How-to guides

The order that gets a new account set up right, whether you have one rental or fifty.

Everything in Rental Tracker hangs off your rentals, so the order you set things up matters. Follow these steps once and the rest of the app fills itself in.

1. Sign in. Use the email you signed up with. You can use a sign-in link or a password (see Signing in and two-step sign-in).
2. Fill in your details. Open Settings and fill in your name, phone, email and mailing address. These go on notices and letters. Fill in How tenants should pay (shown in the tenant portal) too, then press Save settings.
3. Set your grace period. In the same form, set Grace days before rent shows as late. Oregon leases can’t charge a late fee until after the 4th day, so 4 is a common choice.
4. Owners and LLCs (only if you have them). If rentals are held in LLCs, or you manage for other owners, set up owners and LLCs before adding rentals. See Set up owners and LLCs.
5. Add your rentals. Either press Add a rental for each one, or bring them all in at once with Import from a spreadsheet (see Import from a spreadsheet or other software).
6. Answer the home’s systems questions. On each rental, answer the questions about heating, water, sewer and so on. They build the maintenance plan, and you can add the whole plan to your calendar in one click.
7. Record this month’s rent as it comes in, with Record payment.
8. Put reminders on your phone. Open Settings → Reminders and press Create my calendar link (see Get reminders on your phone).

If you see example rentals

A new test account can show example records marked Example. Press Delete examples in the banner when you’re ready. Your own records stay.

If you see a “Test version” banner

That copy saves only to the browser on that device. Use the signed-in version on the website for real data. It saves to your account and works on every device.

Email links, passwords, the six-digit code, and what to do when you’re locked out.

Signing in

1. Go to the app and choose Sign in.
2. Enter your email and press Email me a sign-in link. Open the email on the same device and tap the link.
3. Prefer a password? Choose Use a password instead. You can set or change one any time in Settings → Set or change password.

Two-step sign-in adds a six-digit code from an authenticator app, such as Google Authenticator, 1Password or Authy.

1. Open Settings → Two-step sign-in → Turn on.
2. Scan the code with your authenticator app, type the 6-digit code it shows, and press Turn on.
3. From now on, after your link or password you’ll be asked for the code.

Admins must turn on two-step sign-in before giving anyone else access. Your login can see every owner’s rentals, so it gets the extra protection.

If you changed phones or lost your authenticator

Your old phone’s codes won’t move by themselves. If you still have the old phone, sign in, use Turn off, then turn it on again with the new phone. If you don’t have it, use Send us a message in Settings from another login, or email support, and we’ll verify it’s you and reset it.

If the sign-in link doesn’t work

• Links expire after a while and work once. Ask for a new one.
• Open the link in the same browser you asked from. Some email apps open links in their own browser, so copy the link into your normal one if needed.
• Check spam and promotions folders.

If you see “Use a different account”

That’s the code screen. It means you’re signed in with a login that has two-step turned on. Enter the code, or choose Use a different account to sign in as someone else.

When to use owners and LLCs inside one account, and when a separate account makes more sense.

An account is a complete, separate set of rentals, tenants, money and documents. Most people need just one.

Use one account with owners and LLCs when:

• you manage your own rentals plus other people’s, and want one dashboard and one calendar;
• you want reports by owner and by LLC side by side;
• the owners may get their own limited logins later.

Use a separate account when:

• a client’s data must be completely walled off, for example a separate business;
• you’re testing and don’t want test data mixed with real data.

Making and switching accounts

1. Settings → Accounts → New account. Give it a name like Smith family rentals. You become its admin.
2. Switch accounts with the picker under your email in the side menu. On phones it’s in Settings.
3. Rename this account and Delete this account live in the same panel. Delete is permanent, so download a backup first.

If you set up separate accounts and wish you hadn’t

Download everything from one account (Settings → Backup and export). Then, in the other account, use Restore from a backup with that file to bring its records in.

Bring in years of records in minutes. Covers file types, the right order, column matching, problems and undo.

You can import from a CSV file, an Excel file (.xlsx or .xls), or rows pasted straight from Excel or Google Sheets. Exports from other rental software work too, as long as you can download them as a spreadsheet.

Where to start: Settings → Import data → Import from a spreadsheet. You’ll also find Import on the Rentals page, and Import from a spreadsheet on an empty account.

Do it in this order so everything links up:

1. Owners and LLCs, so rentals can be assigned to them.
2. Rentals and current tenants, so payments and expenses have rentals to attach to.
3. Rent payment history.
4. Expenses.
5. Vendors, which can come any time.

Each import has four steps:

1. Pick what you’re importing. Press Import next to it. Not sure how to lay out your file? Press Template to download a ready-made spreadsheet with every column and example rows.
2. Add your file. Choose it, or paste rows including the header row, then press Next.
3. Match your columns. The app guesses which of your columns is which. Check each field and fix any wrong guess with its drop-down. Fields marked needed must be matched. If your file has title rows above the real headings, pick the right Header row. If an Excel file has several sheets, pick the Sheet. Then press Preview.
4. Check before importing. You’ll see how many records will be added, how many are skipped and why, and any problems. Press Download this list to fix them in your spreadsheet. When it looks right, press the Import button.

Nothing is saved until that last button.

If some rows show problems

Problem rows are left out, and everything else imports. Fix those rows in your file and import the same file again. Rows that already came in are skipped automatically, so you won’t get duplicates.

If you imported the wrong thing

Settings → Import data lists Past imports. Press Undo next to one to delete exactly what it added.

You can’t undo once you’ve added new records that point to the imported ones, such as a payment recorded on an imported rental. In that case, delete those new records first, or remove the imported items one by one.

