Overview

You may already have many tenants and leases, or you may just be starting your property management journey. In either case, you will need to add new leases to get started with DoorLoop.

Leases connect your tenants to the units they rent and record their charges, payments, and deposits. To keep things simple, DoorLoop allows you to create a lease and add a tenant at the same time.

The Steps

Step 1 - Setting Lease Terms

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  1. Navigate to Leasing and choose either Leases or Draft Leases. You can also create new leases from the Leases tabs of your properties and units.

  2. Click on the + New Lease button.

  3. Select the Property and Unit for the lease.

  4. Select whether this lease is Fixed Term or Month-to-Month, enter the dates, and click Next to continue. If this is an existing lease, you can enter a start date in the past.

Fixed Term leases: enter start and end dates for the lease using either the calendar icon or typing in a date in MMDDYYYY format. Note that if you enter a start date, an end date for one year later will auto-populate. Change this end date if necessary.

  • If you already have an active lease set on this unit that overlaps with this new lease's terms, a warning will pop up stating this. It will also tell you that you need to fix the start and/or end dates of the existing lease, or change the dates for the new lease, depending on which is actually correct.

When reaching the end date, the lease status changes from Active to Expired, but recurring transactions set to post automatically (such as recurring monthly rent charges) will keep posting until you actually end the lease.

(Optional) If you want your fixed term lease to rollover to month-to-month, check the box for this. Your lease will still have an expiration date, but the lease term will be appended with “Rollover” to let you know this lease will remain Active rather than Expired at the end of the lease term date.

Month-to-Month leases only require a start date. These leases never expire on their own and only end if you edit the terms or end the lease.

Step 2 - Adding Lease Tenants

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  1. Click the + Add Tenant button.

  2. Click the + New Tenant button to create a new tenant. Enter as much information for the tenant as you’d like, but only either a First Name and Last Name combination or Company name is required. Click Save when you are finished.

    If this tenant already exists in DoorLoop because you’ve added them to another lease or created them as a Prospect, you shouldn’t use the + New Tenant button to create the tenant again. Instead, search for the tenant in the list of your existing tenants and prospects and click on their name to add them to this new lease.

  3. To add additional tenants to this lease, click the + Add Tenant button and repeat steps 1 and 2.

  4. When you’ve added all the tenants for this lease, the next step is to set their Tenant Portal access and whether or not you require Renters Insurance.

    Resident Portal: If toggled on, DoorLoop will send an email invite to the tenants using the email address you entered in their contact info. If you did not enter an email address, no invite is sent.

    No worries if you don’t have an email address for your tenant or you aren’t ready to turn on tenant portal access yet—you can always turn it on later!

    Learn more about the tenant portal and how your tenants can use it to make online payments and submit requests here.

    Renters Insurance: This option displays a banner in your tenant's portal telling them that they are required to have renters insurance. Allowing tenants to upload their renters insurance is currently controlled in your tenant portal settings.


Step 3: Rent Charges

Here you create the recurring charges, deposits, and credits needed to set up and run the lease.

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Rent Charges

This sets up a recurring rent charge which automatically adds charges to the Transactions tab of the lease on a set schedule. You can add multiple recurring charges and even set up future rent schedules.

  • Frequency: Set how often the charge will occur.

  • Start date: This field will auto-populate with the first day of the next month. However, it can be changed to any date from the start of the lease into the future.

  • What is this for?: From the drop down list, select the revenue account to use for the charge, such as Rent.

  • Add description: Add an optional description to the charge. Note that this is what will appear in the tenant portal. If you enter nothing, the tenant will see “Charge” as the description.

  • Amount: Enter the amount for the recurring charge.

  • Add another charge: You can add additional charges as separate line items to the recurring rent charge, such as pet rent or parking.

  • Add another rent schedule: Creates a future recurring rent charge that will replace the previous recurring rent schedule as of the start date you choose. Use this to set up yearly rent increases for a multi-year lease.

Security Deposit

If you charge and hold one or more deposits on your lease, toggle this section on and click the Add deposit charge link. Enter the relevant information and add additional deposit charges if needed. When you finish creating the lease, these one-time charges get added to your lease Transactions tab.

When your tenant pays for these charges, the payment creates a deposit on the lease Deposits tab. If this is an existing lease and you've already collected the deposit, read this page on how to record a past deposit that you have already collected.

Credits

Toggle on this section to add one-time or recurring concessions and credits to this lease. This is for things like monthly rent discounts or a free month of rent signing incentive.

Prorations

Toggle on to add one-time charges to the Transactions tab of the lease. These are for things like a month of prorated rent or a move-in fee.

Late Fees

Always make sure your late fee policy is the same as in your actual lease agreement and that it is compliant with your state and local laws. You can select between your default property late fee policy or specify your own for this lease. (Learn more about automatic late fees.) If required, a lease can have multiple late fee schedules. Late fee policies have the following options:

  • Days after rent is due: Enter the number of days after rent is due that you will charge a late fee.

  • Frequency: Set whether the late fee charge will occur Once / Daily / Weekly / Monthly.

  • Flat Amount / % of Balance: Charge either a fixed amount or a percentage of the balance owed for the late fee.

  • Amount: Enter the amount or percentage for the late fee charge, depending on your chosen method.

  • Account: Select the income account you would like to receive the late fee payment. Most likely Late Fees.

  • Memo: Enter an optional memo for the late fee, which is what will show in the tenant's portal when they look at their charges and payments.

Add another late fee: adds another late fee schedule for you to configure.

Late Fee Advanced Options: DoorLoop allows for extra flexibility when setting late fees. Check the boxes to apply any of the following optional restrictions to your late fee schedule:

  • Maximum monthly late fees: Set a limit for total late fees in a month.

  • Maximum daily late fees: Limit the total late fees charged in a day.

  • Minimum balance to apply late fee: Set the total outstanding balance, which once met or exceeded, will trigger late fees.

  • Specify which accounts to charge late fees on: By default, only lease charges to the revenue account set as your default Rental Income account will incur late fees. (Learn about your Default Account settings using this article.) If you want to charge late fees when there are outstanding balances on other accounts, select these income accounts here.

  • Email the tenants each time a late fee is charged: If you have an email address entered for your tenants, they will receive an email notification that they were charged a late fee.

  • Send a text message to the tenants each time a late fee is charged: Same as before, but the tenants will receive a text message if you have a mobile phone number entered for your tenants. Each text message costs 1 communication credit.

Step 4: Lease Status

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If this lease is currently active, click the Active button and upload a copy of your signed lease for secure storage if you’d like.

If this lease is not yet active, click the Draft button and choose the current draft status of the lease:

  • Not Sent: For example, you haven’t contacted your potential tenant to sign the lease.

  • Sent: You’ve sent the lease to the tenant, but they haven’t signed yet.

  • Partially Signed: Not everyone has signed the lease agreement.

  • Counter-Signed: All parties have signed the lease, but you don’t want to move it into an active status quite yet.

If you save this lease as a draft, you can edit or activate it later.

Add any relevant files such as the lease agreement (optional) and click Finish to complete your lease.

Next Steps

  1. Set up your bank accounts so you can receive lease payments.

  2. Learn how to add existing leases when you are already holding lease deposits.

  3. View and edit your leases by going to Leasing and selecting Active Leases to see your current leases. To view and update leases you created in a draft status, choose Draft Leases.

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