A new housemate is moving in. You want to collect a deposit before they get the keys. Simple enough in theory. In practice, it turns into a group chat debate, a bank transfer that takes three days, and one person awkwardly holding everyone else's money in their personal account.

There is a better way.

The best way to collect a move-in deposit from new housemates is to use a shared money pot. Everyone contributes their share upfront, the money sits in one transparent place, and the person moving in can see exactly where things stand. No chasing. No confusion. No one person carrying the financial responsibility for the whole group.

This guide covers why deposits matter, what the common mistakes look like, and how to collect one cleanly using Potje.

Why Collecting a Move-In Deposit Matters

A move-in deposit protects everyone in the house. It covers unpaid bills, damage to shared spaces, or costs that arise when someone leaves unexpectedly.

Across Europe, deposit norms vary by country:

• Netherlands: Two months' rent is the market norm, with no statutory cap

• Germany: Capped at three months' cold rent (Kaltmiete)

• France: One month for unfurnished, two months for furnished properties

• Spain: Typically one month for rooms in shared apartments

• Belgium: Two to three months depending on the region

• UK: Capped at five weeks' rent for annual rents under £50,000

Source: Rental Deposit Rights in Europe, Rental Agency Finder

The deposit amount matters. But so does how you collect it. Most housemate disputes do not start with the landlord. They start within the group itself, when someone delays paying, someone else covers the shortfall, and the dynamic shifts before the person has even unpacked.

Collect the deposit before the keys change hands. Every time.

The Problem With How Most Groups Do It

Most shared houses handle deposits the same way.

One person (usually the one whose name is on the lease) collects the full deposit into their personal bank account. They then pay the landlord. When someone moves out, they wait for the new person to pay before they can return the outgoing person's share.

This creates three real problems:

1. The collector carries all the risk. If someone delays, the person holding the account is short.

2. There is zero transparency. The other housemates have no visibility into whether the money arrived or how much is sitting there.

3. Returning deposits gets messy. When someone moves out mid-tenancy, working out who owes what becomes a spreadsheet problem nobody wants to solve.

The shared housing rights guide from Rental Agency Finder puts it plainly: "In a joint tenancy, the deposit is usually paid as one lump sum. When one flatmate leaves and another replaces them, the outgoing tenant typically receives their share from the incoming tenant, not from the landlord. This informal transfer creates risk."

Using a personal account to hold group money is not a system. It is a workaround that works fine until it does not.

A Better Approach: Collect the Deposit in a Shared Money Pot

Instead of funnelling everything through one person's account, use a dedicated shared money pot.

Here is how it works with Potje:

1. Create a pot specifically for the move-in deposit. Name it something clear, like "Flat Deposit."

2. Set the contribution amount for each person. Potje lets you define exactly how much each housemate needs to contribute.

3. Share the link. Each person pays directly into the pot. No bank transfers to a personal account. No "did you get it?" messages.

4. Track progress in real time. Everyone in the group can see who has paid and how much has been collected.

5. Pay out when ready. Once the full deposit is collected, you can pay the landlord directly. Potje offers instant payouts of any amount, with no fee on partial payouts.

The money never sits in one person's personal account. It sits in a regulated shared account that the whole group can see.

Your first month on Potje is completely free. After that, the cost is €5.00 per month shared across the whole group. With five housemates, that is €1.00 each.

This is how group money should work: collected before spending begins, visible to everyone, and easy to return when the time comes.

What to Do When a Housemate Moves Out Mid-Tenancy

This is where deposit management usually falls apart.

Someone moves out six months into a twelve-month lease. They want their deposit back. The new person has not moved in yet. Nobody has the money sitting ready.

With a shared pot, this is straightforward:

• The outgoing housemate's share is visible in the pot

• The incoming housemate contributes directly to the pot before getting the keys

• The outgoing person's share can be paid out instantly, with no fee, the moment the replacement contribution arrives

No one needs to front money. No one needs to wait weeks for a bank transfer to clear.

Potje supports instant payouts of any amount, which means the outgoing housemate gets their share back the same day the new person pays in. That is the kind of clarity that keeps house dynamics healthy.

Practical Tips for Collecting a Deposit From a New Housemate

Getting the process right from the start saves a lot of friction later.

• Agree on the amount before you create the pot. Be clear whether it is one month's rent, two months, or a fixed amount.

• Set a deadline. The deposit should be paid before move-in day, not after. Use Potje's automated reminders to nudge anyone who has not paid yet.

• Document the house condition. Take photos of every room, every appliance, every scuff. Date-stamp them. This protects everyone when the tenancy ends.

• Keep a written record. Even a short message in your house group chat confirming the deposit amount and what it covers is useful later.

• Return deposits properly. When someone moves out, pay their share back through the pot. Instant, traceable, and no awkward conversations about whose account the money went to.

For more on managing shared finances as a group, read our guide on how to manage shared expenses with friends and why group money management gets messy.

Frequently Asked Questions

What is a move-in deposit in a shared house?

A move-in deposit is money paid by a new housemate before they receive the keys. It acts as financial protection for the group and the landlord, covering unpaid rent, bills, or damage. The amount varies by country, but one to two months' rent is common across most of Europe.

How do I collect a deposit from a new housemate fairly?

The fairest approach is to use a shared money pot where each person contributes their share directly. This keeps the money separate from any one person's bank account, gives everyone visibility, and makes it easy to return deposits when someone moves out.

Can I use Potje to collect a housemate deposit?

Yes. Create a pot, set the contribution amount, share the link, and track contributions in real time. Potje offers instant payouts of any amount, no fee on partial payouts, and your first month is free.

What happens to the deposit when a housemate moves out?

The outgoing housemate's share should be returned once a replacement has paid in. With Potje, this can happen instantly. The incoming person contributes to the pot, and the outgoing person receives their share the same day.

Is it safe to hold a deposit in a shared money pot?

Potje is a regulated platform. The money sits in a dedicated shared account, not in anyone's personal bank account. Every contribution is tracked and visible to the group.

The Cleaner Way to Start a New Tenancy

Collecting a deposit does not need to be awkward or complicated.

The old way: one person collects everything, holds it in their account, and hopes nobody asks questions.

The new way: everyone contributes to a shared pot before move-in day. The money is visible, the process is clear, and returning deposits later is instant.

Create your free Potje pot today and collect the deposit the right way from day one.