If you’re coming from other rental software

Most programs can export a rent roll or property list, a tenant ledger or payment history, and an expense or bill report as CSV or Excel. Export each one and import it as the matching type. Their column names don’t need to match ours, because you match them in step 3. Common differences the importer already handles:

• Dates like 8/1/2025, 2025-08-01, Aug 1, 2025, or Excel date cells.
• Money like $1,450.00, 1450 or (50.00) for negatives.
• State names written out (Oregon) or as codes (OR).
• A separate Unit column, which is joined onto the street address.

If your file is very large

Up to 5,000 rows per file. Split bigger files by year or by property. A file over 15 MB should be saved as CSV with just the sheet you need.

If Excel files won’t open

The Excel reader loads the first time you use it. If your connection blocks it, open the file in Excel or Google Sheets, choose Save as (or Download) → CSV, and import that instead.

How one row becomes a rental, a lease and tenants, and how the importer treats vacancies, roommates, past tenants and duplexes.

Each row is one rental. Each unit of a duplex or apartment building is its own row. Put the current tenant on the same row.

What each column does

• Rental nickname and Street address: you need at least one. If there’s no nickname, the address is used. A Unit column is added to the address, for example 123 Main St, Unit B.
• State: Oregon and Montana get their notice rules. Other states import fine but show a note that their rules aren’t built in yet.
• Monthly rent, Rent due day, Security deposit, Lease start, Lease end: these build the lease. Due day defaults to the 1st.
• Tenant name, Tenant email, Tenant phone: the lead tenant. Other tenants on the lease takes roommates separated by semicolons, for example Casey Lee; Drew Lee.
• Owner or LLC: must match an LLC already in the app, so import owners and LLCs first.
• Purchase price, Purchase date, Mortgage payment, Loan balance: used for returns and equity. The mortgage payment is added to expenses every month automatically.

Vacant rentals

Leave the tenant columns blank. If the row has lease dates but no tenant, the dates are dropped and the rental imports as vacant, with a note.

Tenants who already moved out

If the Move-out date is in the past, the tenant comes in as a past tenant. The rental imports as vacant, with that tenant in its history.

Leases that already ended

If the lease end is in the past but there’s no move-out date, the tenant stays current. The note says it’s treated as month to month. Update the lease when you renew.

Rentals already in the app

A row whose nickname or address matches an existing rental is skipped, not changed. To update an existing rental, edit it on its page.

Two rows for the same rental in your file

The second one is skipped with a note.

After importing

• Open a few rentals and check the lease and tenant look right.
• Answer each rental’s systems questions to get its maintenance plan.
• Invite tenants to the portal when you’re ready (see Invite a tenant to the tenant portal).

Bring in past payments and bills without doubling anything up.

Rent payment history

• Needed columns: Date paid, Rental, Amount. Optional: For month, Tenant, Method, Note.
• Rental must match a rental’s nickname or street address. If an address is shared by several units, like a duplex, the row is flagged rather than guessed. Use the nickname or include the unit.
• For month is the month the rent was for. If it’s blank, the month of the payment date is used. Payments made early for next month, such as rent paid on the 28th, need a For month to land in the right month.
• These are skipped automatically: the same rental, date and amount as a payment already recorded; payments dated in the future; zero or negative amounts (refunds and charges aren’t payments); and months you’ve closed in Bookkeeping.

Expenses

• Needed: Date and Amount. Optional: Category, Rental, Paid to, Notes.
• Categories are matched to the app’s list. For example Repairs, Plumbing and HVAC become Repairs and maintenance, and New roof becomes Capital improvement. Anything unrecognized becomes Other, with a note so you can fix it.
• Leave Rental blank for company-wide costs, or put an LLC’s name there for costs paid by that LLC, like its filing fee.
• Mortgage payments are skipped on purpose. They’re added automatically from each rental’s Mortgage payment / mo ($), so importing them would count them twice.
• Negative amounts are read as money spent. The same date, amount, payee and rental as an existing expense is skipped.

Vendors

• Needed: Name. Trades are matched to the app’s list, so plumbing becomes Plumber and lawn care becomes Landscaping and snow.
• Vendors already on your list (same name) are skipped.
• Use the same names you used in Paid to on expenses, so the 1099 list adds them up correctly.

One record per person, one per LLC, and an “Owned personally” entry for anyone who owns rentals in their own name.

Owners are people. LLCs (and other entities) own rentals. Owners hold percentages of LLCs. Every rental belongs to exactly one LLC or entity, which is how its numbers roll up to the right owners.

1. Go to Rentals → Owners and LLCs.
2. Add owner for each person, once. Couples who own everything together can be one owner, such as Mom and Dad.
3. Add LLC for each LLC. Pick the Type, then enter each owner’s percent. The percents must add up to 100%.
4. For anyone who owns rentals in their own name, also Add LLC with the type Owned personally (no LLC). Name it Their name (personal) and give them 100%.
5. Open each rental, press Edit, and set Owned by.

One owner, several LLCs and some personal rentals

One owner record, one entry per LLC (each with that owner at 100%), and one personal entry. Their stats add up across all of them.

Two people co-own one rental in their own names

One personal entry with both of them as owners, split however they hold it, for example 50/50.

An owner sells their share or a new partner joins

Edit the LLC and change the percents. Reports use the current split for every period, so download statements for past periods before changing it if you need to keep them as they were.

Deleting an LLC

Its rentals become not in an LLC. Nothing else is deleted. Reassign them with Owned by.

Rentals that aren’t assigned to any entity

They’re grouped as Not in an LLC. That’s fine if you only manage your own rentals. With several owners, assign every rental, or it won’t show up in any owner’s numbers or login.

The picker at the top of most pages narrows everything to one owner or LLC.

Once you have owners or LLCs, Overview, Rentals and Money get a picker at the top. All rentals shows everything. Pick an owner to see the rentals in their LLCs, with money counted at their ownership share. Pick an LLC to see just its rentals at 100%.

Why an owner’s numbers are smaller than the LLC’s

They own a share. A 50% owner sees half the rent, half the expenses and half the equity.

