What to expect from a reimbursement request, what actions you can take, and when payment is required.
When your landlord submits a reimbursement request through Alcove, you’ll receive an email notification and see an alert on your MyAlcove dashboard.
This article outlines the types of emails you may receive and the next steps you can take in your portal.
Utility overages are one of the most common reimbursement requests. Under the lease, roommates are responsible for paying utility costs that exceed $100 per bedroom per month.
For example, in a 4-bedroom home, the monthly utility allowance is $400 per home, regardless of occupancy. Any amount above this allowance may be billed to tenants as a utility overage.
For full details, see the Utility Overage Policy →
A reimbursement request was submitted for your review
A landlord may submit a reimbursement request for tenant-responsible charges, such as damages, cleaning fees, HOA fine reimbursements, or utility overages.
When a landlord submits a request and asks for tenant review, you’ll receive an email with the subject line: “Your Landlord Submitted a Reimbursement Request”
This means your landlord is requesting your review before issuing an invoice. At this stage:
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No invoice has been created
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You are not being charged yet
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Your landlord is asking you to review the request and payment split
In your tenant portal, you’ll see a message indicating that the request is awaiting review:
To proceed, click View details & provide feedback to open the reimbursement request.
Reviewing the Request
Once you open the request, you can:
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Review the reimbursement details and amounts
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View any supporting documents uploaded by your landlord
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See how the charges are split among roommates (if applicable)
After reviewing, you may choose to:
Accept a Charge
Accepting confirms that you agree with the reimbursement amounts shown. Accepting does not submit payment.
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If you are the only roommate on the invoice, an invoice will be created automatically after you accept, and you’ll be able to complete payment from the reimbursement request.
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If there are multiple roommates, an invoice will only be created after all roommates have accepted.
Please note that at any point, your landlord may still choose to bypass the review stage and issue invoices directly, in accordance with the lease.
Submit Feedback
If you have questions or concerns, you can submit feedback by clicking Submit feedback ticket at the bottom left of the page.
Common reasons to submit feedback include:
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Requesting clarification on a billing document
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Asking for more detail on a charge
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Clarifying responsibility among roommates
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Providing context related to damages or usage
When you submit feedback, a ticket is automatically created so you can communicate directly with your landlord through Alcove.
Your landlord will review the information you share and may respond, adjust the request, or proceed with invoicing.
Invoice Created and Sent for Payment
Once all roommates have accepted the reimbursement request, or if your landlord has chosen to bypass the feedback process, the reimbursement request will be finalized and invoiced.
At that point, you’ll receive an email with the subject: “Reimbursement Invoice Finalized for Your Home at your property address”
You’ll also see an alert in your MyAlcove dashboard indicating that the invoice has been issued:
This means:
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The reimbursement request has been finalized (either because all roommates have accepted the charge, or the landlord has bypassed the feedback process)
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An invoice has been created for your share
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Payment is now required through your Billing page
You can click through the reimbursement request to view the invoice and submit payment.
Payment Timeline
In most cases, lease documents require tenant-responsible payments to be completed within 5 days of the invoice being issued. Your landlord may have a separate arrangement with you, depending on your situation.
If you’d like to clarify timing or have questions about the invoice, you can submit a feedback ticket by clicking Submit Feedback Ticket. You may continue to submit feedback until payment is completed.
If Payment Is Not Completed
If payment is not completed within the required timeframe, your landlord may take further action in accordance with the lease agreement. This may include issuing a notice to pay or quit, which requires payment or may lead to additional consequences, including a notice to vacate.