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Leases Overview

This article gives an overview of how to upload, review, and approve leases to keep your portfolio accurate and organized.

1. Overview

The Leases module helps you manage tenant agreements across your property portfolio. You can track lease terms, rent schedules, renewal dates, and attach lease documents. 

Once uploaded, these details flow into your property pages, calendar, and financial reports.

2. Accessing the Module

To access the Leases module:

  • Go to “Properties > Leases” in the left sidebar.
  • Alternatively, open a specific property and select the “Leases” tab.

3. Main Dashboard

Viewing Your Leases

The dashboard displays all tenant lease agreements in a structured table. For each lease, you’ll see:

  • Property: Linked property address
  • Start Date: Lease start date
  • End Date: Lease end date
  • Rent Amount: Monthly rent payment
  • Status: Lease status (Active, Expiring Soon, Expired)
  • Number of Associated files
  • Number of Associated forecasts

Actions

Each lease record allows you to:

  • View Details – Open the lease detail view
  • Edit – Update terms, dates, rent, or tenant information
  • Delete – Remove the lease (with dependency checks)
  • Upload Documents – Attach lease agreements and related files

Filtering and Search

Use filters at the top of the dashboard to narrow your lease list. You can filter by:

  • Property: View leases for a specific property
  • Status: Filter by lease status
  • Start/End Dates: Filter by lease term range
  • Rent Amount: Filter by minimum or maximum rent

Tips:

  • Combine filters for advanced search
  • Clear all filters with the reset option
  • Use exact property names for best results

4. Adding Leases

Manual Entry

To create a lease manually:

  1. Click “Add Lease”
  2. Complete the lease form:
    • Property: Select from your properties
    • Tenant Name
    • Start Date and End Date
    • Monthly Rent Amount
  3. Optionally add further details like deposit, notes, or custom terms
  4. Optionally attach the lease document
  5. Click “Add” to save the lease

Required Fields

  • Property
  • Tenant name
  • Start date
  • End date
  • Monthly rent amount

AI-Powered Document Upload

To extract leases automatically:

  1. Click “AI Upload”
  2. Upload lease documents (PDF, DOC, JPG, or PNG)
  3. The AI will try to extract data such as:
    • Tenant name
    • Lease term (start and end dates)
    • Monthly rent and deposit
    • Property address
  4. Review and edit the extracted information
  5. Approve the lease to add it to your portfolio

5.  Lease Detail View

Basic Lease Info

The lease detail page displays the property and tenant information, lease start and end dates, monthly rent amount, and status (Active, Expiring Soon, or Expired).

Rent Payment Summary

View the monthly payment overview, rent amount and frequency, and any deposit or upfront fees (if applicable).

Inline Editing

You can update any editable field directly—changes are saved automatically after validation.

Document Panel

Attach or remove lease documents, view and download uploaded files. Supported formats include PDF, Word, and image files.

6.  Lease Status and Reminders

Leases automatically update their status based on the end date:

  • Active: Lease is current and valid
  • Expiring Soon: Lease ends within 30 days
  • Expired: Lease end date has passed

You can view upcoming expirations in the global Calendar module for renewal planning.

7.  Payment Schedule Integration

The system can generate automatic schedules based on lease terms.

Schedule Features

  • Due date calculations based on frequency
  • Track paid vs. outstanding payments
  • Payment history and upcoming alerts

Status Indicators

Payment statuses include:

  • Paid: Payment completed
  • Upcoming: Due in more than 7 days
  • Due Soon: Due within 7 days
  • Overdue: Past the due date

8.  Troubleshooting

Lease Won’t Save

  • Make sure all required fields are completed
  • Ensure the end date is after the start date
  • Confirm the rent amount is greater than zero
  • Select a property from the list

AI Upload Problems

  • Check the document format is supported (.pdf, .doc, .jpg, .png)
  • Ensure the file contains legible text
  • Try uploading smaller files one at a time
  • Carefully review extracted data before approval

Missing Lease Status

  • Verify dates are correctly entered
  • Refresh the page to recalculate status
  • If needed, open and re-save the lease to trigger updates

Document Issues

  • Ensure the file is under the 20MB limit
  • Try re-uploading using a different browser or connection
  • Use a supported file format (PDF, DOC, JPG, PNG)