Lease ending soon
Review terms and choose when to contact the tenant.
See the lease dates, vacant units and follow-ups that need your attention.
Keep the property, unit and lease dates close enough to act on them. Give the office one place to review what is approaching and who owns the next step.
Availability and setupLimited release
Lease terms and renewals
Property tools are Limited release and require the right Pro access and setup. Confirm your account before changing a lease or rent-follow-up process.
A quiet deadline can become an expensive vacancy.
The work rarely fails all at once. A renewal date passes, a make-ready task has no owner or an overdue balance waits for someone to notice.
01Know what is changing. Review lease dates, occupancy and recorded balances from complete property records.
02Choose the next action. A manager still decides the terms, timing and person responsible.
03Keep specialist work where it belongs. Screening, rent collection, vendor dispatch and trust accounting need their own supported systems and scope.
Follow one lease before the deadline becomes the problem.
A workflow to review for your business. Expand a step for its purpose and current availability.
Record the lease dates
Keep the unit, tenant and agreed term together where the Limited release lease tools are enabled.
Lease terms and renewalsLimited release
Choose the reminder timing
Set when the team should review the approaching lease. Recording a date does not send a renewal offer automatically.
Lease terms and renewalsLimited release
Assign the office follow-up
The responsible manager reviews terms and contacts the tenant through the company’s approved process.
Plan renewal or turnover
Record the decision, then coordinate inspection and make-ready work in the supported systems your team uses.
Organize the attention list around the work a manager can act on.
Editorial workflow example · not a product screen or an automated property-management system.
Unit becoming vacant
Plan the inspection, make-ready work and next listing step.
Balance needs follow-up
Review the recorded charge and assign the next staff action.
Property record incomplete
Confirm unit and lease dates before using the portfolio view.
Keep the systems that protect the property and the people involved.
Keep trust accounting, screening, payments and specialist maintenance tools in place. Review which records can be connected without presenting a provider name as a working integration.
Keep what works. Replace what does not. Connect the rest through The Forge.
Check current connector availability ↗Tools and connection requirements
- Accounting and trust-accounting software
- Tenant-screening and background-check services
- Payment processors and online rent-payment platforms
- Maintenance and vendor-dispatch systems
- E-signature and lease-document platforms
- Listing syndication and marketing platforms
These are systems to discuss in your Fit Review, not a list of verified ready-to-connect integrations. Setup and provider support vary.
Start with the work you need to connect.
Bring one job, customer question or repeated admin task. We’ll review who handles it, which tools you use and what The Forge can help you keep, replace or connect.
Review plans and current pricing before choosing. Features depend on plan, configuration, permissions and current availability.
Plan and setup details
A starting point for your Fit Review. Check the plan’s current features, provider requirements and rollout status against the work you need to do; an industry recommendation does not guarantee that every described workflow is available.
Read the full industry requirements and plan recommendation ↗Can we keep the systems we already use?
Keep what works. Replace what does not. Connect the rest through The Forge. Review current connector availability and your industry requirements in a Forge Fit Review.
How do we choose the right starting plan?
Bring a real business handoff and the systems your team uses to a free Forge Fit Review. Check current pricing, plan features and availability before choosing a configuration.
Detailed property-management requirements and boundaries.
Review the detailed requirements, configuration and roadmap with your team. Not every described workflow is available today. Plan, provider and rollout limits apply; check current availability before relying on a feature.
Optional deep diveDetailed industry requirements
Roles, workflows, requirements and launch considerations for your team to review.
The business and its requirements
A renewal or overdue balance is easy to miss when unit details and lease records sit in separate files. Review the property tools available to your Pro account: unit and lease records, configured reminders, occupancy and lease-linked rent-charge records. Confirm account rollout and setup before changing your process. Screening, automatic vendor routing and trust accounting are retained build scope, not included by this guide.
What can a property manager use in The Forge today?
