similar amounts are sometimes specified there. The number you post is what gets withheld from the tenant's deposit.

Deposit-return rules vary by state

Statutory deadlines and itemization requirements for returning a security deposit differ between CA (Wonoak) and TX (NYLA). Follow the applicable state's rules when finalizing — see the Compliance & Legal guides.

Step 6 — Post accounting & pay the refund

1. Once all charges are entered and any credits applied, choose Post Accounting.
2. This creates a bill in AppFolio for the security-deposit refund.
3. That bill is then paid out to the tenant (via e-check if set up in Step 3).

The move-out now appears on the AppFolio dashboard, organized by move-out date.

Step 7 — Complete the inspection (required & signed)

Every move-out needs a documented inspection, and move-ins and move-outs must be done the same way and signed. See Move-Out Inspections & Charges for the inspection steps.

Inspection method — being standardized

We're trialing the best inspection method (AppFolio's built-in inspection is limited on the detail it captures). Options under evaluation:

• CompanyCam — AI walk-through (record a video + voice narration → auto-generated report), plus photos.
• Cloud (Claude) — talk through the photos and have it generate a report.
• DocuSign — a standalone inspection document for signature.

Compare the outputs, pick the best fit, then standardize it for all move-ins and move-outs. Whichever method we use, the inspection must be signed.

Quick reference

Step	Action
1	Pull up tenant → Move Out Tenant(s)
2	Enter notice date, reason, move-out date, availability date → Save
3	Request Bank Info (check tenant's box) for e-check refund
4	Confirm forwarding address
5	Enter deposit deductions (real amounts), attach invoices, Save for Later
6	Post Accounting → creates refund bill → pay out
7	Complete a signed inspection (see linked doc)