LEASE MANAGEMENT
The Lease Management module provides a connected operating environment for creating, signing, activating, collecting, monitoring, renewing and closing residential or commercial leases. It links the client, property, unit, payment schedule, documents, inspections, violations, amendments, communications and financial records.
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LEASEORA LEASE MANAGEMENT Detailed User and Technical Operations Guide Screen Clients • Create Leases • Generate Schedules • E-Sign • Collect Rent • Inspect • Renew • Analyse • Transfer • Terminate |
For real estate companies, corporate landlords, leasing teams, finance teams, property managers, legal teams and customer-support teams
Version 1.0 | July 2026
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Purpose of this guide This document explains how a real estate company uses Leaseora's Lease Management module from tenant screening and lease creation through payment scheduling, e-signature, activation, rent collection, amendments, inspections, renewals, transfer, termination, AI analysis and portfolio reporting. It also provides a technical reference based on the models, controllers, services, jobs and notifications supplied for the module. |
A Contents
1. Purpose, Audience and Scope
2. Module Overview and Navigation
3. Staff Roles, Permissions and Controls
4. Phase 1 - Create and Configure a Lease
5. Payment Schedule, Signature and Activation
6. Phase 2 - Client Lease Dashboard and Documents
7. Phase 3 - Rent Payments
8. Landlord Payment Management and Reconciliation
9. Lease Amendments
10. Lease Renewals
11. Lease Violations
12. Property Inspections
13. Lease Documents, Versions and Audit
14. Transfer, Split Lease, Termination and Bulk Operations
15. Phase 5 - Pre-Lease Tenant Screening
16. Lease Angel Rent Financing
17. Mortgage Applications
18. Commercial Leases, SEPA and Utilities
19. AI Tools and Lease Analytics
20. Status Lifecycle and Record Relationships
21. Notifications Reference
22. Backend Models Reference
23. Controllers, Services and Jobs Reference
24. Payment and Payout Control Framework
25. Worked Residential Lease Example
26. Recommended Operating Rhythm
27. Implementation and Onboarding Checklist
28. User Acceptance Testing and Go-Live
29. Common Issues and Troubleshooting
30. Frequently Asked Questions
31. Technical Matters to Confirm Before Production
32. Quick Reference - 26-Step Lease Workflow
1 Purpose, Audience and Scope
The Lease Management module provides a connected operating environment for creating, signing, activating, collecting, monitoring, renewing and closing residential or commercial leases. It links the client, property, unit, payment schedule, documents, inspections, violations, amendments, communications and financial records.
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Item |
Description |
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Primary users |
Corporate landlords, property managers, leasing teams, finance teams, legal teams, customer-support teams and authorised executives. |
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Client users |
Individuals or organisations assigned to a lease and using the web or mobile client experience. |
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Core scope |
Screening, lease creation, payment schedules, e-signatures, activation, rent payments, lifecycle actions, documents, inspections, AI and analytics. |
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Terminology |
This guide uses Client or Tenant according to context. Technical class names preserve the supplied Tenant namespace. |
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Operational boundary |
Leaseora supports the workflow but does not replace legal advice, local tenancy law, statutory notices, professional inspections, banking confirmation or authorised management decisions. |
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Important sequence note The supplied technical scenario lists tenant screening as Phase 5, but it is described as pre-lease screening. Where company policy requires screening, complete it before Step 1. This guide preserves the supplied phase reference while identifying the operational dependency. |
What the module connects
· Client and occupancy - tenant identity, property, unit and lease status.
· Legal terms - lease dates, rent, deposit, frequency, grace period, conditions and signatures.
· Financial schedule - due dates, payment records, reminders, receipts, fees and payouts.
· Property operations - maintenance, utilities, violations and inspections.
· Lifecycle control - amendments, renewal, transfer, split lease, termination and bulk actions.
· Intelligence - screening, risk, health, renewal, churn, vacancy and sentiment analysis.
· Governance - documents, versions, access logs, audit logs and exports.
2 Module Overview and Navigation
Figure 1. Complete Lease Management lifecycle
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Menu area |
Primary purpose |
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Leases Dashboard |
Portfolio view of pending, active, expiring, renewed and terminated leases. |
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Create Lease |
Create the legal and operational lease record. |
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Payment Schedule |
Generate and review rent due dates and payment records. |
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Signatures |
Request, verify and audit electronic signatures. |
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Payments |
Review rent, status, receipts, manual entries, reminders and exports. |
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Renewals |
Manage tenant requests, recommendations, notices and decisions. |
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Amendments |
Create and approve controlled changes to lease terms. |
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Violations |
Record, update and communicate lease breaches. |
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Inspections |
Schedule, document and report property inspections. |
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Documents |
Upload, notify, download and retain lease-related records. |
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Versions and Audit |
Review historical versions, access logs and activity. |
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AI and Analytics |
Monitor risk, health, renewal, churn, vacancy and performance. |
3 Staff Roles, Permissions and Controls
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Role |
Primary responsibility |
Control point |
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Lease Administrator |
Creates leases, schedules, documents and operational updates. |
Should not independently approve all financial or legal exceptions. |
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Property Manager |
Manages occupancy, inspections, violations, communications and renewals. |
Access should be limited to assigned properties. |
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Finance Officer |
Verifies payments, reconciles rent, processes manual records and monitors payouts. |
Bank-transfer proof requires independent verification. |
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Legal Officer |
Reviews terms, amendments, termination and required notices. |
Legal review should precede issue of sensitive documents. |
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Director / Approver |
Activates, renews, transfers, terminates and approves exceptions. |
Use audit logs and controlled authority. |
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Customer Support |
Assists clients with access, payment status, documents and support issues. |
Should not change rent or legal terms without approval. |
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Client / Tenant |
Reviews, signs, pays, downloads, requests renewal and uses available services. |
Can access only their own lease records. |
Recommended permission controls
· Use individual accounts and two-factor authentication where available.
