For Estate Firms
Complete Property Management System Built for Professionals
Manage landlords, properties, units, tenants, and rent collection – all in one place. Plus, list your vacancies on RentEasy with 0% commission when subscribed.
The Core Concept
Every rental unit can be in one of three states:
- Not managed by you → ignore
- Managed by you but not on RentEasy → external property
- Managed by you and listed on RentEasy → for marketing
Whether a unit is on RentEasy or not, once it's rented, you track it the same way in your system.
How Units Enter Your System
External Property (Manual Entry)
- You meet a landlord → They hire you to manage their property
- Add them as a LANDLORD in your system
- Add their PROPERTY (building/compound)
- Add UNITS (apartments) to that property
- Each unit is now in your system (vacant)
- When rented → Add TENANT to that unit
- Track payments for that unit forever
RentEasy Listing (Marketing First)
- You have a vacant unit (maybe not in your system yet)
- Post it on RentEasy to find a tenant
- It's just a LISTING (not yet a unit in your system)
- Someone rents it → Now you need to track it permanently
- CONVERT the listing to a UNIT
- System creates a PROPERTY and UNIT
- Add the TENANT → Track payments forever
The Four Core Entities
Landlords – who own properties
Properties – buildings/compounds that contain units
Units – individual apartments (source of truth)
Tenants – people living in units
And one temporary entity: Listings – units currently for rent on RentEasy.
Complete Lifecycle
Landlord Lifecycle
- Estate firm meets a landlord → Adds to system (name, phone, email, bank details)
- Add properties for this landlord
- View all properties/units for this landlord in one place
- When sending payments, bank details are ready
Property Lifecycle
- Created by estate firm, linked to a landlord
- Contains one or more units
- Can be active or archived (when you stop managing it)
- Archived only when ALL units are vacant
Unit Lifecycle (The Heart of the System)
- Created: from external property or from RentEasy listing conversion
- Vacant: can be posted to RentEasy (creates listing) or rented directly
- Tenant added: search existing RentEasy user or add manually (name/phone). Unit becomes 'occupied'
- Ongoing payments: record payment → PDF receipt → send to tenant (in-app or SMS)
- Tenant moves out: remove tenant → unit becomes vacant → tenant saved to history
- Stop managing property: only if all units vacant → archive property
Listing Lifecycle (Temporary)
- Created when posting a vacant unit to RentEasy
- Links to the unit (if unit exists) or standalone
- Status: 'active' while looking for tenant
- When rented: if linked → mark unit occupied, add tenant; if standalone → convert to unit first
- Status becomes 'rented' (kept for history)
What You Can Do with RentEasy
Landlord Management
Add landlords (name, phone, email, bank details), see all properties per landlord, track payments owed
Add landlords (name, phone, email, bank details), see all properties per landlord, track payments owed
Property Management
Add external properties with landlord, add multiple units, remove/archive properties
Add external properties with landlord, add multiple units, remove/archive properties
Unit Management
View all units grouped by landlord/property, add tenant (search or manual), remove tenant, view history, post to RentEasy
View all units grouped by landlord/property, add tenant (search or manual), remove tenant, view history, post to RentEasy
RentEasy Integration
Post units to marketplace, view all listings (active/rented/converted), convert rented listings to portfolio units
Post units to marketplace, view all listings (active/rented/converted), convert rented listings to portfolio units
Rent Collection
Record payments for any unit, generate PDF receipts, send receipts via in-app or SMS, confirm/reject payments
Record payments for any unit, generate PDF receipts, send receipts via in-app or SMS, confirm/reject payments
Reporting
Revenue by landlord, PDF reports, export payment data, track occupancy rates
Revenue by landlord, PDF reports, export payment data, track occupancy rates
Implementation Roadmap (For Our Dev Team)
We've already built the foundation. The following phases are complete or in progress:
- Phase 1: Database setup – landlords table, unit columns, tenant invites
- Phase 2: Landlord management – add/edit/view landlords, properties per landlord
- Phase 3: Unit & tenant management – add/remove tenants, history, manual entry
- Phase 4: RentEasy integration – post listings, convert to units, my listings page
- Phase 5: Unified dashboard & reports – group by landlord, rent tracking, archive
- Phase 6: Navigation & polish – layout updates, testing, dark mode
Everything is designed to give you full control over your portfolio.
Ready to digitize your property management?
Download RentEasy and start managing landlords, units, and payments like never before.
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