Expenses not tied to a rental

Expenses marked Paid by which LLC show under that LLC and its owners. Company-wide expenses with no LLC show only under All rentals.

Owners see only their rentals. You keep full control.

1. Make sure the owner exists in Rentals → Owners and LLCs, and owns a share of at least one LLC.
2. Turn on two-step sign-in for your own login if it isn’t on (Settings → Two-step sign-in).
3. Settings → Accounts → Give someone access.
4. Enter Their email. Under Access choose View only or Can edit. Under Which rentals choose the owner.
5. Press Give access. When they sign in with that email, they see only their rentals.

What a limited owner login can and can’t do

• Sees the rentals in LLCs they own a share of, plus those rentals’ tenants, payments, notes, documents, reports and (with the add-on) books.
• Can’t change rentals, leases, LLCs, owners, settings, templates or who has access. Can’t import data, change fees or close months in the books.
• With Can edit, can record payments and expenses, add notes and upload documents on their own rentals.

Changing or removing their access

In Settings, find them under Who has access. Change the drop-down, or press Remove. They’re signed out of this account straight away.

They say they can’t see a rental

Check that the rental’s Owned by is an LLC they have a share in, with a percent above 0.

Set what you charge, change it without rewriting history, and track what you’ve been paid.

Set a fee for an LLC

1. Rentals → Owners and LLCs → Fee next to the LLC.
2. Choose a Fee type:
   • Percent of rent collected, with an optional Monthly minimum (optional). The minimum applies only in months with rent collected.
   • Flat amount each month, charged every month whether or not rent came in.
   • No fee.
3. Leave Starting month blank the first time so it applies to all past months too. Press Save change.

Change your fee later. Press Fee again, set Starting month to the first month of the new rate, and save. Earlier months keep the old rate, so old statements don’t change. The Fee history shows every rate. Remove deletes a rate you added by mistake, and those months go back to the rate before it.

A different fee for one rental. On the rental’s page, press Set a different fee for this rental. It overrides the LLC from the month you choose. Use No fee for a family member’s place, or a flat amount for a unit you only collect rent on.

How the fee is calculated. Each month: rent actually collected on that rental × the percent, or the minimum if that’s more, or the flat amount. It’s added as a Management fees expense on the last day of the month. Rent increases and prorated months flow through automatically.

Tracking what you’re owed

• Owners and LLCs shows each LLC’s current fee and how much it owes you.
• When you’re paid, or take your fee out of rent, press Record payment (or Record a fee payment on the report). The amount owed is filled in for you.
• Money → Reports → Management fees shows rent collected, fee earned, paid to you and still owed, by LLC and month.

The current month shows nothing yet

Each month’s fee is added on its last day, so this month appears once it ends.

An owner was charged the wrong rate last year

Add a rate with the correct Starting month, then add another for the following month to switch back. Only those months change.

With the bookkeeping add-on

Fees build up as Management fees owed, and each recorded payment clears them. If you import the bank line that paid you, it’s suggested as a match for that payment.

What each field does, which ones matter most, and what to skip for now.

Press Add a rental on the Rentals page or on Overview.

The essentials

• Nickname: what you call it, for example Awbrey house or Maple duplex B.
• Street address, City, ZIP code: used on notices and letters.
• State (sets the notice rules): Oregon and Montana have their rules built in. For other states the app still works, but you check notice rules yourself.
• Type: sets the recommended maintenance plan.

The lease section (skip it for a vacant rental):

• Tenant, Monthly rent ($), Rent due day of month, Security deposit ($), Lease start, Lease end.
• Prorate partial months: how a move-in or move-out partway through a month is charged (see Partial months and proration).
• Move-out date: fill this in once you know the tenant is leaving.

Money and taxes (optional, but worth it):

• Purchase price ($), Purchase date, Loan balance ($) and Current value, your estimate ($) give you equity and returns.
• Mortgage payment / mo ($) is added to expenses every month automatically.
• Under For taxes (optional):
  • Original loan amount ($), Interest rate (%), Loan term (years) and First payment month let the app split each mortgage payment into interest and principal.
  • Land value ($) is left out of depreciation, so enter it.
  • Closing costs added to basis ($) and Placed in service as a rental fine-tune depreciation.

Systems and features answers (heating, water, sewer, fireplace and so on) build the maintenance plan. You can answer them later with Answer them on the rental.

Rentals in another state

Set State to Another state. Notices and reminders still work, but rent-increase and entry checks aren’t enforced. Follow your state’s rules.

Bought the rental this year

Enter the purchase date. The mortgage starts counting the month after. Depreciation starts from Placed in service as a rental, or the purchase date if that’s blank.

Each unit is its own rental. Here’s how to handle the shared parts.

1. Add each unit as a rental, for example Maple A and Maple B, with the unit in the address.
2. Give each unit its own tenant, rent, lease and deposit.
3. For the building’s purchase price and mortgage, pick one approach and stick to it:
   • Split them across the units, for example half each. This gives the most accurate per-unit returns.
   • Or put them all on one unit and leave the others blank. This is simpler, but per-unit returns look uneven.
4. Shared bills, like one water bill for the building: either split them into one expense per unit, or record them on one unit.

All units in the same LLC

Set Owned by on every unit.

Importing a building

One row per unit. Use a Unit column or put the unit in the nickname. Payments must name the unit, not just the shared street address.

What each tab on a rental’s page is for.

• Summary: this month’s rent status (with Record payment), the lease and tenants, the home’s details, and buttons to edit or create documents.
• Performance: rent collected against expenses, returns, equity and rent history, for the period you pick.
• Rent ledger: month by month, what was charged (including prorated months), what was paid and the running balance, plus every payment.
• Tenants: everyone on the lease now, past tenants, and leads interested in this rental.
• Expenses: every cost for this rental. Press Add expense here so it’s already tagged.
• Maintenance: the recommended plan, tenant repair requests and anything not on the calendar yet.
• Calendar: visits, inspections and lease dates for just this rental.
• Documents: leases, insurance, photos and notices for this rental.
• Notes: your notes and contact log. Tag other people or rentals so a note shows on their pages too.