· Separate lease creation, financial verification and final activation authority.
· Restrict bulk termination, restore-version and document deletion actions.
· Give property managers access only to assigned properties and leases.
· Review access when staff responsibilities change.
· Use audit and access logs for sensitive actions.
4 Phase 1 - Create and Configure a Lease
Step 1: create the core lease record and assign the client.
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STEP |
Create a New Lease Primary user: Landlord / authorised lease administrator |
Navigate to Leases -> Create Lease. Search for the client using the unique code or tenant search, select the property and unit, enter the term and financial information, add the approved conditions and save the lease with status Pending.
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Field |
Purpose |
Good practice |
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tenant_id |
Links the client to the lease. |
Use fetchTenantByUniqueCode or searchTenants and verify the identity. |
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property_id / unit_id |
Identifies the leased premises. |
Confirm the unit is available and correct. |
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start_date / end_date |
Defines the lease term. |
Use approved dates and local legal requirements. |
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rent_amount / currency |
Sets the contractual rent. |
State the contractual currency clearly. |
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payment_frequency |
Monthly, weekly, bi-weekly or quarterly. |
Must align with the payment schedule and agreement. |
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deposit_amount |
Security or tenancy deposit. |
Apply company policy and applicable law. |
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grace_period_days |
Days permitted before overdue treatment. |
Use the approved policy. |
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terms and conditions |
The legal and operational obligations. |
Use an approved template and legal review. |
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status |
Pending initially. |
Activate only after signature and approval. |
Lease creation checklist
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[ ] |
Required tenant screening or approval has been completed. |
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[ ] |
The correct property and unit are selected. |
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[ ] |
The unit is not already occupied by an active lease. |
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[ ] |
Dates, rent, deposit and payment frequency are approved. |
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[ ] |
Currency and exchange expectations are clear. |
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[ ] |
Terms and conditions have been legally reviewed. |
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[ ] |
Grace period and reminder rules are correct. |
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[ ] |
The lease is saved as Pending until signature and activation. |
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Notifications created at lease setup LeaseCreatedLandlordNotification confirms the lease to the landlord, while LeaseAssignedNotification informs the client that a lease has been assigned. |
5 Payment Schedule, Signature and Activation
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STEP |
Generate the Payment Schedule Primary user: Lease administrator / finance |
Use LeaseController@generatePaymentSchedule. The system calculates all rent due dates from the lease term and payment frequency. Each due date becomes a Payment record linked to the lease.
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Schedule element |
What to verify |
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First due date |
Matches the signed lease and company policy. |
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Frequency |
Monthly, weekly, bi-weekly or quarterly as agreed. |
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Number of payments |
Reconciles with the term and frequency. |
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Amount per payment |
Matches the agreed rent and any permitted prorating. |
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Currency |
Matches the contractual lease currency. |
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Grace period |
Applies consistently to due and overdue logic. |
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Review before issue A generated schedule reduces manual work but must be checked for the correct start date, term, frequency, prorating, amount and currency before the client signs. |
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STEP |
Request the Client E-Signature Primary user: Landlord / lease administrator |
Open the signatures area and request the client signature. The lease document and payment schedule should be available for review. verifySignature checks signature authenticity, while accessLogs records who accessed the document and when.
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STEP |
Client Reviews and Signs Primary user: Client / tenant |
The client opens the lease in the web or mobile application, reviews the terms, rent amount, payment schedule and supporting documents, and signs electronically.
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[ ] |
Client identity and lease assignment are correct. |
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[ ] |
All pages and schedules are available. |
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[ ] |
Client has an opportunity to read the terms. |
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[ ] |
Signature time and user are recorded. |
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[ ] |
Any required landlord or witness signature is complete. |
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STEP |
Activate the Lease Primary user: Authorised landlord user |
Use LeaseController@activate or the QR-based activation route. Activation changes the lease to Active and the linked unit to Occupied. LeaseActivatedNotification informs the client.
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Activation is a controlled decision Do not activate a lease merely because the record exists. Confirm signature, required deposit or payment conditions, property readiness and internal approval. |
Activation checklist
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[ ] |
All required signatures are complete and verified. |
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[ ] |
Deposit or activation conditions are satisfied. |
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[ ] |
The payment schedule is visible to both parties. |
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[ ] |
The property and unit are ready for occupancy. |
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[ ] |
The lease changes to Active and the Unit changes to Occupied. |
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[ ] |
LeaseActivatedNotification reaches the client. |
6 Phase 2 - Client Lease Dashboard and Documents
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STEP |
Client Views the Lease Dashboard Primary user: Client / tenant |
The client can view leases through Tenant\LeaseController or Mobile\LeaseController. The dashboard combines legal, financial and operational information.
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Dashboard area |
Information available |
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Lease details |
Property, unit, term, rent, currency and status. |
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Payment history |
Confirmed payments and transaction information. |
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Payment statistics |
Paid, overdue and upcoming amounts. |
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Maintenance requests |
Requests linked to the lease or unit. |
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Utilities |
Utility charges and payment records linked to the lease. |
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Lease health score |
Behaviour and compliance indicators generated by the configured service. |
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Print / summary |
Printable or downloadable lease summary. |
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STEP |
Download Lease Documents Primary user: Client and landlord |
The client can download the signed lease and other permitted documents. The landlord can use LeaseController@downloadPdf for the lease PDF and downloadPaymentReceipt for payment receipts.
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Document access Only authorised parties should access the lease and personal documents. Access logs should support investigation of sensitive-document activity. |
7 Phase 3 - Rent Payments
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STEP |
Client Pays Rent Primary user: Client / tenant |
The client opens the rent-payment area through web or mobile, selects an outstanding Payment record and chooses a supported payment method.