With the required Pro access and rollout, record units and lease terms, configure renewal reminders and review occupancy. Lease-linked rent-charge records and staff overdue follow-up have source and local test evidence; confirm their availability and configuration for your account. This is not a promise that tenant payments are collected, notices are sent or trust accounts are managed automatically. Rental screening and automatic vendor routing remain retained build scope.
Management questions to review
What management can see
Proposed requirement, not an available product commitment: Portfolio occupancy and vacancy
Proposed requirement, not an available product commitment: Vacant, occupied, and notice-given units across the full portfolio, by property and unit type, with days-vacant tracked per unit.
Proposed requirement, not an available product commitment: Rent collection and delinquency
Proposed requirement, not an available product commitment: Rent collected versus due, delinquency aging, and outstanding balances by property and by tenant.
Proposed requirement, not an available product commitment: Maintenance response time
Proposed requirement, not an available product commitment: Time from request submission to work-order assignment and to completion, by property and by vendor.
Proposed requirement, not an available product commitment: Renewal pipeline
Proposed requirement, not an available product commitment: Leases approaching expiration, renewal-offer status, and projected turnover, weeks ahead of the actual end date.
Proposed requirement, not an available product commitment: Owner distributions and statements
Proposed requirement, not an available product commitment: Rent collected, expenses posted, and net distribution per owner entity, available without a manual month-end build.
Proposed requirement, not an available product commitment: Inspection compliance
Proposed requirement, not an available product commitment: Move-in, periodic, and move-out inspections completed versus scheduled, flagging units overdue for a required inspection.
Plan requirements to discuss
Forge Pro
$799/moBroader coverage — several teams and locations connected, with approvals you control and a quarterly review to keep improving how you run.
Pro is required for the supported property tools. Confirm rollout, unit and lease records, rent-charge behavior and permissions for your account. A subscription alone does not establish screening, a rent-collection service, automatic vendor routing or trust accounting.
- Up to three locations, thirty operator users
- Unlimited view-only users
- Everything in Core
- Advanced workforce, scheduling, and capacity planning
- Advanced payroll and wage-summary visibility
- Role-specific dashboards and advanced reporting
- Thirty workflows, eight integrations, and API access
- Reviews and reputation from your connected Google Business Profile
- Prospecting audit reports, social publishing, and in-composer image generation
- A daily deck of 20 ready-to-post marketing ideas
- Configurable business-process approvals and advanced permissions
- Priority support and quarterly optimization review
Every plan launches Guided or Managed — see plan and launch-path details for the full comparison.
Speaking the language of this industry
Rent roll
A point-in-time listing of every unit in a portfolio, its tenant, lease term, and rent amount — the core operational snapshot a manager works from.
Delinquency
Rent that has not been paid by its due date, tracked by days past due and typically escalated through a defined notice-and-follow-up sequence.
Turnover
The process of preparing a unit for a new tenant after a move-out — inspection, repairs, cleaning, and re-listing — measured by the days it takes to complete.
Make-ready
The repair and cleaning work required to bring a vacated unit to rentable condition before the next tenant moves in.
Trust account
A bank account holding tenant security deposits and, for third-party managed properties, collected rent belonging to owners, kept legally separate from the management company's operating funds.
CAM (common area maintenance)
In commercial properties, the shared costs of maintaining common areas, billed back to tenants according to their lease's CAM provisions.
NOI (net operating income)
A property's rental and other income minus operating expenses, before debt service — the core profitability figure owners use to evaluate a property's performance.
Owner statement
A periodic report to a property owner showing rent collected, expenses posted, and net distribution for their property or portfolio.
Vacancy rate
The percentage of units in a portfolio that are unoccupied and not generating rent at a given point in time.
Security deposit
Funds held from a tenant at lease signing against damage or unpaid rent, subject to state-specific rules on handling, interest, and return timing.
