Introduction
Using the Lease Builder feature, you can send lease documents to renewing tenants, 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 is an overview of the process, showing the back and forth between the property manager (PM) and the tenant.
Step 1: The Property Manager Adds Renewal Proposals
On the Tenant screen, go to the Lease Renewal Proposals tab and click Add Lease Proposal.
Add at least one proposal. After you add a proposal, it appears on the page with the Approved status.
To notify the tenant that a proposal is available on their tenant portal for their review, you can send an email from the Tenant screen. Go to the Tenant Information tab and click the Email button.
Step 2: Tenant Selects a Proposal on the Portal
The tenant logs into RentCafe and selects Lease > Lease Info.
The Lease Renewal page appears, where the tenant can select the proposal they want.
After making a selection, the tenant clicks the Submit Lease Renewal button. RentCafe displays a message: You can proceed further when your lease document is available for review.
Step 3: PM Generates the Lease Document and Sends it for Signature
This section is written from the perspective of the property manager.
When the tenant selects a renewal proposal, you receive an email message from the system.
Open the Tenant screen. The Lease Renewal Proposals tab now shows the proposal that the tenant selected. (Previously, it displayed all the proposals that you set up for the tenant; now it only shows the one the tenant selected.)
Go to the Lease Builder tab.
To check the lease, click the Preview button.
When you have confirmed that the lease is correct, click Finalize Lease. Breeze generates the lease document and makes it available to the tenant on RentCafe.
The screen displays a message stating that you are waiting for the tenant to sign.
Note: 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 4: Tenant Signs the Lease on RentCafe
The tenant receives a notification that their lease is ready to be signed on the tenant portal.
The tenant logs into RentCafe.
RentCafe shows that there is a lease document ready for them.
This screen lists all the tenants on the lease, and has a Sign button for each one. (In the example shown below, there is only one tenant.)
The tenant clicks the Sign button. A consent form appears.
The tenant 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 go through the lease and add their initials or signature where required 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.
Step 5: PM Countersigns the Lease and Renews it
This section is written from the perspective of the property manager using Breeze.
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 tenant, you can countersign it.
Open the Tenant 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.)
Breeze adds your signature to the document and shows that the document has been countersigned.
Go to the Lease Renewal Proposals tab.
Click the Renew link.
The Schedule Lease Renewal screen appears.
Verify that the dates and the term are correct.
Click Renew.
The proposal is now Scheduled.
On the Scheduled Charges tab, Breeze displays the charges for the renewal.
On the Lease Start day, an automatic task renews the lease and updates the lease dates on the Tenant Information page.