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Method |
Client journey |
Control |
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Payment gateway |
Flutterwave, Stripe, Revolut, Paystack or Squad where configured. |
A payment session is created; callback or return verification confirms success. |
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Wallet |
Client pays from the Leaseora wallet. |
wallet->deductFunds() debits the wallet; FeeCalculationService records the fee; payout is initiated. |
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Bank transfer |
Client transfers to the approved account and uploads proof. |
Landlord reviews and approves before the payment is confirmed. |
Figure 2. Rent payment, fee and landlord payout flow
Payment and currency processing
· Gateway payment - initiate creates the session and mobileCallback or handleGatewayCallback verifies the result.
· Currency conversion - CurrencyService and ExchangeRateService support conversion when client and property currencies differ.
· Platform fee - FeeCalculationService calculates and records the configured service fee.
· Payout - LandlordPayout is created and ProcessLandlordPayout is dispatched.
· Bank transfer - LeasePaymentProofUploadedNotification alerts the landlord; approval confirms the payment.
Payment records available to the client
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Function |
Purpose |
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getPaymentStatus |
Check one payment record. |
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getPaymentSchedule |
View all due dates. |
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getPaymentHistory / history |
Review confirmed transactions. |
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upcoming |
View payments due next. |
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reminders |
View payment reminders. |
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getAnnualSummary |
Review annual payment totals. |
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downloadReceipt / downloadPdfReceipt |
Download payment evidence. |
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Bank-transfer proof is not settlement An uploaded receipt only records evidence submitted by the client. Finance must verify the funds against the company bank record before approval. |
8 Landlord Payment Management and Reconciliation
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STEP |
Manage Rent Payments Primary user: Finance / authorised landlord user |
The landlord can review lease payments, payment history and exports, verify transactions, manually record authorised offline payments and send reminders.
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Action |
Use |
Control |
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markPaymentAsPaid |
Manually records a payment as paid. |
Use only after evidence and approval. |
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verifyPayment |
Confirms a payment record. |
Compare with gateway, wallet or bank data. |
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getPaymentDetails |
Displays the complete transaction record. |
Review references, amount and currency. |
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sendPaymentReminder |
Sends an individual reminder. |
Confirm amount and due date. |
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processManualPayment |
Records authorised cash or offline payment. |
Maintain receipt and audit evidence. |
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bulk reminder |
Sends reminders across multiple records. |
Review audience before sending. |
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exportHistoryCsv |
Exports property payment history. |
Restrict to authorised users. |
Daily reconciliation checklist
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[ ] |
Gateway payments match provider transaction records. |
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[ ] |
Wallet deductions match the tenant wallet ledger. |
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[ ] |
Bank-transfer proofs are either verified or rejected. |
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[ ] |
Manual payments have supporting evidence and approval. |
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[ ] |
Receipts and tenant balances are accurate. |
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[ ] |
LandlordPayout records have the expected status. |
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[ ] |
Failed, reversed or duplicate transactions are investigated. |
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Payout timing The supplied workflow dispatches ProcessLandlordPayout after confirmed payment. Actual settlement timing may depend on gateway processing, bank availability, compliance checks and payout configuration. |
9 Lease Amendments
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STEP |
Create and Control Lease Amendments Primary user: Landlord / legal / authorised approver |
Use the amendments area to create a controlled change such as a rent adjustment, term extension or clause update. Draft amendments can be approved, rejected, downloaded, emailed or deleted before finalisation.
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Amendment action |
Purpose |
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storeAmendment |
Create the draft amendment and reason. |
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approveAmendment |
Approve the change through the authorised process. |
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rejectAmendment |
Reject the proposed change and retain the decision. |
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sendAmendmentEmail |
Notify the client and provide the amendment. |
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amendmentsDownload |
Download the document or record. |
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destroyAmendment |
Delete a draft under permission and retention rules. |
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[ ] |
The original lease and affected clause are identified. |
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[ ] |
The effective date and reason are recorded. |
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[ ] |
Financial impact has been reviewed. |
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[ ] |
Required client agreement or signature is obtained. |
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[ ] |
The amendment is linked to the correct lease version. |
10 Lease Renewals
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STEP |
Process Renewal Requests and Decisions Primary user: Client, property manager and landlord |
The client can request renewal through web or mobile. LeaseRenewalRequestedNotification alerts the landlord. The landlord reviews the request through the renewals dashboards and approves or rejects it.
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Renewal capability |
How it is used |
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Renewal request |
Client submits the request before expiry. |
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AI recommendation |
Suggests whether to renew and a possible rent level. |
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Approve |
Creates or confirms the renewed term. |
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Reject |
Records the decision and notifies the client. |
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Notices |
Send standard, urgent or bulk renewal notices. |
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Settings |
Configure workflow, email templates and legal-compliance information. |
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Export |
Download renewal data for management review. |
Renewal review checklist
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[ ] |
Lease expiry date and notice period are correct. |
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[ ] |
Payment history and outstanding balance are reviewed. |
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[ ] |
Violations, inspections and maintenance issues are reviewed. |
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[ ] |
Market rent and approved pricing are considered. |
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[ ] |
AI recommendation is reviewed, not accepted automatically. |
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[ ] |
Legal and local notice requirements are satisfied. |
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[ ] |
The client receives the final decision. |
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AI renewal advice is not approval Renewal recommendations may consider behaviour, risk and pricing signals, but the authorised landlord makes the final decision under company policy and applicable law. |
11 Lease Violations
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STEP |
Record and Manage Lease Violations Primary user: Property manager / landlord |
Use the violations area to record alleged or confirmed breaches such as noise, damage, unauthorised occupants or other lease-condition issues.
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Violation element |
Good practice |
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Category and description |
State the relevant rule and factual event. |
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Evidence |
Attach or reference authorised evidence. |
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Date and location |
Record when and where the issue occurred. |
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Status |
Use a clear progression such as Open, Under Review, Resolved or Closed where configured. |
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Client communication |
Use sendViolationEmail and keep a copy. |
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Resolution |
Record corrective action, dispute outcome or closure reason. |
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Fair process A violation record should be factual and reviewable. Do not treat an allegation as proven without the company's required investigation and notice process. |
12 Property Inspections
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STEP |
Schedule, Complete and Report Inspections Primary user: Property manager / inspector |
Create an inspection, notify the client, complete the checklist, upload photographs, record findings and generate the inspection report.