Signs you're outgrowing your current setup
- A completed rental application sits unreviewed for four days because no one was assigned to screen it
- A tenant calls a second time about a maintenance request because the first call went nowhere
- Rent delinquency is discovered when the owner asks why a deposit is late, not when it was actually due
- A tenant gives notice because no one reached out about renewal until the lease had already expired
- Owner statements are built in a spreadsheet the week after month-end instead of available anytime
- No one can say the portfolio-wide vacancy rate without pulling numbers from every property manager
- Tenant security deposits and owner distributions are tracked in the same account with no clean separation
- A unit goes a full lease term without a periodic inspection because no one scheduled one
- A departing property manager takes their working knowledge of a property's vendors and history with them
Other places this industry loses time and margin
Applications sit unscreened for days while the unit stays vacant
Proposed specialist workflow: application intake and screening need a separate supported setup. Continue using your screening service; no ready-made screening connection is promised.
See how The Forge fixes lead follow up →Maintenance requests go unassigned until the tenant calls back a second time
Proposed specialist workflow: renter requests and automatic vendor routing are not standard available tools. Your team should continue assigning repairs in the maintenance system it uses today.
See how The Forge fixes follow ups missed →Delinquent rent is noticed weeks after it was actually due
Where lease rent-charge tools are enabled, review the lease-linked invoices and overdue staff tasks. A charge or staff task does not establish a collected payment or a sent tenant notice; confirm the account setup and payment-provider scope.
See how The Forge fixes follow ups missed →Lease renewals are missed and a good tenant leaves because no one reached out in time
With access to the Limited release Pro lease tools, record the lease end date and configure a reminder. A manager chooses the notice period and handles the renewal offer; it is not sent automatically by entering a lease.
See how The Forge fixes renewal management →Owner statements are assembled by hand every month from separate systems
The Limited release owner report totals expected rent from recorded leases when a manager requests it. It does not automatically compile collected rent, expenses or distributions.
See how The Forge fixes manual reporting →Portfolio-wide vacancy and turnover trends are invisible until they become a crisis
Review unit and portfolio occupancy from recorded units and leases where the property tools are enabled for your Pro account. Confirm dates and unit completeness; the view is not a forecast or a guarantee that a vacancy will be filled.
See how The Forge fixes performance visibility →Managing multiple owner entities means tenant and owner funds are hard to keep cleanly separated
The Forge does not supply property trust accounting. Keep deposits, owner funds and required statements in your dedicated accounting process.
See how The Forge fixes multi business management →Inspections are scheduled ad hoc and some units go a full lease term without one
Lease-term inspection records need supported access and configuration. A manager sets the inspection date and assigns the work; entering a lease alone does not schedule every inspection.
See how The Forge fixes work falling through cracks →Information to review for this workflow
Property
Information to plan for; not a promise that a dedicated screen is available: A managed building or complex, carrying its unit list, owner entity, vendor relationships, and portfolio-level reporting.
Unit
Information to plan for; not a promise that a dedicated screen is available: An individual rentable space within a property, carrying its current lease, tenant, maintenance history, and vacancy status.
Lease
Information to plan for; not a promise that a dedicated screen is available: The active or historical agreement between a tenant and a unit, carrying term, rent amount, renewal status, and move-in/move-out dates.
Tenant
Information to plan for; not a promise that a dedicated screen is available: The person or entity occupying a unit, carrying application history, lease history, payment history, and maintenance requests.
Owner
Information to plan for; not a promise that a dedicated screen is available: The property owner or entity on whose behalf a property is managed, carrying their properties, statements, and distribution history.
Maintenance request / work order
Information to plan for; not a promise that a dedicated screen is available: A reported issue tied to a unit, tracked from submission through vendor assignment to tenant-confirmed completion.
Vendor
Information to plan for; not a promise that a dedicated screen is available: A maintenance provider or contractor assigned to work orders, carrying service categories, assigned properties, and completion history.
Rent ledger entry
Information to plan for; not a promise that a dedicated screen is available: A recorded charge or payment against a lease, feeding delinquency tracking, owner statements, and collections reporting.
Workflow and automation details
Example workflows
- 1
Proposed process: Application to signed lease
Requirement to assess, not an included automatic workflow: An application is submitted, screened against configured criteria, and moved to lease preparation with automatic follow-up for missing documentation — one thread from inquiry to signed lease and move-in.
