How to Keep Track of Multiple Leases

Keeping track of multiple leases can be a difficult and time-consuming process, but it doesn’t have to be. With the right tools, up-to-date records, and a bit of legwork, anyone can track leases with ease.

1. Gather the Necessary Information

When keeping track of multiple leases, it’s important to have all the necessary information. This includes the tenant’s contact information, the expiration date of the lease, the amount of rent that is due, and any restrictions or clauses in the lease. Gathering all this information ahead of time will make tracking leases much easier.

2. Keep All Records in One Place

To keep track of multiple leases, it’s important to have a single, centralized system. A document management system can be used to store and organize all lease documents. This makes it easier to find a specific lease or lease renewal due date quickly.

3. Create an Easy-to-Read Template

Creating a template that is easy to read and understand will make tracking multiple leases much easier. This template should have all the necessary information, such as the tenant’s contact information, expiration date, and other pertinent details. It should also have columns for notes or reminders.

4. Stay in Touch with Tenants

To ensure that all leases are renewed in a timely fashion, it’s important to stay in contact with tenants. Send out reminders prior to lease expiration dates, and follow up periodically to make sure all leases are up-to-date. Tenants should be given ample notice of any changes in the lease.

5. Utilize Technology

Today, there are a variety of tools that can help keep track of multiple leases. A property management system can be used to store lease data, create automated reminders, and send out notices to tenants. There are also software programs that can help organize all the documents associated with a lease, making it easier to locate a particular lease or document quickly.

6. Set Up Alerts

Using reminders and alerts can help ensure that all leases are renewed on time. Setting up automated reminders before lease expiration dates will help keep tenants informed of upcoming changes. Additionally, alerts can be used to alert property managers of any changes to a lease, such as a tenant requesting a fee waiver or an extension.

7. Audit All Leases Regularly

Regularly auditing all leases is an important step in keeping track of multiple leases. This allows property managers to keep up-to-date on all leases, monitor rental rates, and make sure all rent payments are being collected timely. Auditing all leases will also help to detect any issues that could lead to potential legal problems.

8. Invest in Document Management Software

Investing in document management software can be a great way to keep track of multiple leases. This type of software can store all types of documents, such as leases, rental applications, and other documents, in a central location. A document management system can also be used to automate the lease renewal process, saving time and money.

9. Manage Tenants’ Privacy Rights

When managing multiple leases, it is important to manage tenants’ privacy rights. It is important to protect a tenant’s information, such as their address or financial information. Any information collected should be kept in a secure location and only accessed when necessary.

10. Stay Up-to-Date on Regulations

Staying up-to-date on all local and state regulations is important when tracking multiple leases. It is important to familiarize yourself with the laws regarding rental rights, tenant rights, and other areas that may impact property management. This will help to avoid any legal issues that could arise from an expired lease.


Tracking multiple leases can be a daunting task, but with the right tools and processes, it doesn’t have to be. By gathering the necessary information, organizing all leases in one place, and staying up-to-date on regulations, keeping track of multiple leases can be easier than ever.

What software can I use to manage multiple leases?

Landlord Studio is a cloud-based software suite designed specifically to help landlords and property managers manage multiple leases. It has all the features you’ll need, including easy lease management, tenant screening, accounting, and more. Additionally, it is cost-effective and easy to use and keeps landlords updated on rent collection and other management activities.

What type of software is best for managing rental properties?

The best type of software for managing rental properties depends on the size and complexity of the property. For smaller properties, software like TenantCloud, Zillow Rental Manager, and Buildium are good choices. For larger and more complex properties, property management software like AppFolio, Yardi, and Propertyware may be a better option.

What types of features should I look for in property management software?

1. Automated rent collection: Look for software that automates the collection of rent payments and allows tenants to pay via online payment portals or mobile apps.

2. Tenant maintenance tracking: Property management software should provide tools to track tenant maintenance issues, such as tracking requests for work orders, sending notifications when work is completed, and tracking warranty information.

3. Financial records: Look for software that offers robust accounting and financial record keeping capabilities, such as accounting reports, lease tracking information, and analytics.

4. Automatic lease generation: Property management software should provide tools to automatically generate leases, complete with tenant information, payment terms, etc.

5. Reporting and analytics: Software should provide detailed reports and analytics to help landlords to better monitor and manage their rental properties.

6. User management: Software should provide support for multiple user roles, allowing for landlords and managers to manage permissions at various levels.

7. Tenant screening:Some property management software offers tools to help landlords screen potential tenants using credit, background, and reference checks.

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