Lease renewal tracking requires property managers to manually scan spreadsheets, gather tenant contact information, and send renewal notices across multiple tools. This scattered workflow causes missed deadlines and inconsistent communication.
Automation monitors lease expiration dates, validates tenant contacts, and sends personalized renewal notices automatically. The system logs all outreach and alerts the team to non-responses, ensuring no renewal falls through the cracks.
The full workflow, from trigger to completion.
The automation platform monitors the lease database daily. When a lease expiration date is 90 days away, the workflow is triggered automatically.
The system retrieves the full lease record, including property address, tenant name, email, phone, current lease terms, and renewal terms from the central lease database.
The automation checks the tenant contact details against recent email or phone records to ensure the information is current. If contact details are missing or outdated, it flags the record for manual review.
If contact information is confirmed, the workflow proceeds to send the renewal notice. If invalid or missing, the record is routed to the property manager for manual contact lookup.
The system generates a personalized renewal notice email using a template, inserts lease-specific details, and sends it to the tenant. A copy is logged.
The system records the renewal notice send date, tenant contact, and expected response deadline and creates a follow-up task for 21 days later.
A summary notification is posted to the operations channel listing all leases entered into renewal workflow, so the team is aware and can track progress.
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