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Inspection action |
Purpose |
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storeInspection |
Creates the inspection appointment and record. |
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InspectionBookingReceived |
Notifies the client of the scheduled inspection. |
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uploadInspectionPhotos |
Attaches authorised visual evidence. |
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updateInspectionFindings |
Records condition, issues and actions. |
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addInspectionNote |
Adds contextual or follow-up information. |
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completeInspection |
Closes the inspection after review. |
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downloadInspectionReport |
Generates the PDF report. |
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emailInspectionReport |
Sends the report to the client. |
InspectionChecklist, InspectionChecklistItem and InspectionPhoto store the structured inspection record.
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Inspection privacy and notice Use the required notice, authorised access and photo-handling rules. Do not record private areas or personal information beyond the legitimate inspection purpose. |
13 Lease Documents, Versions and Audit
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STEP |
Manage Additional Lease Documents Primary user: Lease administrator / legal / property manager |
Upload addenda, notices, receipts, inspection reports and other records. notifyTenant sends a custom notification when a document requires client attention.
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STEP |
Review Versions and Audit History Primary user: Authorised management / compliance |
The lease version area maintains historical changes. Authorised users can review a version, restore a previous version, inspect auditLogs and review accessLogs.
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Record |
Purpose |
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Lease version |
Preserves the state of the lease at a point in time. |
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Restore action |
Reinstates a previous version through controlled authority. |
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Audit log |
Shows actions performed on the lease. |
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Access log |
Shows who accessed the lease and when. |
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Document record |
Stores supporting files and notifications. |
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Restore with care Restoring a previous version can affect legal and operational information. Review the impact, authorisation and audit record before restoration. |
14 Transfer, Split Lease, Termination and Bulk Operations
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STEP |
Transfer or Split a Lease Primary user: Landlord, client and authorised legal staff |
Lease transfer supports assignment or subletting to another tenant under the company process. SplitLeaseController supports multiple co-tenants and sends invitation and status notifications.
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Workflow |
Key control |
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Lease transfer |
Verify the incoming client, consent, legal authority and effective date. |
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Split lease invitation |
Invite the intended co-tenant and record acceptance or rejection. |
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Split lease status |
Keep each participant informed of the current state. |
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Payment allocation |
Confirm how rent, deposit and liability are divided. |
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Document update |
Issue the required amendment or new agreement. |
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STEP |
Terminate a Lease Primary user: Landlord or client under permitted workflow |
LeaseController@terminate, Mobile\LeaseController@terminate and LeaseTerminationController support early termination, notice, penalties and deposit-refund calculations. When completed, the unit returns to Available.
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[ ] |
Termination reason and requestor are recorded. |
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[ ] |
Required notice period has been calculated. |
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[ ] |
Outstanding rent, penalties and credits are reviewed. |
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[ ] |
Deposit deductions and refund are documented. |
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[ ] |
Inspection and handover actions are complete. |
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[ ] |
Unit status changes to Available only after close-out. |
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STEP |
Use Bulk Lease Operations Primary user: Authorised management |
Bulk activate, terminate or update several leases and export lease data. Bulk actions should use strict filters and preview or confirmation controls.
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Bulk action risk A bulk termination or activation can affect many clients and units. Restrict access, review the selected records and retain the audit evidence. |
15 Phase 5 - Pre-Lease Tenant Screening
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STEP |
Screen the Prospective Client Primary user: Screening or compliance team |
Before lease creation where policy requires it, use TenantScreeningController to review identity, background, credit and references. OpenAIService supports the overall screening score and recommendation.
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Screening action |
Purpose |
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show / getScreeningData |
View all available screening information. |
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initiateBackgroundCheck |
Starts configured criminal or eviction-history checks. |
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initiateCreditCheck |
Starts the configured credit review. |
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sendReferenceRequests |
Requests references from supplied contacts. |
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updateReference |
Records received reference information. |
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calculateScore |
Creates the AI-assisted overall screening score. |
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approve / reject |
Records the authorised screening decision. |
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statistics / export |
Provides portfolio and audit information. |
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High-risk alert HighRiskTenantNotification alerts the landlord when the configured screening process identifies a high-risk score. The alert is a prompt for review, not an automatic rejection. |
16 Lease Angel Rent Financing
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STEP |
Process Rent Financing Through Lease Angel Primary user: Client, landlord and finance team |
Lease Angel allows an eligible client to finance rent and repay over an instalment schedule while the landlord receives the configured upfront amount. The exact underwriting, lender, fee and settlement arrangement must be confirmed in production.
|
Notification / event |
Recipient and meaning |
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LeaseAngelBankTransferInitiated |
Client: bank transfer process started. |
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LeaseAngelBankProofUploaded |
Landlord: payment evidence uploaded. |
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LeaseAngelCardPaymentPending |
Client: card payment is awaiting confirmation. |
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LeaseAngelPaymentFailed |
Client: payment attempt failed. |
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LeaseAngelFraudFlagged |
Landlord: potential fraud requires review. |
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LeaseAngelScheduleCreated |
Client: repayment schedule created. |
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LeaseAngelScheduleReminder |
Client: upcoming repayment reminder. |
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LeaseAngelLandlordNotification |
Landlord: Lease Angel status update. |
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LeaseGiftSent / LeaseGiftReceived |
Relevant users: rent gift payment sent or received. |
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Financing requires separate controls Lease Angel should have eligibility, disclosure, affordability, fraud, repayment, cancellation and regulatory controls. The supplied scenario does not define all underwriting details. |
17 Mortgage Applications
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STEP |
Submit and Track Mortgage Applications Primary user: Client / landlord / administrator |
Tenant\MortgageApplicationController allows clients to apply for mortgage financing. The landlord or administrator receives the new application and the client receives receipt and status notifications.
