Your Lease Execution Agent Gets Leases Signed While You Show Units
What it takes off your plate
The AgentWorks Lease Execution Agent takes the paperwork between an approved application and move-in day off your leasing team. It generates the lease from your approved templates, routes it for e-signature, tracks the move-in funds, schedules the walkthrough and produces a photo-documented condition report, so your leasing agents stay at showings with the next prospect.
Here is how lease execution goes at most management companies. An application is approved. The leasing agent opens the template, edits the unit, rent, dates, pet addendum and parking by hand, and hopes nothing from the last lease survived. The lease goes out for signature, and then the follow-up calls begin, because the second co-signer has not signed. The security deposit and first month's rent are tracked in a spreadsheet. Move-in walkthroughs happen in a hurry, with a checklist half filled in and a few photos on someone's phone. At move-out, the tenant disputes a deposit charge and there is nothing on file to show the carpet stain was new.
The cost is lost hours at the leasing desk, move-ins that slip, and deposit disputes you cannot win.
What the Lease Execution Agent does, step by step
The Lease Execution Agent starts with the communication, because a lease is only done when every party has answered.
- Sends the lease for signature. Once the application is approved, it emails each applicant and co-signer the lease for e-signature with a clear due date.
- Chases the signatures. It follows up by text and email with anyone who has not signed and tells the leasing agent who is outstanding.
- Requests the move-in funds. It sends the new tenant the amounts due for the security deposit and first month's rent with the payment link, and reminds them ahead of move-in.
- Schedules the walkthrough. It books the move-in walkthrough with the tenant and the team member doing it, confirms the time and sends the keys and parking details.
- Generates the lease. It builds each lease from your approved templates and fills the unit, rent, dates and addenda from the application, flagging any term that is outside your standard for the leasing manager to approve.
- Tracks the funds. It records each payment as it arrives in AppFolio or Buildium and flags any shortfall before keys are handed over.
- Produces the condition report. During the walkthrough, it guides the tenant or staff member room by room, collects timestamped photos and notes, and assembles a condition report both sides sign.
The leasing agent handles the questions that need a person: the nervous first-time renter, the special request, the welcome.
Where the work is recorded
An agent that cannot record its results is a chatbot. The Lease Execution Agent writes its work where your team already looks.
The signed lease, every signature reminder, the move-in payments and the walkthrough appointment are logged on the tenant and unit in your property management software. The condition report, with its photos, lives on the unit's file for move-out. When the leasing manager opens the pipeline the next morning, they see that one lease is fully signed, another is waiting on a co-signer after two reminders, and a move-in scheduled for Saturday still has an unpaid deposit.
At move-out, the property manager compares the move-out photos against the move-in report on the same record. For the maintenance side of the tenant's stay, read about handling maintenance requests from tenants.
What your people do instead
Prospects choose the property where the leasing agent was present and helpful. That time is the leasing team's real work.
With the Lease Execution Agent carrying the lease assembly, the chasing and the documentation, leasing agents spend the day at showings, answering questions about the neighbourhood, following up with prospects who are deciding and welcoming new tenants at move-in. The leasing manager reviews exceptions instead of editing templates. Tenants start their lease knowing exactly what they signed and what condition their home was in.
The agent keeps the paperwork moving; your people make the tenant feel welcome. For what happens when that tenant calls at night, see after-hours answering service triage.
One next step
If move-ins are slipping on signatures and deposits, the AgentWorks Lease Execution Agent is a sensible first hire. If another workflow costs you more, the assessment will point to it.
Take the free Industry Assessment for property management to see which workflow an agent should take first, and visit the property management industry page for every agent built for your portfolio.
See where the Lease Execution Agent would start in your property management business.
I'm Chase, the Property Management ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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