Articles on: Tax & Lease Management

Renewal

Managing renewals is super simple in Plexflow. You can initiate a renewal, send to tenant for approval, and track its progress right from the platform.

Which rents are up for renewal?

It can be hard sometimes to keep track of which Lease contracts are up for renewal soon. With Plexflow that worry no longer exists. You can simply go to the tab, and look for the "Expiring rents" widget.

From that widget, you can quickly see which the most urgent rents that need to be renewed. Directly on the widget, you can initiate the renewal or mark it as Won't renew

Renewing

Start by clicking on the renew button to initiate the renewal process. This will take you to the renewal page for that rent, where you will be able to enter the renewal information.

Then proceed to filling the renewal information

Renewal approval outside Plexflow

If you wish to get the approval for the renewal outside of Plexflow (i.e. by calling/emailing the tenant directly), then you can skip entering the tenants' emails and click directly on the button.

Please ensure you get the approval from the tenant first before clicking on the Renew manually button, because once you click on that button it will immediately setup the new rent with the updated rent information.

Renewal approval inside Plexflow

If you would like Plexflow to send emails to the tenants with the renewal information, and request their approval then please ensure that all the tenants' emails are filled.

Then you can send the forms electronically to the tenants by selecting on the language

Plexflow will then generate the renewal form that will be sent to the Tenant. You can proceed to signing it before sending it to the tenant.

Tracking the Renewal

Once you've signed and submitted the renewal forms through Plexflow, you can always come back to the Rent page -> Renewal tab on the top of the page in order to track the progress of the renewal.

This tab will show you the state of the renewal.

View signed renewal document

You can also click on the View renewal link to see the renewal document that was sent. Once the tenants sign the document, you can also come back here and click on the View renewal link to see the signed document.

View old renewal document signed

Once the renewal flow is completed and the end of the current rent period is reached, the current rent will be marked as completed. A new rent will also be created with the new details (based on what was filled in the renewal). If you still need to view the renewal document that was signed, you can always go back to the previous rent (i.e. the completed one in the unit page) -> click on the renewal tab -> and view renewal link to see the signed document.

Certified emails

All the emails sent by Plexflow for renewals are certified and can be used in case of legal action. At any time if you wish to take legal action on a tenant who's claiming that they never received the email, you can simply go to the Rent page -> Renewal tab

Click on the button, to view the details of the certified email. You can also click on button in order to get a PDF version of the certified email.

Won't Renew

If your tenant will not be renewing, you can mark it directly on the widget itself.

Doing so will mark the rent as "Not renewing", thus tracking it in the other widget "Rents not Renewing" widget. You can always come back to that widget to see which rents will not be renewing.