Leases, signatures and renewals

Proppros handles the paperwork around a lease: the lease document and its signatures, renewals, and move-in/move-out records. Open a lease and use the Signatures, Renewal and Move-in / out tabs.

Lease templates

Go to Settings → Lease templates and create one from the starter template. Edit the text to match your state's rules. Merge fields such as {{monthly_rent}}, {{tenant_names}} and {{lease_term}} are filled in from each lease automatically. Click a field in the list to insert it.

The starter template is a general example, not legal advice. Check your state's requirements (deposit limits, notice periods, required disclosures) before you use it.

Getting a lease signed

1. On the lease, open Signatures → Send for signature and choose a template.
2. Preview the filled-in document. You can edit the text for this lease only.
3. Send it. Each tenant gets a personal signing link by email. If email isn't set up, copy the links and send them by text or WhatsApp.
4. Tenants open the link (no account needed), type their name, optionally draw a signature and agree to sign electronically. Tenants with a portal account also see it under Documents to sign.
5. If you chose to sign too, click Sign now on the lease.

When everyone has signed, a PDF with all signatures and a signing certificate (time, IP address and a fingerprint of the exact text) is saved to the lease's documents, shared with the tenants and emailed to everyone.

Signing links work once and expire after 30 days. Use New signing links to send fresh ones, or Void to cancel the document.

Renewals

Open Renewal → Offer renewal, set the new rent, the dates and a response deadline. Tenants are emailed and can accept or decline in their portal. If they tell you in person, record their answer with Mark accepted or Mark declined.

When a renewal is accepted, Proppros creates the new lease with the same tenants, due day, late-fee rules and recurring charges. The current lease ends on its end date and the new one takes over billing automatically. Offers that pass their deadline are marked expired.

Move-in and move-out inspections

Open Move-in / out → Move-in inspection. The checklist is built from the unit's bedrooms and bathrooms. For each item, pick a condition, add notes and take photos (on a phone the camera opens directly). Add your own areas and items as needed.

Complete locks the checklist and saves a PDF report with the photos to the lease. A move-out inspection uses the same checklist and shows the move-in condition next to each item, so differences stand out.

Security deposit statement

After move-out, the Security deposit statement on the same tab suggests deductions from items marked Poor or Damaged at move-out, and the unpaid balance. Enter the amounts, add the tenant's forwarding address, then Save draft and Preview PDF. Send statement emails the itemized letter to the tenants, saves it to the lease's documents and records the part of the deposit applied to unpaid rent as a credit on the ledger.