Lease Management
A lease is more than a signed piece of paper. It’s the renter’s contact info, their payment method, who’s allowed through the gate, when billing renews, and what happens when they move out. LeaseLlama keeps all of it on one renter profile, so the answer to “what’s the deal with the guy in B-12?” is one search away.
One profile per renter, not per space
A renter account is a customer file, not a single lease. One renter can hold multiple spaces (the landscaper with three trailer pads, the dealer with five vehicle bays) and everything rolls up to one profile: active rentals, balance due, credits, deposits, contact details, and internal notes.
Accounts can be Individual or Business. Business accounts get a company name field with a separate contact person, which matters when the invoice and the contract need to name the company, not the person who signed up.
Renters are never deleted, only marked inactive. Two years from now, when someone disputes a charge or comes back wanting their old spot, the full history is still there.
Contracts renters can sign from their phone
Write your rental agreement once, and LeaseLlama handles acceptance two ways:
- Email signing. Send the contract link; the renter reviews and signs from any device. You get the acceptance date, a signed record, and the signer’s IP address on file. Links stay valid for 30 days.
- Paper, if that’s how your customers roll. Print it, get the signature, scan and upload the PDF, mark it accepted. Same record, different pen.
Contracts are versioned. When you update your terms, existing renters keep the version they actually signed. New checkouts get the current one. If a dispute ever comes down to “which terms applied?”, the answer is on the renter’s profile.
Checkout: from open space to signed lease in one flow
Renting a space walks through everything in order: pick the space, pick the renter, choose the billing interval (monthly, quarterly, annual, or custom), set the start date, configure the deposit, apply any discounts, review the price, take payment. At the end you have a rental record, a first invoice, recurring billing configured, and the space marked occupied. Nothing left on a sticky note.
Discounts are built for how operators actually negotiate: a one-time discount for the first billing period (“first month half off”), a recurring one for the life of the rental (“veteran rate”), or both at once. Every discount requires a reason, so six months later you know why someone’s paying less, not just that they are.
We wrote a step-by-step walkthrough of the whole checkout process if you want to see it before you try it.
Authorized persons: who else can access the space
Renters aren’t always the only people showing up at the gate. The renter’s spouse picks up the boat; an employee drops off the trailer. Authorized persons live on the renter’s profile with a name, contact info, and relationship, so whoever’s working the desk can check access in seconds. They’re access-only: they can’t sign contracts, make payments, or touch the account.
Move-outs that settle themselves correctly
Check-in (move-out) is where sloppy systems cost real money: deposits refunded twice, prepaid rent forgotten, a space left “occupied” for a month. LeaseLlama’s check-in verifies outstanding invoices first, records why the renter left (lease expired, non-payment, tenant request), and handles the deposit: full refund, partial, or forfeit.
Refunds follow a sensible order: back to the original card when possible, as an account credit when the card’s expired, or logged as a pending manual payout for cash renters. Then the space flips to Available, recurring billing stops, and the rental history stays on the profile forever.
What it doesn’t do
- One contract per facility. All space types share one agreement (versioned over time). Separate contracts per category aren’t supported yet.
- Renters can’t log in. There’s no customer portal. Contracts arrive by email link, and payments run on the card you keep on file. Fewer moving parts, but if you want customer self-service, that’s not this.
- Check-in is permanent. Once a rental is terminated, there’s no undo. You’d re-run checkout.
Common questions
Can one renter lease multiple spaces? Yes. That’s the point of the account model. Each space gets its own rental record and billing schedule, and they all roll up to one profile with one balance.
What if a renter won’t sign electronically? Print the contract, get the ink signature, scan and upload the PDF, and mark it accepted on their profile. The record looks the same either way.
Can I start a rental in the past? No. Start dates can be today or in the future, not backdated. You can backdate a check-in (move-out) if a renter already vacated before you processed it.
What happens to a renter’s records after they leave? Everything stays. Renters are marked inactive rather than deleted, so contracts, payment history, and rental records survive as long as you need them.
Where to go deeper
The docs cover managing renters, renter profiles, contracts, and authorized persons. For the day-to-day view, read Managing Renters in LeaseLlama on the blog.
Leases generate invoices, and payments & billing is where those get paid.