- 2
Proposed process: Maintenance request to closed work order
Requirement to assess, not an included automatic workflow: A tenant-submitted maintenance request creates a work order, routes to the right vendor or technician, and tracks status through to tenant-confirmed completion, with escalation if it stalls.
- 3
Review lease rent charges and overdue balances
Confirm Pro access and the supported setup, review the lease-linked invoices, then assign staff follow-up for overdue balances. Source and synthetic handler tests cover charges and staff tasks; automatic tenant notices, collections and a full escalation ladder require separate confirmation.
- 4
Proposed process: Lease expiration to renewal or turnover
Requirement to assess, not an included automatic workflow: An approaching lease end date triggers the renewal workflow — renewal offer, tenant response tracking, and, if the tenant is not renewing, move-out inspection and turnover scheduling — so the unit's next step starts weeks before the lease ends, not after.
Automation ideas to confirm before use
- 1
Proposed automation: Incomplete-application follow-up
Not supplied as a standard available automation. Assess and confirm this requirement before use: An application missing required documentation triggers an automatic follow-up request to the applicant, with escalation to the leasing agent if it stays incomplete past a configured window.
- 2
Proposed automation: Maintenance-request auto-routing
Not supplied as a standard available automation. Assess and confirm this requirement before use: A submitted maintenance request is categorized and routed to the appropriate vendor or in-house technician for that property automatically, without a manager manually assigning each ticket.
- 3
Proposed automation: Delinquency escalation ladder
Not supplied as a standard available automation. Assess and confirm this requirement before use: A rent payment that has not posted by the due date triggers a defined notice-and-follow-up sequence, escalating to the property manager if it remains unresolved.
- 4
Proposed automation: Lease-renewal 60-day trigger
Not supplied as a standard available automation. Assess and confirm this requirement before use: A lease crossing 60 days from its end date opens the renewal workflow — offer preparation, tenant response tracking, and turnover scheduling if the tenant is not renewing.
- 5
Proposed automation: Owner-statement auto-generation
Not supplied as a standard available automation. Assess and confirm this requirement before use: Owner statements generate automatically each period from rent-ledger and expense data, ready for review instead of assembled by hand.
- 6
Proposed automation: Inspection-due reminder
Not supplied as a standard available automation. Assess and confirm this requirement before use: A unit approaching its scheduled periodic or move-out inspection window without one logged is flagged to the assigned property manager.
Proposed views to review
Proposed requirement, not an available product commitment: Portfolio Occupancy & Vacancy Board
Proposed requirement, not an available product commitment: A real-time view of occupied, vacant, and notice-given units across the portfolio, with days-vacant tracked per unit.
- Proposed requirement, not an available product commitment: Occupancy rate by property
- Proposed requirement, not an available product commitment: Days vacant by unit
- Proposed requirement, not an available product commitment: Units in notice period
- Proposed requirement, not an available product commitment: Vacancy trend versus prior period
Proposed requirement, not an available product commitment: Delinquency & Collections Dashboard
Proposed requirement, not an available product commitment: Every past-due account across the portfolio, aged and prioritized, so collections effort focuses where it matters most.
- Proposed requirement, not an available product commitment: Delinquency aging (0-30/31-60/60+)
- Proposed requirement, not an available product commitment: Total outstanding balance
- Proposed requirement, not an available product commitment: Delinquency rate by property
- Proposed requirement, not an available product commitment: Payment-plan status
Proposed requirement, not an available product commitment: Maintenance & Work-Order Board
Proposed requirement, not an available product commitment: Open, in-progress, and completed work orders across the portfolio, with vendor response time visible by property.
- Proposed requirement, not an available product commitment: Open work orders by property
- Proposed requirement, not an available product commitment: Average time to assignment
- Proposed requirement, not an available product commitment: Average time to completion
- Proposed requirement, not an available product commitment: Response time by vendor
Proposed requirement, not an available product commitment: Owner Reporting Dashboard
Proposed requirement, not an available product commitment: A per-owner view of financial and operational performance for their properties, matching what appears on their statement.
