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.

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.

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.

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.

Updated on: 12/11/2026