Keep the history you’ll need for taxes.

Deleting a rental removes it from lists and reports, but its past payments and expenses stay on file as a deleted rental. For a rental you sold:

1. Keep it until after you’ve filed taxes for the year of the sale. Its rent, expenses, mortgage interest and depreciation are needed for that year.
2. Download a backup first (Settings → Backup and export → Download everything (.zip)).
3. Clear its Mortgage payment / mo ($), set the lease to end, and add a note with the sale date and price.
4. After filing, delete it with Delete on its page if you want it gone.

The books don’t record a sale or depreciation recapture yet, so give your tax preparer the sale details.

Two ways in, and what happens to the tenant’s record when you do.

From the rental (usually easiest): on a vacant rental’s Summary, press Add a tenant and lease. Pick an existing person or add a new one, then fill in the lease.

From the tenant: on their page, press Assign to a rental. Choose the Rental, On the lease as (lead tenant or co-tenant), Lease start, Lease end, Monthly rent ($), Rent due day of month, Prorate the first month and Security deposit ($).

What happens:

• The rental shows as occupied, with rent due from the lease start.
• The tenant’s stage becomes Current, and the move-in goes on both calendars.
• The first month is prorated if they move in partway through and proration is on.

Moving in mid-month

Use the real move-in date as Lease start. The first month is charged for the days they’re there. The Summary shows the prorated amount and the days counted.

Signing a lease for a future date

Enter the future Lease start. The rental shows Moves in with the date, and nothing is due until then. You can record a payment for the first month early, and it’s applied to that month.

Replacing a tenant who is still there

Move the current tenant out first (see When a tenant moves out), or set their Move-out date, then add the new lease.

Several people on one lease.

1. Add the first person as Lead tenant. Rent and balances are tracked on the lease, which belongs to the lead tenant.
2. For each roommate, open their page, press Assign to a rental, pick the same rental, and choose co-tenant under On the lease as.
3. Everyone on the lease is listed on the rental’s Tenants tab and gets notices addressed to all of them.

One roommate moves out

On their page press Move out. The others stay on the lease. If the lead tenant leaves, the next person becomes the lead.

Each roommate pays their share separately

Record each payment as it comes in. They all apply to the same month and add up to the rent.

Giving roommates the portal

Invite each one separately. They each see the same lease, balance and documents.

Track everyone who asks about a rental until they sign or say no.

1. Tenants → Add a lead. Fill in Interested in, How they found you, Wants to move in, and a Next follow-up date.
2. Follow-ups show on Overview and your calendar on the day, under Needs attention.
3. From the lead’s page: Schedule showing, Schedule call, Log call, and notes.
4. When they apply, press Mark as applied. If they drop out, press Not moving forward. That keeps them in Past without cluttering your list.
5. When they sign, press Assign to a rental.

Several people asking about the same rental

Each is a separate lead with Interested in set. The rental’s Tenants tab lists them all.

A free application link for listings, texts and yard signs.

1. Settings → Online rental applications → Turn on online applications.
2. Press Copy link and put it in your listing. Each rental’s page also has Copy application link, which picks that rental for them.
3. Applications land in Tenants as Applicants, with every answer saved. New ones show on Overview with a Review button.
4. Review, then Assign to a rental or Not moving forward.

The form lists rentals that are vacant or have a move-out date. It doesn’t ask for Social Security numbers or charge a fee. Run credit and background checks through a screening service, with the applicant’s written permission.

Getting spam or the link was shared somewhere it shouldn’t be

Press Make a new link. The old link stops working. Turn off stops applications completely.

Fair housing

Treat every applicant the same way. Use the same criteria and questions for all, and keep notes factual.

Notice, the last month’s rent, the deposit and the records.

1. When you know the date, open the rental, press Edit, and set Move-out date. Rent stops after that day, and the last month is prorated if proration is on. The move-out goes on the calendar, and the Overview reminds you about the deposit deadline.
2. On the day, open the tenant’s page and press Move out, confirming the Move-out date. They become a past tenant. Their history, notes and payments stay.
3. Return the deposit, or send an itemized list of deductions, within your state’s deadline:
   • Oregon: within 31 days after the tenancy ends.
   • Montana: within 10 days if there are no deductions, or 30 days with an itemized list.
4. With the bookkeeping add-on, record it in Journal entries → Deposit returned, splitting what you returned and what you kept.
5. Create a document → Move-out instructions gives tenants a checklist before they go.

The tenant leaves early or abandons the unit

Set the actual date. Rent owed under the lease isn’t erased by the app. The ledger shows what was charged up to the move-out date. Talk to an attorney about remaining lease obligations.

Someone moves out but their roommate stays

Use Move out on the person leaving. The lease continues for the others.

Same tenant, new home.

On the tenant’s page press Move to another rental. Pick the new rental and lease details. Their old stay is closed and the new one starts, so their history shows both. Settle the old deposit, or carry it over, and note what you did.

Lease-end alerts, renewal offers and what happens if a lease just runs out.

• Overview flags leases ending in the next 120 days, then again closer in. You can change when in Settings → Reminders.
• Renewal offer in the alert creates a letter from the Lease renewal offer template.
• To renew, edit the rental and set the new Lease end. If the rent changes, change Monthly rent ($) and follow the rent increase check (see Raise the rent).

The lease ends and the tenant stays

Leave the lease end as is. Rent keeps being charged monthly, and in most cases it’s now month to month. Oregon limits ending some month-to-month tenancies without cause, so check before giving notice. Montana: either side can end it with 30 days’ written notice.

Full, partial, early and late payments, and how to fix a mistake.

1. On the rental’s Summary, or the tenant’s page, press Record payment.
2. Fill in Amount ($), Date received, Applies to month, Method and an optional Note, such as a check number.
3. Save. The status updates straight away: Paid, Partial or still Due.