|
Notification |
Recipient / trigger |
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NewMortgageApplicationNotification |
Landlord or Admin: new application submitted. |
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MortgageApplicationReceivedNotification |
Client: application received. |
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MortgageApplicationStatusNotification |
Client: mortgage status update. |
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MortgageApplicationStatusUpdateNotification |
Client: detailed status change. |
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MortgageApplicationLandlordUpdateNotification |
Landlord: application progress update. |
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Mortgage decision Leaseora organises the application and notifications. Approval, interest, security, affordability and lending terms remain subject to the lender and applicable rules. |
18 Commercial Leases, SEPA and Utilities
|
STEP |
Use Commercial Lease Management Primary user: Commercial property team |
CommercialLeaseController supports specialised commercial terms including Common Area Maintenance charges, percentage rent and other configured provisions.
|
Commercial element |
Use |
|
Base rent |
Fixed contractual rent. |
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CAM charges |
Shared common-area operating costs. |
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Percentage rent |
Rent linked to tenant sales or another agreed measure. |
|
Commercial term |
Business-specific clauses, options and obligations. |
|
Reconciliation |
Review actual charges against estimates where configured. |
|
STEP |
Manage SEPA Direct Debit Primary user: European client and finance team |
SEPA support can automate European rent collection. TenantSepaExpiryNotification and TenantSepaMandateExpiring warn the client when the mandate requires attention.
|
STEP |
Manage Utility Payments Primary user: Client and property operations |
Tenant\LeaseController@utilities shows utility bills linked to the lease. UtilityPaymentController manages the associated utility-payment records.
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Regional availability Commercial, SEPA, mortgage and financing features depend on jurisdiction, account configuration, provider integration and company policy. |
19 AI Tools and Lease Analytics
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STEP |
Use AI Risk, Prediction and Health Tools Primary user: Management / authorised property staff |
Leaseora provides AI-assisted tools for lease risk, renewal, churn, vacancy, health and communication sentiment. LeaseAIController also provides a general assistant for lease questions.
|
Tool |
Primary output |
Human control |
|
LeaseRiskController |
Payment-default probability and behaviour risk. |
Review evidence and do not automate enforcement. |
|
LeasePredictionController |
Renewal, churn and vacancy predictions. |
Use for planning, not guaranteed outcomes. |
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LeaseHealthController |
Lease health score across payment and compliance indicators. |
Investigate the underlying factors. |
|
LeaseSentimentController |
Sentiment from tenant communications. |
Do not treat sentiment as fact or intent. |
|
LeaseAIController |
Conversational help and lease-related recommendations. |
Confirm data and legal implications. |
Figure 3. AI, analytics and special lease features
|
STEP |
Review Lease Analytics Primary user: Landlord / management |
LeaseController@analytics and LeaseAnalyticsController provide occupancy, revenue, payment performance and lease-expiry forecasting.
|
Metric |
Management use |
|
Occupancy rate |
Understand occupied versus available units. |
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Revenue trend |
Track expected and collected rent. |
|
Payment performance |
Compare paid, late and overdue records. |
|
Expiry forecast |
Plan renewal, remarketing and vacancy actions. |
|
Risk distribution |
Prioritise leases requiring review. |
|
Health score |
Monitor portfolio-level lease condition. |
|
|
AI quality depends on data quality Outdated payment, inspection, violation or communication records can produce misleading risk and prediction results. Keep the operational data current. |
20 Status Lifecycle and Record Relationships
Figure 4. Lease, payment and unit status relationships
|
Record |
Status |
Meaning |
|
Lease |
Pending |
Created and assigned; awaiting completion of required conditions. |
|
Lease |
Active |
Activated and linked unit is Occupied. |
|
Lease |
Renewed |
New or extended term approved where represented by the production workflow. |
|
Lease |
Terminated / Ended |
Lease closed; unit can return to Available after close-out. |
|
Payment |
Upcoming |
Due date has not arrived. |
|
Payment |
Pending / Due |
Awaiting confirmed payment. |
|
Payment |
Paid |
Verified payment and receipt available. |
|
Payment |
Overdue |
Past due and not confirmed. |
|
Unit |
Available |
No active occupying lease. |
|
Unit |
Occupied |
Active lease is assigned and activated. |
|
|
Confirm exact production values The supplied scenario explicitly identifies Pending and Active lease statuses and Occupied / Available unit behaviour. Additional status names and automatic transitions should be confirmed in the deployed environment. |
21 Notifications Reference
|
Notification |
Recipient |
Trigger |
|
LeaseCreatedLandlordNotification |
Landlord |
Lease created. |
|
LeaseAssignedNotification |
Client / Tenant |
Lease assigned. |
|
LeaseActivatedNotification |
Client / Tenant |
Lease activated. |
|
LeasePaid |
Client / Tenant |
Rent payment confirmed. |
|
LeasePaymentReceivedNotification |
Landlord |
Rent payment received. |
|
TenantPaymentConfirmation |
Client / Tenant |
Detailed payment confirmation or receipt. |
|
LeasePaymentReminderNotification |
Client / Tenant |
Automated reminder before due date. |
|
LeaseReminderNotification |
Client / Tenant |
General lease reminder. |
|
LeasePaymentProofUploadedNotification |
Landlord |
Bank-transfer proof uploaded. |
|
LeaseRenewalRequestedNotification |
Landlord |
Client requested renewal. |
|
LeaseRenewalApprovedNotification |
Client / Tenant |
Renewal approved. |
|
LeaseRenewalRejectedNotification |
Client / Tenant |
Renewal rejected. |
|
HighRiskTenantNotification |
Landlord |
High-risk screening result. |
|
