Manage Your Leases
Create and manage leases from start to finish — setup, renewals, special scenarios, fees, and end-of-lease workflows.
By Samuel and 2 others3 authors81 articles
Basic Lease Management
The fundamentals of creating, editing, and managing leases in DoorLoop.
- Create a New LeaseSet up a new lease in DoorLoop to track rent payments, tenant charges, security deposits, and lease terms — all in one place.
- Add an Existing Lease into DoorLoopLearn how to add an existing lease into DoorLoop, including how to handle deposits already collected and historic charges.
- End a LeaseEnd a lease in DoorLoop when a tenant moves out — handle deposit refunds, withholdings, balance settlement, and move-out workflow in one place.
- Delete a LeaseWhen and how to delete a lease in DoorLoop — important caveats about preserving payment history and when to end vs. delete a lease.
- Create a PortfolioUse portfolios to group properties for reporting and filtering purposes.
- Edit a PortfolioUpdate a DoorLoop portfolio by adding or removing properties when ownership changes—available on Pro and Premium plans only.
- Delete a PortfolioDelete a portfolio in DoorLoop in a few clicks — Pro and Premium plans only. Steps to remove unused portfolios from your account.
- Set a Lease to Eviction Status (Disable Payments & Track Evictions)Mark a lease as Eviction Status in DoorLoop to disable online payments, stop recurring charges, and track the eviction process.
- Edit Lease Terms on a LeaseLearn how to edit the start date, end date, or lease type on a lease in DoorLoop.
- Edit Lease Terms on an Inactive LeaseYou can edit the terms of a lease to extend or shorten the timeframe on a lease.
- Edit the Requirement for Renters Insurance on a LeaseHow to turn on or off the requirement for renters insurance on a lease that has already been created.
- Rename a LeaseChange the name of a lease if you'd like it to appear differently in lists.
- Update Default Bank Accounts for Multiple Properties in BulkHow to update the default bank account on multiple properties at once.
- View Expired Leases That Have Rolled Over to Month-to-MonthRollover to month-to-month lets a fixed-term lease continue automatically after its end date passes, instead of expiring. Here's how to find leases currently operating this way.
- Create a Draft LeaseSimilar to creating a regular lease, a draft lease is used a placeholder for an upcoming lease that hasn't been finalized yet.
- Edit or Activate a Draft LeaseFind, edit, and activate a draft lease in DoorLoop once the tenant signs—convert it to an active lease to start tracking charges and payments.
- Delete a Draft LeaseDelete a draft lease in DoorLoop when a prospect backs out — steps to safely remove unsigned draft leases without affecting active records.
- Edit an Inactive Lease (A Lease That Has Ended)Edit ended leases in DoorLoop to correct transactions, adjust deposits, or update records — even after a lease has been marked inactive.
- Lease Expiration: What to ExpectUnderstand what DoorLoop does when a lease reaches its end date—including how expired leases are handled and options for renewal or move-out.
- View Upcoming Move-Outs (Expiring Leases)Track expiring leases and upcoming move-outs in DoorLoop — filter and sort to quickly identify which leases need renewal action.
- Move-in a Tenant on an Existing LeaseAdd a tenant to an existing multi-tenant lease in DoorLoop — for adding roommates or family members without creating a new lease.
- Move-Out a Tenant From an Existing LeaseRemove one tenant from a multi-tenant lease in DoorLoop without ending the lease for remaining tenants — step-by-step move-out process.
- Notice to VacateUnderstand and issue a Notice to Vacate in DoorLoop — covers landlord-initiated notices, lease violations, and end-of-term move-out procedures.
- Enable Access to the Tenant Portal After a Lease Ends or a Tenant Moves OutAllow tenants to access their portal to pay overdue charges after their lease ends or they move out.
- Draft Lease vs. Active LeaseUnderstand what Draft and Active leases mean in DoorLoop and when each status is used.
- Set Up Lease Risk IndicatorsTurn on risk flags for active leases and set how many rent payment issues it takes before a lease is flagged.
Rent & Payment Notifications
Configure automated reminders sent to tenants for upcoming due dates and overdue balances.
- Set Up Rent & Payment NotificationsConfigure rent reminders, overdue notices, payment receipts, and other tenant and owner notifications in DoorLoop's Rent & Payment Notifications settings.
- Pause Rent and Payment NotificationsLearn how to pause rent and payment notification emails to tenants at the company or property level in DoorLoop.
