Overview
The Management and Payments section brings together all the operational and financial tasks related to your rental properties in a single workspace. On the one hand, under “Management,” you can manage lease agreements (Tenants), keep your address book up to date (Contacts), file lease agreements and their templates, and prepare expense reports. On the other hand, in “Payments,” you connect your bank accounts, assign transactions, track rental income, and keep all expenses at a glance. Integrated summaries, filters, and workflows ensure that master data, payments, and expenses all align seamlessly.
Management
Tenants: All Rental Agreements at a Glance
In "Tenants," you can manage all the rental agreements for your properties, from the tenant's move-in to the end of the lease. The header displays the total number of tenants, active leases, notifications, and those who have already moved out. The status filters allow you to narrow down the list to the leases that interest you.
Each tenant is listed in a record that includes their name, the unit’s internal code, status (e.g., “Active” or “Moved Out”), total rent, security deposit and its status, and the start and end dates of the lease. From the record, you can view details, edit the information, or adjust the rent. The detailed view allows you to modify rent and expenses, change due dates, add or remove tenants, and link the corresponding documents or statements, so that each contract maintains a complete history for evaluations and documentation.
New leases are created from the summary using “Add Tenant”: select the property and unit, assign one or more contacts as tenants, set the start date and, if applicable, the end date, and enter the agreed rent and due date. Optional details such as the security deposit, payment status, and internal notes help document each agreement. After saving, the contract appears with the status “Active” starting from its start date and is included in the dashboards, income summaries, and cash flow calculations.
When a tenant moves out, the termination date and move-out date are recorded, and the status changes to “Moved out.” The lease remains in the system for reporting and record-keeping purposes, but it is no longer counted as active, so occupancy figures always reflect the actual situation.
Contacts: the main address book in your app
“Contacts” is the central directory of all the people and organizations you work with: tenants, service providers, banks, government agencies, and other partners. The header displays the total number of contacts, the number of active contacts, and the breakdown of tenants and others. Filters (Active Only, Inactive Only, All Statuses) and search options by name, email, phone number, or location help you find them instantly.
To create a contact, select the type (tenant, vendor, bank, agency, or other), enter the contact information, and, if needed, add notes, reference numbers, or bank details. Instead of deleting a contact, you can mark it as “Inactive” to preserve historical links to contracts, payments, or documents.
There’s no need to enter contacts manually: the import wizard supports various sources—CSV files, vCard (VCF) files, and direct connection to Google Contacts. After uploading the file, a preview of the recognized fields is displayed, and if any columns aren’t automatically mapped, you can map them manually. Existing contacts are recognized by their email address or name and aren’t duplicated.
Contacts are linked to the other modules: in “Tenants,” they are assigned to each lease; in invoices, tenant and vendor addresses are used; and in payments and documents, the contact is selected as the payer, recipient, or reference. This prevents data duplication and ensures consistency throughout the system.
Lease Agreements and Templates
The “Lease Agreements” module serves as the repository for all lease agreements, whether generated from a template, uploaded as a PDF, or linked. It’s important to note that the tenant and the formal lease document are separate: a tenancy can exist without an associated PDF lease agreement, and vice versa. The summary shows the total number of contracts and how many are active, in draft, or terminated, with search and filter options by status. To create a contract, open a tenant and choose “Generate from Template” or “Upload PDF.”
The "Contract Templates" module allows you to manage reusable lease templates, which are then used to quickly and consistently generate specific contracts.
Operating costs: settling shared expenses
Under "Operating Costs," you can create and manage shared expense reports for your properties. The summary shows the total number of reports and how many are in draft, completed, or submitted status, with search options by property and filters.
When creating a new statement, select the property and the billing period, define the expense categories (e.g., heating, water, trash collection, or property tax), and enter the total costs for each category. Next, set the allocation keys—square meters, number of people, or consumption—and assign the units and tenants of the property. The system automatically calculates each tenant’s share and displays a preview of each statement, which you can adjust.
Once you have verified the amounts, mark the statement as “Completed” and click “Send” to send it to the tenants, either as a group or individually. The system generates the PDFs, saves them in the documents section, and sets the status to “Sent” with the date. Settlements are linked to “Tenants” and “Contacts”: the property’s tenants are automatically suggested, and based on outstanding amounts or credit balances, you can generate payment entries and verify whether they have been settled.
Payments
Banking and Transactions: Assign Each Payment to Your Property
The banking module consolidates your accounts and all transactions into a single view, with tabs for Transactions, Allocation, Payments, and Expenses. The header displays the total balance of the selected accounts, the number of total and active connections, and the amounts pending and already allocated.
You can connect your accounts in two ways: through “Bank Connect,” which automatically syncs transactions via your bank connection, or by adding a “Manual Account.” Transactions can also be imported from a CSV or Excel file, or entered manually. Each transaction is classified as an income or expense and assigned to tenants, properties, and categories.
Duplicates are automatically detected during import: transactions that have already been recorded are identified by their date, amount, and contra account, and are skipped. After the import, you receive a summary of the added records and the ignored duplicates, so re-importing the same file does not create duplicate entries. Filters by period, status, and type allow you to focus on unassigned transactions, system suggestions, already assigned transactions, or ignored ones. Once assigned, transactions are automatically included in the income and expense summaries.
Revenue: rent and other income
The payment summary displays all relevant income from your properties in a filterable view. The header displays key metrics: the projected amount for the month, the amount received, the collection rate, and partial or missing payments. You can filter by period, property, income type (rent, security deposit, advance on expenses, subsidy, etc.), and payment status, and record new payments using “Record Payment.”
Special attention is given to late payments: for each affected lease, you can see which tenant is behind on rent, for which property, how many days overdue, and the amount owed. As a property manager overseeing multiple properties, you can narrow the view to a single property, set the time period, and export the filtered summary as a PDF report, which you can email to owners, tenants, or advisors directly from the system.
Expenses: All costs under control
In "Expenses," you can record and analyze all the costs associated with your properties. The header displays the total expenses for the period and the portion allocable to tenants, allowing you to immediately see which costs you can pass on through rent statements and which ones you will bear yourself.
Expenses can be recorded in three ways: manually via a form, from imported transactions, or by having the AI scan invoices. When you upload a photo or file of an invoice, the AI extracts the amount, date, issuer, and description, and suggests the corresponding category and property; you review the values, correct them if necessary, and save with a single click. Before saving, the system checks for possible duplicates by comparing the amount, date, category, and property, and alerts you if it detects a match.
The summary can be filtered by period, property, category, and whether the expense is pass-through. You can limit the view to a single property, export the filtered list as a PDF report, and email it to owners or advisors. The categories cover typical operating and maintenance expenses, insurance, taxes, financing costs, and administrative expenses.
An integrated management center
Together, tenants, contacts, leases, expense reports, banking, income, and expenses form the operational and financial core of SmartLandlord. You can record all lease agreements, keep your contacts up to date, prepare expense reports, and monitor your overall cash flow at all times—all within a seamless, uninterrupted workflow.