- Proposed requirement, not an available product commitment: Rent collected versus due
- Proposed requirement, not an available product commitment: Net distribution
- Proposed requirement, not an available product commitment: Occupancy for owner's properties
- Proposed requirement, not an available product commitment: Maintenance spend for owner's properties
Who can see and do what
Portfolio Owner / Principal
- Proposed permission to assess, not a configured role: Sees portfolio-wide occupancy, delinquency, and financial performance across every managed property
- Proposed permission to assess, not a configured role: Sees performance by property manager and by property for oversight and staffing decisions
- Proposed permission to assess, not a configured role: Configures delinquency, renewal, and inspection policy defaults
- Proposed permission to assess, not a configured role: Manages owner-entity setup and cross-owner reporting access
Property Manager
- Proposed permission to assess, not a configured role: Sees full detail on assigned properties — units, leases, tenants, maintenance, and delinquency
- Proposed permission to assess, not a configured role: Approves lease terms and renewal offers for assigned properties
- Proposed permission to assess, not a configured role: Assigns and reviews maintenance work orders for assigned properties
- Proposed permission to assess, not a configured role: Cannot view financial detail or tenant data for properties they are not assigned to
Leasing Agent
- Proposed permission to assess, not a configured role: Sees open units, application pipeline, and screening status for assigned properties
- Proposed permission to assess, not a configured role: Manages showings and application follow-up
- Proposed permission to assess, not a configured role: Cannot access signed-lease financial terms outside their assigned properties or approve final lease terms
Maintenance Coordinator
- Proposed permission to assess, not a configured role: Sees all open and assigned work orders across managed properties
- Proposed permission to assess, not a configured role: Assigns work orders to vendors and updates status through completion
- Proposed permission to assess, not a configured role: Cannot view lease financial terms, delinquency status, or owner statements
Owner (client-facing)
- Proposed permission to assess, not a configured role: Sees occupancy, collections, and maintenance activity only for their own properties
- Proposed permission to assess, not a configured role: Views and downloads their own owner statements and distribution history
- Proposed permission to assess, not a configured role: Cannot see other owners' properties, tenants, or financial data
Accounting / Trust Administrator
- Proposed permission to assess, not a configured role: Sees rent ledgers, delinquency, and distribution data across all managed properties and owner entities
- Proposed permission to assess, not a configured role: Generates owner statements and reconciles trust-account activity
- Proposed permission to assess, not a configured role: Flags ledger entries that do not match expected rent or fee amounts
- Proposed permission to assess, not a configured role: Cannot edit lease terms, unit assignments, or maintenance records
What this industry has to stay ahead of
- Fair-housing compliance in tenant screening, advertising, and communications — screening criteria and messaging must be applied consistently, though The Forge does not determine or certify fair-housing compliance itself
- Security-deposit handling and disclosure rules — many states set requirements for where deposits are held, interest owed, and timelines for itemized return after move-out
- Habitability and repair-response deadlines — several jurisdictions set required response windows for habitability-related maintenance issues, which a tracked work-order timeline can surface but does not itself enforce
- Trust-account separation of tenant and owner funds from the management company's operating funds, consistent with state real-estate and property-management licensing requirements
- Lease-renewal and non-renewal notice timing — jurisdiction-specific minimum notice periods for renewal offers, rent increases, and non-renewals
- Eviction and delinquency notice requirements — many jurisdictions mandate specific notice language and timing before further action can be taken on nonpayment
- Property-management and real-estate licensing requirements for the company and its agents, tracked on the business record but issued and renewed outside The Forge
What may be replaced, and what stays
What The Forge may replace
Tools and manual processes that may no longer be necessary.
- Lease-date spreadsheets, only after confirming the Limited release lease tools and your required fields.
What The Forge may integrate with
Systems you keep — The Forge becomes the layer above them.
- Specialist systems to assess separately: accounting, screening, rent payments, maintenance and signatures. No working connection is implied.