- Manually Send a Rent Reminder or Overdue Rent Notice to Your TenantsIf you notice that one of your tenants has not paid their rent, you can send them a rent reminder or Overdue Rent Notice.
Lease Renewals
Renew expiring leases, adjust rent on renewal, and manage month-to-month conversions.
- Lease Renewals OverviewLearn how to renew a lease in DoorLoop, from sending a renewal offer to activating the renewed lease.
- View Upcoming Lease RenewalsLearn how to view upcoming lease renewals in DoorLoop and choose to send a renewal offer, create a renewal contract, or mark as not renewing.
- Create and Send a Renewal Offer for a LeaseSend renewal offers to tenants when their lease is about to expire, with updated pricing and terms.
- Send a Lease Renewal Offer ReminderSend a lease renewal offer reminder to tenants in DoorLoop who haven't responded—prevents offers from expiring before the tenant has a chance to decide.
- Create a Renewal Contract for a LeaseCreate a renewal contract in DoorLoop to renew a lease with updated terms — the final step before activating the renewed lease.
- Activate a Renewal Contract for a LeaseActivate a signed lease renewal contract in DoorLoop to convert it to an active lease—the final step after all eSignatures are collected.
- View Leases Marked as Not RenewingView all leases that have been marked as Not Renewing if you need to end the lease or cancel the not renewing status.
- (Outdated) Edit and Update a Renewal ContractEdit and update a pending renewal contract in DoorLoop — modify terms, update signature status, and manage lease renewals awaiting tenant signatures.
Lease Scenarios
Handle special leasing situations — prorated rent, prepaid rent, move-in mid-month, and more.
- Set Up Prepaid Rent When Creating a New LeaseCorrectly record prepaid rent in DoorLoop — post to a liability account first, then apply to charges as each period comes due.
- Manually Apply a Prepaid Rent Deposit to the Current Month’s Rent ChargeManually apply a prepaid rent deposit to each month's rent charge in DoorLoop by withholding the deposit against the posted rent charge.
- Automatically Apply Prepaid Rent to Upcoming Rent Charges With Recurring CreditsSet up a recurring credit so a tenant's prepaid rent is automatically applied to their rent charge each month.
- Record Prepaid Rent on an Existing LeaseRecord prepaid rent on an existing lease in DoorLoop—post a charge, receive the prepayment, and apply it to upcoming rent charges accurately.
- Set Up Prorated Rent When Creating a LeaseCalculate and configure prorated rent in DoorLoop for mid-month move-ins or move-outs — ensures tenants are charged only for days occupied.
- Set Up Prorated Rent Charges When the First Month is Taken in FullLearn how to charge a full first month's rent and shift the prorated amount to the second month instead, when a tenant moves in mid-month.
- Post a Charge for Prorated Rent When It Occurs on the Last Month of a LeasePost a prorated rent charge in DoorLoop when a tenant moves out mid-month, so they're only charged for the days they occupied the unit.
- Set Up Last Month's Rent Deposit on a New LeaseThe steps to charge and collect last month's rent if you hold that type of deposit.
- Set Up a Section 8 LeaseSet up a Section 8 lease in DoorLoop to record housing authority payments, choose what tenants see on their portal, and run Section 8 reports.
- Set Up Short-Term Rentals in DoorLoopTrack short-term rentals like Airbnb/Vrbo properties in DoorLoop — accounting workarounds for properties that don't use long-term leases.
- Set Up Additional Leases for a Single TenantCreate multiple leases for one tenant in DoorLoop — use the same tenant profile so they can access all leases with a single portal login.
- Set Up a Multi-Unit Commercial LeaseHow to create a commercial lease for a single tenant who is renting multiple units at once.
- Remove a Unit From a Multi-Unit Commercial LeaseRemove a unit from a multi-unit commercial lease in DoorLoop when a tenant no longer needs it, without ending the entire lease.
- Set Up a Rent-by-Room LeaseDescription: If you rent out individual rooms in a property, set up each room as its own unit so you can create a separate lease for each renter.
- Move a Tenant From One Unit to Another UnitMove a tenant to a new unit in DoorLoop by creating a new lease, ending the old one, and transferring any security deposit between them.
- Transfer a Security Deposit From an Old Lease to a New LeaseMove a tenant's security deposit from an ending lease to a new lease in DoorLoop when they switch units or sign a new lease.
- Issue a Credit to Pay Your Tenant's Online (ACH/Credit Card) Platform FeesIssue a one-time or recurring credit to cover a tenant's ACH or credit card platform fee instead of passing the cost to them.
