Catching leases that drift into month to month
Nothing errors when a renewal is missed. The tenancy carries on at the old rent under whatever the lease and the state say happens after expiry, and the renewal fee in the management agreement is never earned. Expiring lease reports exist in every system in this trade. What is missing is the clock running backwards from each expiry through the notice period in that lease and the time it takes to get a decision from the owner. Cities that regulate increases add a form and a longer runway, so the date an offer has to leave is not one number for the portfolio.
The management system is authoritative for money and knows nothing about the phone call where the owner approved the repair.
A management company runs two ledgers that must never mix: the money it holds for owners and tenants, and its own. Everything downstream of that separation is regulated, which shapes what automation is allowed to touch.
- AppFolio
- Buildium
- Twilio
When this is the wrong thing to build
Pick something else if the owner decides each increase in a phone call and there is nowhere to put the answer. A watcher that sees expiry dates but never sees a decision produces the same alert every week until somebody silences it, and then it is worse than nothing.
The constraint that shapes it
In most states property management is licensed brokerage activity, which means the company operates under a broker and its handling of client funds is supervised, with segregation from operating money and periodic reconciliation expected. More on how this sector works.
No alarm goes off when a thing simply stops arriving. Read what this shape is, or start from one of these.
- Noticing that an agent licence has quietly lapsed
- Watching an MLS feed for the day it goes quiet
- Catching a lapse date nobody put on a calendar
- Closing the registration window before it closes you
- Scheduling the visits a membership already promised
- Closing the permit that never got its final inspection
- How do I find leases expiring with no renewal offer sent?
- What happens when a fixed term lease rolls to month to month?
- How far ahead should a rent increase notice go out?
- Can renewal offers be sent from Buildium without retyping the rent?
- Why do lease renewals get missed on a small portfolio?
Back to property management, or see how this is priced and scoped.