Partial payments

Record each one as it arrives. The month stays Partial until the total reaches the rent.

Paying ahead or catching up

Set Applies to month to the month the money is for. A payment for several months is easiest recorded as one payment per month.

Wrong amount or wrong month

Open the Rent ledger tab, find the payment, delete it, and record it again. With the bookkeeping add-on, payments in a closed month can’t change until you reopen that month.

A receipt for the tenant

Create a document → Rent receipt.

Rent paid through a payment app

Record it here the same day so the balance and late status are right. With the bookkeeping add-on, the bank import will match it.

How the app decides rent is late, and the Oregon and Montana rules it shows you.

• Rent is Due from the due day. It shows as Late after the number of Grace days before rent shows as late in Settings.
• Overview lists every rental with rent unpaid and when the grace period ends.
• Friendly late rent reminder is a template for a polite nudge.

Oregon: a late fee is only allowed if the lease sets one, and not before the 5th day of the rental period. A nonpayment termination notice can be given as a 144-hour notice on day 5 or later, or a 72-hour notice on day 8 or later.

Montana: fees only if the lease sets them. A written 3-day notice to pay, or the rental agreement ends.

These summaries come from the statutes and aren’t legal advice. Formal notices have specific wording and delivery rules, so use an attorney or your state’s official forms.

A tenant pays part and promises the rest

Record the partial payment and add a note with the promise. Schedule a follow-up call so you don’t lose track.

How move-in and move-out months are charged.

Set Prorate partial months on each rental:

• By the day, using the days in that month: rent ÷ days in the month × days occupied. This is the most common.
• By the day, using a 30-day month: rent ÷ 30 × days.
• No, charge the full month.

The first month counts from Lease start, and the last month through Move-out date. The rental’s Summary and Rent ledger show the prorated amount and the days counted.

The due day falls before move-in

For the first month, rent is due on the move-in day.

The app checks your state’s rules before scheduling the increase.

1. Open the rental, press Edit, change Monthly rent ($), and save. On Overview you can also press Raise rent in a lease-end alert.
2. The Rent increase check asks for the Date you give written notice, How you’ll deliver it, and when the New rent starts. It checks the rules and tells you what’s allowed.
3. Press Schedule increase. The current rent stays until the start date, then the new rent applies automatically.
4. Use the Rent increase notice to Copy notice. After you deliver it, record How you delivered it and press Mark as given. Until you do, Overview reminds you that no written notice is logged.

Oregon (statewide rent stabilization): at least 90 days’ written notice, once in any 12 months, and not during the first year. The 2026 cap is 9.5%. Buildings less than 15 years old are exempt from the cap (choose Exempt from the cap?).

Montana: no cap. Month-to-month: written notice at least 15 days before the end of a rental month, and the new rent starts after that month ends. During a fixed-term lease, only if the lease allows it.

Changing rent because of a new lease with a new tenant

Set the rent on the new lease when you assign the tenant. That isn’t an increase.

Recording, reporting and returning deposits.

• Enter Security deposit ($) on the lease.
• Money → Reports → Security deposits lists every deposit held, by rental and LLC.
• On move-out, follow the deadlines in When a tenant moves out. With the bookkeeping add-on, use Deposit returned so the books clear the liability.

A pet deposit or last month’s rent

Add the total to Security deposit ($) and write the breakdown in the rental’s notes. Or record it as a separate payment with a note, if your lease treats it as prepaid rent.

Pet rent, parking, one-time charges, credits and late fees, and how payments are applied.

Everything a tenant owes besides base rent lives on the rental’s Rent ledger tab.

Monthly charges (pet rent, parking, storage)

1. Open the rental → Rent ledger.
2. Press Add a monthly charge. Enter what it’s for, the type, the amount, and the first month. Leave the last month blank if it keeps going.
3. Charges are prorated for a partial first or last month, the same way rent is. Choose Charge the full amount to turn that off.

The charge is added to what the tenant owes each month and shows on their ledger, the rent roll and the tenant portal. It should be in your written lease.

One-time charges and credits

• Add charge is for damage, utilities, a lease-break fee, an NSF fee or anything else. Pick the month it belongs to.
• Add credit lowers what the tenant owes, for example a rent concession. Enter the amount as a positive number.
• Under Account activity, Remove takes a charge or credit off the ledger.

Late fees

1. Press Set up a late fee. Turn it on only if your written lease sets one.
2. Choose how it works: one flat fee, a fee for each day late, or a percent of rent for each five-day period. The app refuses amounts above what the rules in this app allow, and says why.
3. The fee is worked out automatically. It appears only if rent is still unpaid after the grace period the law gives (in Oregon, after the 4th day). Rent paid in full by then never gets a fee.
4. The fee applies to rent due from the month you choose, never to earlier months.
5. To forgive one, press Waive next to the fee under Account activity. Undo waive puts it back.

Late fee rules are in Which legal rules the app uses, and what “Not yet reviewed” means. They haven’t been checked by an attorney yet.

How payments are applied

A payment goes to rent first, then to monthly and one-time charges, then to late fees. This keeps a tenant who paid their full rent from looking late because of a fee. The ledger shows what each payment paid off. If rent is covered but a charge or fee is open, the status says Charges due, not Late.

Itemize deductions, work out the refund, make the letter, and watch the deadline.

After a tenant moves out you owe them their deposit or a written list of what you kept, by a deadline set by state law.

1. Set the move-out date (Tenants → Move out). Overview then shows a deadline alert with the days left.
2. Open the rental → Rent ledger → Deposit statement, or press Deposit statement in the Overview alert.
3. Check the deposit held and the unpaid balance. Add up to five deductions, each with a description and amount. Normal wear and tear can’t be deducted.
4. Tick any photos or documents that support the deductions.
5. Enter the tenant’s forwarding address, how you’ll send it, and the date, then press Create letter and save.

