One record per tenant, not a folder of documents
A tenant's lease terms, rent amount, and unit assignment tend to live wherever they were last updated a signed PDF here, a text message there, a note in someone's inbox. The Property Tool keeps that information on one record per tenant, so anyone on your team can see the current lease terms without tracking down whoever set them up.
Lease dates you can see across the whole portfolio
Knowing which leases are expiring in the next 60 days should not require opening each tenant individually. Because lease start and end dates live on the tenant record in a structured way, they are visible and sortable across your entire portfolio, not buried one tenant at a time.
Connected to the unit and the property
A tenant record is not an island it is tied to the specific unit and property they occupy, so moving a tenant, tracking their history at a property, or seeing who currently occupies a unit is a lookup, not a reconciliation project.
A spreadsheet of tenants is a snapshot, not a record
A tenant spreadsheet is accurate on the day someone updates it and increasingly wrong every day after. A renewed lease, a rent increase, a change of contact number — each one is a manual edit that has to happen in the right cell, in the right file, by whoever remembered to make it.
A tenant record that other parts of the system read from directly cannot go stale the same way. When a lease is renewed, that change is the record — there is no separate file that also needs updating to match.
What lease-expiry tracking actually has to do
Knowing a lease expires "sometime this quarter" is not the same as knowing it expires on a specific date with enough notice to act — send a renewal, plan a turnover, or budget for the vacancy. A portfolio-wide view of lease end dates, sorted and filterable, turns that into a weekly five-minute check instead of an occasional scramble.
Because rent amount and unit assignment sit on the same record as the lease dates, a renewal decision is never made without the numbers that should inform it right there — see lease renewal tracking for how that scramble tends to start.
Tenant records feed the money, not just the roster
A tenant is not only a name and a move-in date; they are the source of the rent that shows up on a statement. Keeping the rent amount attached to the tenant record directly, rather than typed separately wherever billing happens, means the two cannot drift apart.
That connection is what makes rent collection reconcile automatically: a payment is matched against the lease terms on the tenant record itself, not against a number re-entered into a payments tool.
From application to move-out on one timeline
A tenancy has a predictable shape: application and screening, lease signing and deposit, move-in inspection, rent and maintenance for the length of the lease, a renewal decision, and eventually a move-out inspection and deposit return. Each step creates information the next one depends on. The move-in photos matter at move-out. The deposit amount matters at the final statement. The rent amount agreed at signing matters at renewal.
Keeping all of it on the tenant record means each step starts with the context of the previous ones instead of a search through email. Tenant screening and security deposit management cover the beginning and the end of that timeline in detail.
Communication that stays with the tenancy
Messages about a repair, a late payment or a renewal offer are part of the tenancy's history, and they tend to matter months later — usually when someone asks what was agreed. Linking conversations and maintenance requests to the tenant and unit means the person handling a question today can see what was said before, even if a colleague handled it at the time.
Common questions
Can I see all leases expiring in the next 30 or 60 days?
Yes, filtered and sorted across your whole portfolio, without opening each tenant individually.
Is tenant history kept if a tenant moves between units?
Yes. A tenant's history stays with their record, and their current unit and property assignment update to reflect the move.
Does the tenant record include contact details and lease documents?
Yes — contact details, lease dates, rent amount, and unit assignment all live on the one record rather than across separate files.
How does this connect to rent collection?
Rent payments are matched against the lease terms stored on the tenant record, so collection and lease data never disagree — see rent collection.
Can more than one tenant be attached to the same unit?
Yes, for shared leases or roommates, each tenant keeps their own record while sharing the same unit assignment.
Can I keep move-in inspection photos with the tenant record?
Yes. Documents and photos are attached to the tenancy, so the move-in condition is on hand when the move-out inspection and deposit return come around.
Run your properties on one system.
Bookings, owner statements, and maintenance connected, not stitched together.
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