InspectionBookingReceived |
Client / Tenant |
Inspection scheduled. |
|
SplitLeaseInvitationNotification |
Co-tenant |
Invitation to join a split lease. |
|
SplitLeaseStatusNotification |
Co-tenant |
Split-lease status update. |
|
LeaseAngelBankTransferInitiated |
Client / Tenant |
Lease Angel bank transfer initiated. |
|
LeaseAngelBankProofUploaded |
Landlord |
Lease Angel proof uploaded. |
|
LeaseAngelCardPaymentPending |
Client / Tenant |
Lease Angel card payment pending. |
|
LeaseAngelPaymentFailed |
Client / Tenant |
Lease Angel payment failed. |
|
LeaseAngelFraudFlagged |
Landlord |
Potential fraud flagged. |
|
LeaseAngelScheduleCreated |
Client / Tenant |
Repayment schedule created. |
|
LeaseAngelScheduleReminder |
Client / Tenant |
Upcoming Lease Angel repayment reminder. |
|
LeaseAngelLandlordNotification |
Landlord |
Lease Angel status update. |
|
LeaseGiftSent |
Sender / relevant user |
Rent gift sent. |
|
LeaseGiftReceived |
Recipient / relevant user |
Rent gift received. |
|
TenantSepaExpiryNotification |
Client / Tenant |
SEPA mandate expiring. |
|
TenantSepaMandateExpiring |
Client / Tenant |
SEPA renewal required. |
|
NewMortgageApplicationNotification |
Landlord / Admin |
New mortgage application. |
|
MortgageApplicationReceivedNotification |
Client / Tenant |
Mortgage application received. |
|
MortgageApplicationStatusNotification |
Client / Tenant |
Mortgage status update. |
|
MortgageApplicationStatusUpdateNotification |
Client / Tenant |
Mortgage status change. |
|
MortgageApplicationLandlordUpdateNotification |
Landlord |
Mortgage application update. |
|
LeaseRiskNotification |
Landlord |
High-risk lease flagged. |
22 Backend Models Reference
|
Model |
Purpose |
|
Lease |
Core lease record: client, property, unit, dates, rent, deposit, terms and status. |
|
Payment |
Individual rent due date, amount and status linked to the lease. |
|
Unit |
Property unit; Occupied on activation and Available after approved termination. |
|
Wallet |
Client wallet for payment and landlord wallet for configured payouts. |
|
LandlordPayout |
Payout record created after confirmed rent payment. |
|
InspectionChecklist |
Inspection structure and overall checklist. |
|
InspectionChecklistItem |
Individual inspection requirement or finding. |
|
InspectionPhoto |
Photo evidence linked to an inspection. |
|
|
Additional lifecycle records The supplied scenario also references amendments, renewals, violations, versions, access logs, audit logs, Lease Angel records, mortgage applications and utility-payment records, but their exact model class names were not provided. |
23 Controllers, Services and Jobs Reference
|
Controller |
Main purpose |
|
LeaseController (Landlord) |
Create, schedule, signatures, activate, payments, amendments, renewals, violations, inspections, documents, versions, transfer, termination, bulk actions and analytics. |
|
Tenant\LeaseController |
Client web lease list, detail, renewal, documents, utilities and health score. |
|
Tenant\RentPaymentController |
Client web rent payment and history. |
|
Mobile\LeaseController |
Mobile lease list, detail, sign, bank transfer, schedule, history, renewal and termination. |
|
Mobile\RentPaymentController |
Mobile payment initiation, history, upcoming items, reminders, receipts and annual summary. |
|
TenantScreeningController |
Background, credit, references, AI score, decision, statistics and export. |
|
LeaseTerminationController |
Termination, penalties and deposit-refund calculation. |
|
LeaseTransferController |
Transfer or assignment between tenants. |
|
SplitLeaseController |
Shared lease and co-tenant invitations. |
|
CommercialLeaseController |
Commercial terms, CAM and percentage rent. |
|
LeaseAngelController |
Rent-financing workflow across landlord, web and mobile. |
|
MortgageApplicationController |
Tenant mortgage applications. |
|
PropertyPaymentController |
Gateway configuration, late fees, auto-collection, manual payments and history. |
|
UtilityPaymentController |
Utility-payment records linked to leases. |
|
LeaseRiskController |
AI risk scoring. |
|
LeasePredictionController |
Renewal, churn and vacancy predictions. |
|
LeaseHealthController |
Lease health scores. |
|
LeaseSentimentController |
Tenant communication sentiment. |
|
LeaseAIController |
General lease AI assistant. |
|
LeaseAnalyticsController |
Occupancy, revenue and payment performance. |
|
Service / job |
Purpose |
|
CurrencyService |
Converts or selects currency context for the client and property. |
|
ExchangeRateService |
Provides exchange-rate values for rent payments. |
|
FeeCalculationService |
Calculates and records the platform service fee. |
|
PaymentGatewayService / PaymentGatewayFactory |
Creates and verifies sessions across configured gateways. |
|
OpenAIService |
Supports screening, renewal and other AI-assisted lease insights. |
|
ProcessLandlordPayout |
Background job that executes configured landlord payout. |
24 Payment and Payout Control Framework
|
Control area |
Required practice |
|
Payment initiation |
Link every payment to the correct lease and Payment record. |
|
Gateway verification |
Do not confirm only from the browser return; verify against the provider response. |
|
Wallet payment |
Check balance, currency conversion, fee and wallet ledger entry. |
|
Bank transfer |
Verify uploaded proof against the company bank record. |
|
Manual payment |
Require authorised evidence and an audit reason. |
|
Payout |
Review LandlordPayout method, reference, status and exceptions. |
|
Receipt |
Generate only after confirmed payment. |
|
Reversal / refund |
Use the approved process and preserve the original transaction history. |
|
Currency |
State the contractual currency and identify converted display amounts. |
|
|
Gateway availability The supplied design lists Flutterwave, Stripe, Revolut, Paystack and Squad. Actual availability depends on country, account configuration and production integration. |
25 Worked Residential Lease Example
|
|
Scenario Oakline Properties creates a 12-month residential lease for Client Amara Bello in Unit A-12. Rent is paid monthly through the Leaseora wallet, with inspections and renewal managed on the platform. |
|
Stage |
What happens |
|
1. Screening |
The company completes the required identity, credit and reference review and records the authorised decision. |
|
2. Lease creation |