The app works out the refund (deposit minus deductions minus unpaid balance), or the amount the tenant still owes if that’s larger. It saves the letter in Documents, where the tenant can open it in their portal, and the alert goes away. If you use the bookkeeping add-on, it also records the deposit leaving Security deposits held.

Oregon allows 31 days. Montana allows 10 days if nothing is deducted and 30 days with an itemized list. The wording of the letter hasn’t been reviewed by an attorney. Mail it or hand it over, and keep proof.

Set the requirement for a rental, collect proof, and get warned before a policy ends.

Oregon lets you require renters insurance only if the rental agreement says so and you carry comparable liability insurance yourself. The app checks those conditions before it lets you turn the requirement on.

1. Open the rental, then the Tenants tab and press Set up (or Change) next to renters insurance.
2. Say that the lease requires it, whether you carry your own coverage, whether the tenant is exempt, and the minimum coverage. Oregon caps this at $100,000.
3. Open the tenant and press Add proof to enter the carrier, policy number, coverage and end date. Choose Mark verified once you have checked the policy.

The tenant can also upload proof from their portal. It shows as waiting until you mark it verified. Overview warns when proof is still missing 14 days after move-in, when a policy ends within 30 days, and when it has expired. The end date also appears in your calendar feed.

The proof document is hidden from owner logins. The rules behind this are on the legal rules page and are not yet reviewed by an attorney.

A schedule built from each home’s systems, ready to add to your calendar.

1. On a rental, answer the systems questions (press Answer them if you see the banner).
2. Its Maintenance tab lists the tasks, such as filters, smoke alarms, gutters and irrigation blow-out, with how often and the best month.
3. Press Add all to calendar, or add tasks one at a time. Each becomes a repeating calendar event with entry notice built in when the task is inside.
4. Change any task for this rental with Change (how often, best month, or turn it off).
5. Change the default plan for all houses, townhomes and so on in Settings → Recommended maintenance by unit type. Reset to recommended goes back to the defaults.

Already doing something that the plan suggests

Add it to the calendar on the date you actually do it. The plan won’t nag about it again.

The 24-hour rule, how to deliver notice, consent, emergencies and rescheduling.

1. Press Add event on the calendar or the rental. Fill in What, Type, Rental and Date.
2. Do you need to go inside the unit?
   • Yes — tenant gets notice first: for routine visits.
   • No — outside only or vacant.
   • Yes — tenant asked for the repair in writing: their request covers entry in Oregon for 7 days.
   • Emergency — enter now.
3. Choose How you’ll give notice: in person, phone, a note on the door, email or text if the lease allows, or mail, which adds 3 days. The app blocks times without enough notice.
4. Before the deadline, use Deliver notice on the event. Copy text or Download PDF, deliver it, and press Mark as delivered.
5. If plans change, press Reschedule. A new notice is needed for the new time.

The tenant says “come any time”

Note their consent on the event. You still need to go at a reasonable time.

Emergencies (water leak, fire, gas)

No advance notice is needed. In Oregon, if they weren’t home, tell them within 24 hours: when, why and who entered. The app gets that message ready for you.

Repeating visits, like quarterly filter changes

Set Repeats. Notice is still needed before each visit.

Adding the cost of a visit

Enter Cost ($) and choose Add the cost to expenses? so it lands in Money.

Where tenant requests show up and how to close the loop.

• New requests and messages from the tenant portal land in Inbox in the menu. A red number on it counts what’s new, and the same number shows in your browser tab. Overview shows a banner at the top, in red if any request is an emergency. On a phone, the number is on the Overview tab and on the Inbox button at the top.
• Inbox opens on New. Switch to Messages, Repair requests or Everything. New items are highlighted, newest first. Click one to open it.
• They also show on Overview under Needs attention, and on each rental’s Maintenance tab.
• Press Open to see the details, urgency, photos and whether they’re OK with you entering.
• Schedule the repair creates a calendar event. Their written request counts as consent to enter for the repair.
• Use the status buttons as work moves along: Scheduled, In progress, Done, Closed. The tenant sees the status in their portal.
• For a message, reply by phone or email, then press Mark read. It’s saved to the tenant’s notes.

Emergency requests

Call the tenant right away. The portal tells tenants to call 911 first for gas, fire or flooding.

Requests for a rental you sold or for a past tenant

Mark them Closed with a note.

Keep a record of every conversation.

• Schedule call puts a call on the calendar and Overview. Afterward press Log call: What happened, Notes, and Try again on if you didn’t reach them.
• Add note on a rental or person. Tag other rentals or people and the note shows on their pages too. Use Edit or tag to add tags later.
• The tenant page’s History tab shows everything about them in order: moves, rent, notes, calls and documents.

Visits, calls, notice deadlines and lease milestones in your phone’s calendar.

1. Settings → Reminders: choose how far ahead you want reminders for maintenance, notices, lease ends and expiring documents. Press Save reminder settings.
2. Press Create my calendar link.
3. iPhone or Mac: tap Add to iPhone or Mac Calendar, then Subscribe. In the subscription settings, turn off Remove Alerts so reminders ring.
4. Google Calendar: on a computer, go to Other calendars → + → From URL and paste the link (Copy link).

Calendars refresh about every hour, so changes take a little while to appear.

The link was shared by mistake

Press Make a new link. The old one stops working. Subscribe again with the new one.

One list of everyone you pay, with the paperwork that matters at tax time.

• Money → Vendors → Add vendor. Use the same name you use in Paid to on expenses, so their totals add up.
• Store the Oregon CCB license number, CCB license expires and Insurance expires dates. Overview warns you before they expire.
• Record Business type (from their W-9) and W-9 on file?. Corporations usually don’t get a 1099, except attorneys.
• Go-to vendor? puts them first in the list.

Renaming a vendor

Edit the name. The app offers to Rename them on past expenses too, so the history stays together.

