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# How to complete a lease assignment in Plexflow

## Preface — Understanding lease assignment

Before carrying out a procedure in Plexflow, it is important to clearly distinguish **lease assignment** from **subletting**, because their effects are very different.

### Lease assignment

**Lease assignment** means that the tenant **assigns their existing lease in its entirety** to another person (the **assignee**).

- This assignment includes **all the rights and obligations provided in the lease**, as well as its **integral parts** such as addenda, special conditions, and additional obligations (e.g. parking, appliances, specific clauses).
- As of the assignment date, the original tenant is **released from all responsibility**.
- The assignee becomes the **new official tenant in the eyes of the owner**, with exactly the same responsibilities and advantages as the outgoing tenant.

### Subletting

**Subletting** is a different procedure: the principal tenant **keeps their lease**, but temporarily rents the unit to a **subtenant**.

- The original tenant remains **responsible for all obligations** toward the owner (rent payment, maintenance, compliance with the clauses).
- The subtenant has no direct relationship with the owner: in the event of a problem, it is always the original tenant who must assume the consequences.

## Step 1 — Open the tenant’s unit

The first step to complete a lease assignment is to find the unit of the tenant who is leaving.

1. Go to the **Properties** tab in the main menu.
2. Find the **unit** corresponding to the tenant in question.
3. Once you are in the unit record, open the **Rent** section. This is where the information of the active lease is found and where you will be able to start the assignment.

## Step 2 — Adjust the lease end date

Before assigning the lease, you must make sure that the **end date** matches the one indicated on the **Notice of lease assignment**.

1. In the **Rent** section, click the **Edit** button.
2. Find the lease **End date** field.
3. Replace the current date with the one entered on the **Notice of lease assignment**, then save your changes.

**Note:** if the Notice of assignment indicates that the assignment will take place on **October 1**, it is recommended to enter the **end of the rent as September 30**. This guarantees a clear transition between the former and the new tenant and lets you **avoid affecting collections**, by preventing two leases from overlapping for the same month.

![Adjusting the lease end date](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_uf44x1.png)

## Step 3 — Prepare the new rent

Once the outgoing tenant’s lease has been stopped, you must create the new rent for the assignee.

1. In the **Rent** section of the unit, click **Prepare new rent**.
2. Select the **Use an existing lease** option (the interface text is **Track rent without creating a new lease**).
3. Enter the new tenant’s information.

**Important note:** the new rent must take over **exactly the same dates as those indicated on the original lease** or the last **renewal notice**.

**Example:** if the initial lease covers the period from **July 1, 2025 to June 30, 2026**, these same dates must be kept, even if the assignment takes effect on **October 1, 2025**.

**Otherwise, this could affect the generation of renewal notices.**

![Prepare new rent, Use an existing lease](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_1i6qvv5.png)

## Step 4 — Delete the invoices already produced

During a lease assignment, there **will always be invoices already produced** that concern the former tenant. Because these invoices have already been paid, they must be cancelled to avoid any confusion.

1. Open the **Rent** section of the unit.
2. Find the invoices already paid (they often appear with the **Overdue** status).
3. Click **Edit**, then choose the **Cancel this payment** option and confirm.

In this way, you make sure that the invoices linked to the former tenant are cleared and that the new billing starts cleanly with the assignee tenant.

![Cancelling invoices already paid, often shown as Overdue](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_1y4j1g5.png)

## Summary of the lease assignment process

- **Lease assignment** transfers the entire lease (rights, obligations, addenda) to a new tenant, releasing the former tenant from all responsibility.
- In Plexflow, you must first open the **unit in question** and access the **Rent** section.
- The **lease end date** must be changed to match the one indicated on the Notice of lease assignment.
- The **new tenant (assignee)** is then added and officially takes the place of the former tenant in Plexflow.
- The **invoices already paid** by the former tenant must be cancelled (often displayed as “Overdue”), in order to start again on a clean basis with the assignee.