The administrator selects Amara, the property and Unit A-12, enters the term, rent, deposit, grace period and conditions. |
|
3. Schedule |
Leaseora generates twelve monthly Payment records. |
|
4. Assignment |
The landlord and Amara receive lease creation and assignment notifications. |
|
5. Signature |
Amara reviews and signs on the mobile app. |
|
6. Activation |
The landlord activates the lease and Unit A-12 becomes Occupied. |
|
7. Dashboard |
Amara sees the lease, payment schedule, documents and utility information. |
|
8. Rent payment |
Amara selects the current Payment record and pays from the wallet. |
|
9. Fee and payout |
The wallet is debited, the fee is recorded and ProcessLandlordPayout is dispatched. |
|
10. Confirmation |
Amara receives LeasePaid and TenantPaymentConfirmation; the landlord receives LeasePaymentReceivedNotification. |
|
11. Inspection |
The property manager schedules an inspection, uploads photographs and issues the report. |
|
12. Renewal |
Before expiry, Amara requests renewal and the landlord reviews payment, inspection and AI renewal information. |
|
13. Decision |
The landlord approves the renewal and Amara receives the approval notification. |
26 Recommended Operating Rhythm
|
Frequency |
Recommended activity |
|
Daily - finance |
Review new payments, bank proofs, failed gateway transactions, reminders and payout exceptions. |
|
Daily - property management |
Review active support issues, violations, inspections and urgent client communications. |
|
Weekly - leasing |
Review pending signatures, pending activations, expiring leases and renewal requests. |
|
Weekly - management |
Review overdue rent, high-risk alerts, terminations and occupancy changes. |
|
Monthly - finance |
Reconcile lease revenue, wallet activity, gateway settlement, manual payments and landlord payouts. |
|
Monthly - portfolio |
Review occupancy, payment performance, lease health, risk and expiry forecasts. |
|
Quarterly - governance |
Review permissions, audit logs, document retention, AI performance and legal templates. |
27 Implementation and Onboarding Checklist
Lease and property data
|
[ ] |
Client and contact records. |
|
[ ] |
Properties and units with current occupancy status. |
|
[ ] |
Existing active leases and expiry dates. |
|
[ ] |
Rent, currency, frequency, deposits and grace periods. |
|
[ ] |
Outstanding and historical payment records. |
|
[ ] |
Existing lease documents and amendments. |
Configuration
|
[ ] |
Payment gateways and country availability. |
|
[ ] |
Company bank accounts and landlord payout methods. |
|
[ ] |
Wallet configuration. |
|
[ ] |
Payment reminders and overdue rules. |
|
[ ] |
Lease and renewal templates. |
|
[ ] |
Inspection checklists. |
|
[ ] |
Violation categories and processes. |
|
[ ] |
Roles, permissions and property assignments. |
People to assign
|
[ ] |
Executive sponsor. |
|
[ ] |
Lease module owner. |
|
[ ] |
Lease administrator. |
|
[ ] |
Finance and reconciliation owner. |
|
[ ] |
Property manager / inspector. |
|
[ ] |
Legal reviewer. |
|
[ ] |
Customer-support contact. |
|
[ ] |
Leaseora onboarding coordinator. |
28 User Acceptance Testing and Go-Live
|
Test area |
Acceptance test |
|
Screening |
Run a test screening and verify risk alert behaviour. |
|
Create lease |
Create a lease with all required fields and Pending status. |
|
Schedule |
Generate monthly, weekly, bi-weekly and quarterly test schedules. |
|
Signature |
Request, sign and verify a test lease from web and mobile. |
|
Activation |
Activate and confirm Unit changes to Occupied. |
|
Client dashboard |
Verify details, payment stats, documents, utilities and health score. |
|
Gateway payment |
Initiate and verify a controlled provider payment. |
|
Wallet payment |
Debit a test wallet, record the fee and create payout. |
|
Bank transfer |
Upload proof, approve and verify client status. |
|
Receipts |
Download client and landlord receipts. |
|
Reminders |
Trigger automated and manual payment reminders. |
|
Amendment |
Create, approve, reject and download a test amendment. |
|
Renewal |
Request, approve and reject renewals with notifications. |
|
Violation |
Create, update and notify a test violation. |
|
Inspection |
Schedule, photograph, complete and export a test inspection. |
|
Versions |
Create a change, review history and test authorised restoration. |
|
Transfer / split |
Test invitation, status and new tenant relationship. |
|
Termination |
Calculate close-out and confirm Unit returns to Available. |
|
Bulk action |
Test a small authorised set and review audit logs. |
|
Analytics |
Verify occupancy, revenue, payment and expiry figures. |
|
|
Pilot before full migration Start with a limited portfolio and staff group. Confirm schedules, payments, documents, permissions, notifications and reports before moving every active lease. |
29 Common Issues and Troubleshooting
|
Issue |
Recommended action |
|
Tenant cannot be found |
Check the unique code, tenant account status and search data. |
|
Unit is unavailable |
Review active leases and Unit status before creating another lease. |
|
Payment schedule is wrong |
Check term, frequency, first due date, rent and prorating rules. |
|
Signature request not received |
Check tenant contact details, notification channel and document status. |
|
Lease will not activate |
Review signatures, permissions, required conditions and Unit status. |
|
Gateway payment is pending |
Verify callback, provider status and transaction reference. |
|
Wallet payment failed |
Check balance, currency conversion, fee and wallet ledger. |
|
Bank proof is pending |
Authorised finance staff must verify the funds. |
|
Landlord payout is delayed |
Review payout method, bank or wallet data, job status and provider response. |
|
Client balance is incorrect |
Reconcile Payment records, manual entries, reversals and unverified proofs. |
|
Renewal notice was not sent |
Review expiry, template, recipient and notification configuration. |
|
Inspection report is incomplete |
Confirm checklist items, findings, photos and completion status. |
|
Restored version is unexpected |
Review version selection, audit history and authorised recovery process. |
|
Unit remains Occupied after termination |
Confirm termination close-out completed and status update was processed. |
|
Analytics total differs |
Check filters, date range, lease status, currency and data refresh. |
30 Frequently Asked Questions
Can the landlord create weekly or quarterly leases?