Payees you haven’t added yet

The Vendors tab lists names from your expenses that aren’t on the list. Add them with one click.

Quiet heads-ups about patterns, with what to do about each.

Under Needs attention on Overview, a collapsed Trends group shows patterns that aren’t emergencies yet. Open it to read them. Each one is a nudge, not a verdict.

• Paying later. A tenant’s rent is arriving about 3 days later than it used to, or came in 3 or more days late in 2 of the last 3 months. It needs a few months of recorded payments to say anything. A call before the 1st often fixes it.
• Unusual expense. An expense from the last 30 days is over $200 and more than twice that rental’s usual amount for the category over the past year. Check the invoice.
• Long vacancy. A rental has had no tenant for 30 or 60 days after the move-out date, with the rent lost so far.
• Utility spike. A utility bill is more than 40% (and at least $25) above the same provider and service in the same month last year.
• Lease end cluster. Three or more leases end in the same month in the next six months.

Press Hide for 30 days on any trend to clear it for a month. It comes back after that if it’s still true. Owner logins see trends for their rentals but can’t hide them.

Set new rents, see which are allowed, and create every notice in one pass.

Open Rentals → Rent increases. Every occupied rental is listed with its current rent, the date of its last increase, and the earliest start date the rules allow.

1. Pick the date you’ll give notice and how you’ll deliver it. Mailing adds 3 days.
2. Type a new rent or a percent on each row, or enter a percent in Set all to and press Apply percent to all.
3. Each row shows a green start date if the increase is allowed, or the reason it isn’t: over Oregon’s yearly cap, too soon after the last increase, inside the tenant’s first year, an increase already scheduled, or a rental the built-in rules don’t cover.
4. Choose whether to mark the notices delivered on the notice date, or deliver them yourself and mark them given later from each rental.
5. Press Create notices. Each notice is saved to Documents where the tenant can see it, the increase is scheduled on the rental, and it appears on the calendar as Rent increase.

A building under 15 years old may be exempt from Oregon’s cap. Rows over the cap point you to that rental’s own rent form, where you can mark it exempt. Commercial rentals (set Residential or commercial on the rental) are not covered by the residential rules: follow your lease. The rules are marked “not yet reviewed” until an attorney confirms them.

Open it like an app, with its own icon.

On the website (not inside Claude), you can install Rental Tracker so it opens in its own window with an icon.

• iPhone or iPad (Safari): tap the Share button, then Add to Home Screen.
• Android (Chrome): open the menu, then Install app or Add to Home screen.
• Computer (Chrome or Edge): click the install icon at the right end of the address bar.

The app keeps a saved copy of itself, so it opens even with a weak connection. If you lose your connection, a bar at the bottom tells you, and changes won’t save until you’re back online. Your rentals and tenants load from the internet, so you need a connection to see current information.

What the “Someone changed this” message means.

If you and someone else (a co-manager, or you on your phone and your computer) change the same rental, tenant or other record at nearly the same time, Rental Tracker no longer lets the last save quietly win. When your save would overwrite a change you haven’t seen, a window says Someone changed this since you opened it and lists the fields that differ, yours and theirs.

• Use my changes saves yours over theirs.
• Keep theirs drops yours and keeps what’s there now.

If a record was deleted by someone else while you were editing it, saving puts it back.

Track the fees you earn and your company’s costs.

If you charge management fees through your own LLC, set that LLC up once:

1. Add your LLC under Owners and LLCs (with yourself as the owner), then edit it and set Is this your management company? to Yes. Only one LLC can be marked.
2. Each time an LLC pays you, press Record a fee payment (on Month end or Owners and LLCs). With bookkeeping on, the payment also becomes income in your management company’s books, as a matching entry. The paying LLC’s books already show the fee as an expense.
3. Add your company’s own costs (software, insurance, mileage, a bank account fee) as expenses on your management company with no rental.

Money → Month end then shows a yearly panel for your company: fees earned, fees paid to you, expenses and the net, month by month, with a .csv for your tax preparer.

Check whether you need a property manager license before charging fees to manage other people’s rentals, and keep other people’s money out of your own accounts if the rules require a separate account. Ask your accountant how to report the income.

Track one job from the repair request to the paid invoice.

A work order follows a job from request to payment, with a history of every step.

1. Start one from a tenant’s repair request (Create work order) or from the rental’s Maintenance tab (New work order). Pick the vendor, add the estimate, and say whether the vendor may go in if no one is home.
2. If the rental’s LLC has an approval limit and the estimate is above it, the order waits for the owner. Set the limit on the LLC (Owner approves work orders over). Owners with a login see an Approve or decline alert. Others can get a link: open the order and press Copy owner link. If the owner agrees by phone, press Approve it myself and note who said yes.
3. Open the order and press Send to vendor, then send them the copied link by text or email. If the vendor’s license or insurance has expired, you must type a reason, and the reason goes in the history.
4. The vendor opens the link, accepts, picks a visit time, marks the work done and sends an invoice (a PDF or photo is optional). A visit they schedule goes on your calendar with the usual entry-notice rule. They only see the address, the job, the tenant’s first name, and access notes if you allowed entry.
5. When the invoice arrives, check it and press Approve invoice. That adds one repair expense for the rental. After you pay, press Mark paid to save the date.

The vendor’s link stops working 60 days after the job is paid, cancelled or declined. The vendor can’t change the amount after you approve the invoice.

One page that walks you from last month’s rent to paying the owners.

