Free worksheet
Security deposit calculator
Create a neutral deposit accounting summary from the deposit held and the deductions you enter. It calculates the math only — it is not legal advice.
The short answer
Last updated: July 2026
A security-deposit accounting summary starts with the deposit held and subtracts documented deductions, such as unpaid rent, utilities, or eligible damage. The remainder is the calculated refund. This worksheet performs that arithmetic only; local rules control whether a deduction is allowed, the required itemization, and the deadline.
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After the estimate:
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Draft a neutral deposit accounting summary.
Enter the deposit held and the deductions you intend to document. This worksheet calculates the arithmetic only; it does not decide what a landlord may legally withhold.
Security deposit held
$
Unpaid rent or utilities
$
Documented damage deduction
$
Other documented deduction
$
Input-driven result
Your inputs
Formula
Result below
Calculated refund
$1,550
$1,800 deposit − $250 total deductions.
Deduction total: $250
Estimate based on your inputs. Not a promise of results.
Not legal advice. Deposit caps, allowable deductions, interest, required notices, itemization, and deadlines vary by state and city. Keep receipts and follow the rules that apply to the property.
How it works
How this tool works.
At move-out, the arithmetic should be simple even when the legal requirements are not: deposit held minus clearly documented deductions equals the amount returned or the amount that exceeds the deposit. A clear internal summary helps keep receipts, photos, and invoices connected to the numbers.
This worksheet keeps the calculation neutral. It does not decide whether normal wear, a damage charge, unpaid rent, interest, or another amount may be withheld — those rules vary widely by property location.
Make the result useful
Security-deposit disposition
Deposit held is the amount currently held for the tenancy.
Unpaid rent or utilities are separately documented ledger items.
Damage deductions require support distinct from ordinary wear.
Other deductions should be itemized rather than combined without records.
Calculation lens
refund or shortfall = deposit held − total documented deductions
Use the output as a documented scenario result, not a guarantee.
Does not determine allowable deductions, interest, notice form, or deadline.
Questions landlords ask
Questions about this tool and its limits.
Built by a landlord who's done every one of these jobs by hand.
Aptoria was built by an owner-operator managing a Brooklyn portfolio — the 11pm calls, the awkward rent texts, the April receipt-pile — not by a software team guessing at the problem.
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