Uploading Lease Agreements: Guide to Lease Agreement Template Columns

This article provides a step-by-step guide to completing each column in our lease agreement bulk upload template. By following these instructions, you can ensure accurate data entry, minimize errors, and include all required information for a smooth upload process.

1. Lease Number (Required):

• A unique identifier you create for each lease. It can be any combination of letters and numbers.
  While there's no required format, we recommend a consistent naming convention to keep your leases organized.
  Example: "L_JohnDoe_123BlueRoad_Jan2025toJuly2025"

2. Lease Date (Required):

• The date the lease was signed.
• Note: This is for record-keeping only and does not affect the lease’s terms or commencement date.

3. Tenants (Required):

• Enter each tenant's full name or email address. The tenant must already exist as a contact in your ManageCasa account before uploading the lease. If needed, add them manually via the Contacts tab or upload them separately using the Contact upload spreadsheet.
• For multiple tenants, separate names/emails with commas.
  Example: "John Doe, James Smith, michaelbrown@testemail.com" (in this example, the system will recognize 3 tenants in the lease).

4. Property (Required):

• Enter only the address line or the Property Name (if one is set). Do not include city, state, ZIP, or country details. The property must already exist in your ManageCasa account.

5. Unit (Required; if applicable):

• Only required if leasing a specific unit within a multi-unit property.
  Example: If leasing Unit 301 in Condo 1, enter "Condo 1" in the Property column and "301" in the Unit column.

6. Occupants (Optional):

• These are the individuals living in the unit who are not legally responsible for the lease.
• Do not enter occupants who are already listed as tenants.
• Same as the tenants column, enter full names or emails, separating multiple entries with commas. The occupant must already exist as a contact in your ManageCasa account.

7. Lease Term (Required):

• Select either Fixed Term or Month-to-Month Term.

8. Commencement Date (Required):

• The official start date of the lease (when the tenant moves in and rent begins). Not the same as the lease signing date (unless they are).

9. End Date (Required; if Fixed Term):

• Required only for Fixed Term leases.
• Specifies the official end date of the lease.

10. Month-to-Month on Expiration (Required; if Fixed Term):

• If set to Yes, the lease automatically transitions to Month-to-Month after the Fixed Term ends.
• If No, the lease will terminate on the end date.

11. Termination Period (Required):

• Enter the number of days' notice required for lease termination.

12. Rent Amount (Required):

• Enter the rent amount charged to tenants. All specified tenants will be responsible for payment.

13. First Due Date (Required):

• The first due date for a whole rent payment.
• Must be on or after the Commencement Date.

14. Frequency (Required):

• How often rent should be charged (e.g., monthly, biweekly, weekly).

15. Posting Days (Required):

• The number of days before the due date that rent charges should be created in the account.

16. Publish? (Required):

• No: (Recommended). Allows you to review the lease before finalizing.
• Yes: Activates the lease and generate transactions (if enabled).

17. Automate Transactions (Required):

• Setting this to Yes lets the system to automatically generate recurring rent transactions.

18. Back Date Transactions (Required):

• Setting this to Yes allows rent charges or other transactions to be recorded with a past date.

19. Back Date Start Date (Required; if Back Date Transactions is Yes):

• The earliest date for system-recognized rent charges and transactions. Typically matches the lease Commencement Date.
• Date entered here must be on or after the Commencement Date.

20. Override Default Late Fee (Optional):

• Setting this to yes allows you to override default late fees set in Account Settings → Late Fees.

21. Late Fee Days (Required; if Override Default Late Fee is Yes):

• The number of grace period days before a late fee is applied.

22. Late Fee Type (Required; if Override Default Late Fee is Yes):

• Select Flat Amount or Percentage for the late fee.

23. Late Fee Amount (Required; if Override Default Late Fee is Yes)

• Enter the flat amount or percentage of the late fee. If using a percentage, enter the value (e.g., "5" only for 5%).

24. Security Deposit (Optional):

• Enter the security deposit amount charged to the tenant.

25. Security Deposit Due Date (Required; if Security Deposit is entered)

• The due date for the security deposit.
• Must be on or after the lease Commencement Date.

26. Prorated Rent (Optional):

• The adjusted rent amount for tenants moving in mid-month.
• Instead of a full month's rent, they pay only for the days they occupy the unit.

27. Prorated Due Date (Required; if Prorated Rent is entered)

• The due date for prorated rent.
• Typically the lease start date or the next regular rent due date.

28. Concession Occurrences (Optional):

• The number of times a rent discount applies.
  Example: First month free or $100 off for six months.

29. Concession Amount (Required; if Concession Occurrences is entered):

• The discount amount applied on the Commencement Date.

30. Additional Charges (Optional):

• You can enter extra charges (e.g., parking fees) using the Addn Amount and GL Account columns.
  Example: If tenants are charged a $50 parking fee, enter "50" in Addn Amount 1 and the associated ledger account in GL Account 1.
  Please note that the ledger account entered must already exist in your ManageCasa Chart of Accounts (Transactions tab → Chart of Accounts).

If you have any further questions about the lease template or the bulk uploading process, feel free to reach out to our support team.