Illustrative week — not customer results
Illustrative lease-renewal example — not customer results
Illustrative example, not a demonstrated automatic workflow or customer result. A manager records a lease ending in August and chooses when a renewal reminder should run. With Pro lease access and the workflow configured, the reminder gives the manager a date to review terms and contact the tenant. The manager still makes the renewal decision. Screening, rent payments, repairs and trust-account reporting remain in the company’s existing specialist systems; this example does not execute them.
Proposed launch stages — agree scope and timing
Proposed requirement, not an available product commitment: Property, unit, and lease data migration
Proposed requirement, not an available product commitment: 2-3 weeksProposed requirement, not an available product commitment: Existing properties, units, active leases, tenant records, and maintenance history are migrated so the portfolio starts with one current record instead of a blank system.
Proposed requirement, not an available product commitment: Owner-entity and accounting configuration
Proposed requirement, not an available product commitment: 1-2 weeksProposed requirement, not an available product commitment: Owner entities are set up with their properties and reporting scope, and accounting or trust-accounting integrations are configured to keep tenant and owner funds cleanly separated.
Proposed requirement, not an available product commitment: Workflow configuration
Proposed requirement, not an available product commitment: 1-2 weeksProposed requirement, not an available product commitment: Delinquency escalation rules, renewal lead times, maintenance-routing categories, and inspection schedules are configured to match how the company already operates.
Proposed requirement, not an available product commitment: Training and go-live
Proposed requirement, not an available product commitment: 1 weekProposed requirement, not an available product commitment: Property managers, leasing agents, and maintenance coordinators are trained on their role-specific views before the company cuts over from prior tools.
Typical timeline for a business of this profile — not a contractual commitment. Actual duration depends on data readiness, integration count, and whether you choose Guided or Managed Launch.
Where this typically goes next
Proposed requirement, not an available product commitment: Where property-management companies typically grow next inside The Forge
- 1Proposed requirement, not an available product commitment: Add an 'Additional business entity' for each new third-party owner onboarded to keep reporting and fund activity separated
- 2Proposed requirement, not an available product commitment: Layer on advanced reporting for deeper NOI and portfolio-performance breakdowns as the managed unit count grows
- 3Proposed requirement, not an available product commitment: Add advanced integrations for specialized accounting or listing-syndication systems beyond the standard set
- 4Proposed requirement, not an available product commitment: Move to Forge Operations for cross-portfolio executive reporting once the company manages properties across multiple markets or offices
- 5Proposed requirement, not an available product commitment: Adopt priority support once tenant-facing response-time commitments become a competitive differentiator
Explore by the problem you feel most
Renewals and retention are reactive
A policy lapses, a contract expires, a patient goes inactive — and the team only finds out when the revenue stops arriving. By then, the customer has already made their decision.
ExploreFollow-ups depend on someone remembering
Post-service check-ins, policy renewals, treatment reminders, re-enrollment nudges — every one of them happens only if a specific person remembers on a specific day. When they are busy, it does not happen.
ExploreReports take hours to build
Every week someone exports data from three to five systems, pastes it into the same spreadsheet, fixes the column headers, and presents numbers that are already stale by the time the meeting starts.
ExploreManaging multiple businesses is chaos
Each business has its own CRM, its own books, its own spreadsheets, and its own version of the truth. Pulling one combined picture requires a day of exports and a prayer that the column headers still match.
ExploreProperty Management — questions
Bring one lease or unit handoff your team is still tracking by spreadsheet.
Ask about property management
Ask The Forge is an AI assistant. Answers are generated from published Forge information and may be incomplete. Do not submit confidential, regulated, or customer-specific information.
Start with the work that is slowing you down
The job is done. Give billing the details it needs.
The crew finished the work. The office is still collecting the information needed to prepare the invoice.
Explore the workflow and its current limitations.
The customer is waiting. Who owns the reply?
A new message sits unanswered because the office and field team each assume the other is responding.
Explore the workflow and its current limitations.