Every lease entering its renewal window automatically triggers an offer, reminders, and an e-signature flow — and every decline warns the leasing team three months before the unit goes vacant.
Typical results
0
missed renewal windows once live
90 days
advance offer before every expiry
3 weeks
earlier renewals close
−40%
vacancy gap between tenants
Figures reflect typical results for this kind of automation.
The challenge
Renewal dates lived in a spreadsheet nobody checked on time. Offers went out late or not at all, tenants left without warning, and units sat empty precisely because the ninety-day notice window had quietly passed.
Before and after
Missed renewal windows per year
−100%Advance notice before expiry
3×Vacancy gap between tenants
−40%The automation
We connected the lease database to a renewal pipeline: ninety days before expiry the tenant gets a personalized offer, follow-ups go out on schedule, and acceptance flows straight into an e-signature process that files the signed contract and updates the system. A decline or silence escalates to the leasing team with time to market the unit.
How it works
- 01
Lease hits the 90-day window
The flow watches the lease database and triggers exactly ninety days before expiry.
- 02
Personalized offer sent
The tenant receives a renewal offer tailored to their lease.
- 03
Follow-ups on schedule
Reminders go out automatically until the tenant responds.
- 04
Acceptance flows to e-signature
A yes moves straight into an e-signature process and the renewed lease is filed.
- 05
Declines warn the team early
Every decline alerts the leasing team three months before the unit goes vacant.
Starts from
- Lease expiry dates
- Tenant records
Delivers
- Renewal offers
- E-sign contracts
- Vacancy alerts
The impact
Renewal windows stop slipping by unnoticed. Renewals typically close weeks earlier, vacancy gaps between tenants shrink measurably, and the leasing team works from a live pipeline of offers, replies and signed renewals instead of a forgotten spreadsheet.
Questions about this automation
How does the renewal engine know when to start?
The flow checks the lease database every day and picks up each lease that is ninety days from its end date. The tenant then receives a renewal offer based on their current lease. The window is configurable, so a manager can start earlier for some units, and nothing depends on someone remembering a spreadsheet.
What happens when a tenant accepts the offer?
Acceptance moves straight into an e-signature process. The renewal contract is filled with the new term and rent and sent for signature. Once signed, it is filed with the tenant record and the lease end date in the system is updated, so the next renewal cycle is already scheduled.
What if the tenant declines or doesn't answer?
Reminders go out on a fixed schedule after the offer. If the tenant declines, or stays silent past a set deadline, the leasing team gets an alert with the unit, lease end date and reply, about three months before it would go vacant. This is a multi-step build, usually rolled out in stages, starting with offers and reminders.