Using the Lease Builder feature, you can send lease documents to applicants, directly from Breeze. They can sign online, and you can add the countersignature in Breeze. The signed documents are then attached to the tenant record.
This article describes the back and forth between the property manager (PM) and the prospect.
Step 1: Approve the applicant
Navigate to the Prospect screen and click the Approve button.
Lease documents can only be sent to Approved applicants.
When you approve a prospect, Breeze adds the Lease Builder tab to the Prospect screen.
Step 2: Verify the Lease Data
On the Prospect screen, verify that all the data is correct: the dates, quoted rent, rentable items, leasing specials, and so on. Breeze will use this data to generate the lease documents; if the data is wrong on the Prospect screen, it will be wrong on the lease. Also, make sure that the primary applicant and all the lessees have an email address entered in the system so that they can be contacted.
Step 3: Configure and Save the Move-in Charges
On the Prospect screen, click the Move-in Calculator button.
The Move-in Calculator appears.
On this screen, you can review the move-in charges and modify them as needed.
Note: If a checkbox is shown in gray, the charge cannot be modified.
Step 4: Generate the Lease
Open the Lease Builder tab and select a lease agreement.
The tab refreshes, adding new buttons: Preview and Finalize Lease.
Click the Preview button and check the lease.
When you have confirmed that the lease is correct, click Finalize Lease.
Breeze creates a lease document, and sends it to RentCafe. The tab shows that you are now waiting for the prospect to sign the lease.
The prospect will typically sign the document on RentCafe. If the prospect is not registered for RentCafe, you can invite them to join. See the last section of this article for instructions.
If you notice an error in the Lease after sending it out, you can correct the information in Breeze and then select Lease Action > Regenerate Lease to create another version of the lease and send it out.
Step 5: The Applicant Signs
Note: This section is written from the prospect's perspective. The screenshots are from RentCafe.
The prospect receives an email, stating that there are documents for them to sign on RentCafe.
The prospect logs into RentCafe. The initial screen shows that they have been approved and documents are ready.
The prospect clicks Sign Your Lease Now. The Electronic Signature screen appears.
This screen lists all the tenants on the lease, and has a Sign button for each one. (In the example shown above, there is only one tenant.)
The prospect clicks Sign. A consent form appears.
The prospect accepts the terms and conditions by clicking Agree & Continue. A screen appears where they can create a digital signature.
After they create a signature, they can go through the lease and add their initials or signature by clicking the highlighted text.
When all the tenants have finished signing the lease, RentCafe displays a confirmation message, stating that the lease has been signed and sent back to the property manager.
Step 6: Countersigning the lease and executing it
Note: This section is written from the perspective of the property manager using Breeze. The Execute Lease on Countersignature option is set to Yes.
Document Status Widget
If you have previously added the Document Status widget to your dashboard, it shows which lease documents are in process and which leases are ready to be countersigned.
This widget is optional.
Countersigning the lease
When you have been notified that the lease has been signed by the applicant, you can countersign it.
Open the Prospect screen and go to the Lease Builder tab.
Click the Countersign button. (If the button appears on the screen but is not active, you need to set up your eSignature. See the first section of this article for instructions.)
A message appears.
Click Proceed.
Note: The countersignature converts the person’s status from Approved Applicant to Future Tenant.
Breeze creates a tenant record and displays it on the screen.
The tenant's status is Future. The signed lease documents can be found on the Attachments tab.
The next step is to move the tenant in, on the move-in day.
If the applicant is not registered for RentCafe
If the applicant is not registered on RentCafe, Breeze displays a message before you finalize the lease. (Finalizing the lease is described in Step 4 above.)
The message describes two options:
Inviting the applicant to sign up on RentCafe.
Using the Send for Signature feature.
To invite the applicant to RentCafe
Go to Tenants > RentCafe Invite.
In the filter, set Tenant Status to Applicant.
Click Display. Breeze displays a list of applicants.
Locate the applicant and send them an invitation to join RentCafe.
After they have joined, you can finalize the lease document and send it to them in the way shown above (Step 4).
To use the Send for Signature feature
If the prospect does not want to use the RentCafe portal, you can email them a link that will open the lease documents on a web page where they can sign them.
Click Finalize Lease.
Select Lease Action > Send for Signature.
Breeze sends the applicant an email message.
The applicant opens the email and clicks the link it contains. A web page opens where they can sign the lease documents.
After the applicant signs, the property manager can countersign in Breeze (Step 6).