Setting Up Lease Agreements

The Lease Management page is where you can create, manage, and track all lease agreements within ManageCasa. It centralizes everything related to your leases—from tenant details and rent schedules to transactions, documents, and communication—so you can efficiently manage your rental portfolio in one place.

Accessing the Page

• From the left menu bar, click Lease Management

   

Lease Management Overview

Once you open the Lease Management page, you’ll see a list of all your lease agreements along with key details. Each row displays the property associated with the lease, the tenants and occupants tied to it, the lease expiration date, and the recurring rent amount. You’ll also see the current status of each lease—whether it is Active, Expired, or Terminated—so you can quickly understand where things stand across your portfolio.

Creating a Lease Agreement

To create a new lease, click Add and complete the lease form:

• Lease Number – Internal reference for the lease
• Lease Entered On – Date the lease was signed (not the start date)
• Tenants – Select or add tenants responsible for payments
• Property – Assign the lease to a property
• Occupants – Add individuals occupying the unit (not financially responsible)
• Files – Upload a copy of the lease agreement for recordkeeping. Uploaded files are also accessible to tenants
• Lease Terms – Define the structure and duration of the lease: Month-to-month, Year-to-Year, or Fixed Term.
  • If Fixed Term is selected, you may enable automatic conversion to Month-to-Month upon expiration.
• Commencement Date – Actual lease start date
• Expiration Date – Required for fixed-term leases
• Termination Period – Number of days before expiration for notifications
• Rent & Payment Schedule – Set up rent details and automation:
  • Rent Amount
  • First Due Date
  • Frequency (e.g., monthly)
  • Payment Reminder – Notification before charges are created
  • Auto Deposit – Automatically route payments to a selected account (if enabled)
• Late Fees & Grace Period – Configure Grace Period before late fees apply
• Security Deposit – Enter Deposit Amount and Due Date and the option to select which account to Auto Deposit
• Prorated Rent – Manually calculate and enter prorated rent
  • Set Proration Start Date, Due Date, and the option to select which account to Auto Deposit
• Concessions – Add discounts or incentives (e.g., promotions)
• Additional Terms – Add other charges beyond rent (e.g., parking, utilities)
• Preview of Transaction Record – Preview upcoming transactions before finalizing
• Auto Create Lease Fees – Enable to automatically generate recurring invoices
• ePayment Settings – Override global ePayment settings for the lease. Customize processing fees if needed
• Custom Fields – Add custom data fields based on your business needs

After filling out everything, once you click Publish, you’ll have the option to backdate and create past transactions or backdate only.

Managing an Existing Lease

Click on a lease to view and manage detailed information across multiple tabs:

• Summary – Key lease details and financial overview
• Parties – Tenants and occupants
• Transactions – All generated charges and payments
• Communications – Sent templates and notices
• Tasks – Tasks associated with the lease
• Files – Uploaded documents
• Messages – Communication history

• Timeline – Activity log for the lease

   

Lease Actions & Bulk Upload

From the Action button within a lease, you can manage key lease operations such as editing the lease, creating tasks, sending communications, renewing the lease, starting a message thread, terminating the lease, or deleting the lease.

And if you need to create multiple lease agreements at once, you can use the Bulk Upload tool to import leases in batches.