The supplied payment frequency supports monthly, weekly, bi-weekly and quarterly schedules.
Can the tenant sign through the mobile app?
Yes. Mobile\LeaseController@sign supports mobile signing.
Does activation occupy the unit automatically?
The supplied workflow changes the Unit to Occupied when the lease becomes Active.
Can rent be paid by bank transfer?
Yes. The client uploads proof and the landlord approves the verified transfer.
Can the landlord record cash or offline payment?
PropertyPaymentController@processManualPayment supports authorised manual payment records.
Can tenants download receipts?
Yes. Mobile and landlord receipt download actions are included.
Can a lease be changed after activation?
Yes, through the controlled amendment workflow.
Can tenants request renewal?
Yes, through web or mobile renewal actions.
Can several tenants share one lease?
SplitLeaseController supports co-tenant invitations and status updates.
Can a lease be transferred?
Yes, subject to the company and legal workflow.
Does AI approve or reject a tenant?
No. AI supports scoring and risk insight; an authorised user makes the decision.
Does Lease Angel guarantee rent financing?
No. Eligibility, approval and terms depend on the configured financing process.
Can European clients pay by SEPA direct debit?
The supplied design includes SEPA collection and mandate-expiry notifications.
Can commercial leases include CAM charges?
Yes. CommercialLeaseController supports CAM and percentage-rent features.
Does termination automatically refund the deposit?
LeaseTerminationController calculates penalties and deposit treatment, but authorised review remains required.
31 Technical Matters to Confirm Before Production Sign-Off
|
Area |
Confirmation required |
|
Lease status enum |
Confirm all values, allowed transitions and expiry behaviour beyond Pending and Active. |
|
Payment status enum |
Confirm Upcoming, Due, Pending, Paid, Overdue, Waived, Failed and reversed states where applicable. |
|
Payment schedule |
Confirm prorating, first due date, leap years, weekly / bi-weekly logic and rounding. |
|
Signature provider |
Confirm identity verification, certificate, timestamp, evidence and legal validity. |
|
QR activation |
Confirm token expiry, security and authorised use. |
|
Gateway integration |
Confirm enabled gateways, callbacks, webhooks, retries and reversal handling. |
|
Exchange rates |
Confirm rate source, refresh frequency, fallback and display rounding. |
|
Platform fees |
Confirm fee basis, payer, currency, taxes and refund treatment. |
|
Payout processing |
Confirm queue, retries, settlement status, bank failures and manual recovery. |
|
Bank transfer |
Confirm upload limits, proof rejection, verification role and duplicate handling. |
|
Renewal |
Confirm whether a new Lease record or modified record is created. |
|
Amendments |
Confirm signatures, versioning and effective-date treatment. |
|
Termination |
Confirm penalties, deposits, notice, refunds and dispute handling. |
|
Split lease |
Confirm liability, payment allocation, exit and replacement rules. |
|
Lease Angel |
Confirm underwriting, fees, settlement, fraud, lender and regulatory model. |
|
SEPA |
Confirm mandate provider, collection schedule, failed debit and revocation flow. |
|
AI governance |
Confirm model, data handling, explanations, human review and retention. |
|
Notifications |
Confirm email, push, in-app or SMS channels, templates and retry behaviour. |
|
Document retention |
Confirm retention, deletion, legal hold, audit and export. |
|
|
No unsupported assumptions This guide is based on the end-to-end scenario supplied for Leaseora. Where exact database values, provider behaviour or legal workflow were not supplied, the guide identifies them for confirmation. |
32 Quick Reference - 26-Step Lease Workflow
1. Complete required tenant screening and approval.
2. Create the Pending lease and assign the client, property and unit.
3. Enter term, rent, currency, frequency, deposit, grace period and conditions.
4. Generate and verify the rent payment schedule.
5. Request the client e-signature.
6. Client reviews and signs through web or mobile.
7. Verify signature and review access logs.
8. Activate the lease and set the unit to Occupied.
9. Client views the lease dashboard and documents.
10. Client selects an outstanding rent payment.
11. Process through gateway, wallet or bank transfer.
12. Verify payment, update history and generate receipt.
13. Create and process the landlord payout.
14. Send reminders for upcoming or overdue payments.
15. Manage manual payments, verification and exports.
16. Create amendments through the controlled process.
17. Record and communicate lease violations.
18. Schedule, complete and report inspections.
19. Upload additional lease documents.
20. Review versions, audit logs and access logs.
21. Receive and process renewal requests.
22. Use AI renewal, risk, health and prediction tools as advisory input.
23. Transfer or split the lease where approved.
24. Use Lease Angel, mortgage, commercial, SEPA or utility features where configured.
25. Terminate and complete penalties, deposit and handover actions.
26. Return the unit to Available and retain the final lease history.
|
|
Business value Leaseora Lease Management gives a real estate company one connected process for tenant screening, lease creation, e-signature, rent collection, property operations, renewal, risk monitoring and final close-out. |
LEASEORA
LEASE MANAGEMENT
Create, sign, collect, manage and renew leases from one connected platform.
|
|
Support and onboarding For company-account setup, lease migration, payment configuration, staff training or operational assistance, contact Leaseora through support@leaseora.com. |
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