Late Fees
Configure automatic late fee rules that trigger when rent is overdue.
- Set Up Your Automatic Late Fees PolicyHow to automate your late fee charges when tenants don't pay on time.
- Turn On Late Fees for a LeaseEnable late fees on a specific lease in DoorLoop—late fees must be turned on per lease before they'll automatically post when a tenant pays late.
- Set Up Late Fee Reminder NotificationsSet up reminders in DoorLoop to notify tenants before and after late fees are charged.
- Delete a Late Fee Charge on a LeaseLearn how to delete a late fee charge from a lease in DoorLoop after it's been posted.
Manager ACH Fees
Configure the ACH processing fees charged to property managers for incoming bank transfers.
- Set Up Your Manager ACH FeesConfigure Manager ACH Fees in DoorLoop to charge tenants a fee for ACH online payments—covers your processing costs when collecting rent.
- Change the Default Manager ACH Fees Income AccountChange which income account Manager ACH Fees are recorded to in DoorLoop's Chart of Accounts.
Returned Payment Fees
Set up fees that automatically post when a tenant's payment is returned or bounced.
- Introduction to Returned Payment Fees for Reversed PaymentsStripe will debit your account a Return Payment Fee plus platform fees when payments are returned, but you will get it back.
- Set Up the Returned Payment FeeConfigure the returned payment fee in DoorLoop — automatically charged to tenants when ACH or electronic payments fail due to insufficient funds.
- Find Out Why a Tenant's Payment was Reversed and Charged a Return Payment FeeUnderstand why a tenant's ACH payment was reversed in DoorLoop — common return codes, automatic fee charges, and how DoorLoop handles the accounting.
Management Fees
Set up automatic management fees that calculate and post based on rent collected.
- Set Up Your Management Fees PolicyCalculate management fees and assign management payout accounts to create and pay management fee bills.
- Set Up Your Management Payout CategoriesSet up Management Payout Categories in DoorLoop to keep certain revenue — like late fees or application fees — instead of distributing it to owners.
- Create and Pay Management Fee BillsCreate and pay management fee bills in DoorLoop to collect your monthly property management fees—recommended to run on a consistent monthly schedule.
- Redo Incorrect Management FeesFix incorrect management fee bills in DoorLoop if they were created based on missing or wrong rent payments—covers how to void and recreate them.
- Record Your Management Fees as an ExpenseManually record management fees as an expense in DoorLoop when not using the automated Management Fee wizard — step-by-step accounting setup.
- Keep the First Month's Rent as Part of Your Management FeesLearn how to keep the first month's rent as part of your management fees in DoorLoop, using a dedicated income category and lease setup.
Owner Contributions and Distributions
Track money moving to and from property owners — equity contributions in and distributions out.
- Record an Owner DistributionRecord owner distributions in DoorLoop to track rental profit payouts—used whether you're managing others' properties or your own.
- Edit an Owner DistributionEdit or delete an owner distribution in DoorLoop to correct wrong amounts or fix errors—unavailable on the Starter plan.
- Delete an Owner DistributionDelete an incorrect owner distribution in DoorLoop to remove the transaction and correct the owner's balance.
- How Owner Contributions From the Owner Portal Work in DoorLoopLearn how your property owners can send funds directly to you through their Owner Portal.
- Manually Record an Owner ContributionRecord an Owner Contribution in DoorLoop to track funds an owner puts into a property to cover expenses or bills.
- Edit or Delete an Owner ContributionEdit or delete an Owner Contribution in DoorLoop to correct mistakes or remove a transaction entered by error.
Tenant Invoices and Statements
Generate and send invoices and account statements showing tenants their balance and transaction history.
- Automatically Send Receipts, Account Statements, and Invoices to TenantsDoorLoop can automatically send receipts, invoices, and statements to the tenant.
- Download an Invoice for Your TenantsManually generate and download a tenant invoice in DoorLoop — useful if an automatic invoice didn't send, or if you'd rather send one manually instead.
- Download a Lease Account Statement for Your TenantsManually generate and download a lease account statement in DoorLoop — useful if an automatic statement didn't send, or if you'd rather send one manually instead.
- Customize Tenant Invoices and StatementsLearn how to customize the logo, Bill From name, and Bill To address on tenant invoices and statements in DoorLoop.
- Resend a Payment Receipt to Your TenantsResend a payment receipt to a tenant in DoorLoop directly from their lease when they've lost or can't find the original receipt email.