Open Money → Month end, pick the month and (if you have more than one) the LLC. Work down the list:

1. Rent collected lists rentals whose rent for that month isn’t fully paid.
2. Bank lines (bookkeeping only) counts imported lines you haven’t matched yet.
3. Vendor invoices lists work orders with an invoice waiting for your approval. Click one to open it.
4. Management fee shows what you earned, what you were paid, and the balance. Record a fee payment saves a payment.
5. Owner statements downloads one .zip with a PDF for the LLC and one for each owner.
6. Owner payouts suggests an amount for each owner: rent collected, less expenses and your fee, less what it takes to rebuild the cash you want to keep in the LLC (set it on the LLC as Cash to keep in the LLC account). The split follows ownership shares and adds up to the cent. Change any amount, enter the date and how you paid, and press Record payouts. Recording again updates the same payouts. An amount of $0 removes it. With bookkeeping on, each payout also becomes a balanced entry (owner distributions, bank). Download payout list makes a .csv with owner, amount and memo. Payouts then show on the statements, and each owner sees only their own.
7. Close the month warns you about anything still open, then closes. With bookkeeping on, it locks that month and earlier in the books (reopen under Bookkeeping → Setup). Without bookkeeping, it marks the month closed and later reminds you if you change something dated in it. Nothing is blocked.

The reserve builds from the first payout you record, so the first month pays out the full suggestion unless you set a reserve and want it held back.

Upload, organize, share with tenants, and get reminded before things expire.

1. On Documents (or a rental’s or tenant’s Documents tab), press Upload.
2. Choose the File: a PDF or photo up to 20 MB. On a phone you can take a photo to scan a paper document.
3. Set Name, Kind, Rental and Tenant.
4. Expires (adds a reminder) for insurance, licenses and inspections.
5. Set Tenant can see it to Yes to share it in their portal, for example the signed lease or a notice. Pick the Tenant too, so it goes to the right portal.

Large leases (50+ pages)

Fine up to 20 MB. Scan in black and white at 150–200 dpi to keep files small.

Removing a document from a tenant’s view

Shared documents show a Tenant can see label. To stop sharing one, download it, delete it, and upload it again with Tenant can see it set to No.

Fill-in-the-blank letters with the tenant’s and rental’s details filled in for you.

1. Create a document (on Documents, a rental or a tenant).
2. Pick the Template and who it’s For. Pick a rental to address everyone on the lease, or one person.
3. Answer any questions the template asks, such as the entry date. Press Next.
4. Review and edit the text, then Copy text, Download PDF, or Save to Documents. Saving files a PDF with the rental and adds it to each tenant’s history.

Built-in templates: Notice of entry, Friendly late rent reminder, Rent receipt, Lease renewal offer, Move-in welcome letter and Move-out instructions.

Make your own: Documents → Templates tab → New template. Write the text and insert fields like {{tenant.names}}, {{rental.address}}, {{landlord.name}} or {{today}}. For a question asked each time, use {{ask:Your question}}. Reset restores a built-in template, and Hide removes it from the list.

One-time bills, repeating bills, company-wide costs and improvements.

1. Press Add expense (on Money, Overview or a rental).
2. Fill in Date, Amount ($), Rental, Category, Paid to and What it was for.
3. For costs that aren’t for one rental, leave Rental empty and choose Paid by which LLC. Use this for LLC filing fees or an umbrella policy.
4. For insurance, property tax, HOA or utilities, use Repeats and, if it ends, Stop repeating after (optional).

Repairs or improvements? A repair keeps the property as it was, like fixing a leak, and is deducted in full that year. An improvement makes it better or lasts much longer, like a new roof, and is a Capital improvement. It’s depreciated over 27.5 years and listed on the depreciation report.

Don’t enter mortgage payments. They come from the rental’s Mortgage payment / mo ($) automatically.

A bill covers several rentals

Split it into one expense per rental, or record it company-wide under the LLC.

Changing a repeating bill’s amount from now on

Set Stop repeating after (optional) on the old one, then add a new repeating expense from the next date. Past months keep the old amount.

Money → Reports, and the picker at the top to choose all rentals, an owner or an LLC.

• Owner statement: income, expenses, fees and net for a period, with every transaction. Send it to owners monthly.
• Rent roll: every rental, tenant, lease, rent and deposit. Lenders and buyers ask for this.
• Aged receivables: unpaid rent by how late it is.
• Profit and loss: by year, quarter or month.
• Tax summary (Schedule E): totals by Schedule E line, by rental.
• Depreciation schedule: each rental and improvement, 27.5-year straight line.
• Mortgage interest: interest and principal by rental and year (needs loan details on the rental).
• 1099 contractors: who you paid $2,000 or more in 2026 or later ($600 before 2026), excluding corporations unless they’re attorneys.
• Security deposits: every deposit held.
• Lease expirations: the next 12 months.
• Vacancy loss: rent you would have charged in empty months.
• Expenses by vendor: totals per payee.
• Management fees: earned, paid and owed.
• Accounting export: every transaction for your accountant or spreadsheet.

Every report downloads as CSV or PDF (Download CSV, Download PDF).

A monthly statement per owner or LLC in a couple of clicks.

1. Money → Reports → Owner statement.
2. At the top, pick the owner or LLC.
3. Pick the period, such as last month or last quarter.
4. Download PDF, or Save to Documents to keep a copy in the app.

Amounts are at the owner’s share when you pick an owner, and at 100% when you pick an LLC. Management fees are listed on their own line.

What to give your tax preparer, and what to check first.

1. Make sure every rental has its purchase price, Land value ($), purchase date, and the loan details under For taxes (optional).
2. Tax summary (Schedule E) for the year, by rental, for all rentals or one owner.
3. Depreciation schedule and Mortgage interest for the same year.
4. 1099 contractors: request W-9s from anyone missing one.
5. With the bookkeeping add-on: the balance sheet and profit and loss, or the QuickBooks export.

The app’s numbers come from what you recorded. They aren’t tax advice, so have a tax professional review them.

Bill water, sewer or garbage across the rentals on one meter, the way your lease says.

Oregon lets you pass on a utility bill only if the written rental agreement says tenants pay it. You can charge only what the provider charged you, with no markup, and you have to bill the tenant within 30 days after you receive the bill. The app builds those rules in.

1. Open the rental, then Tenants, and press Set up under Utility billing. Confirm the lease says tenants pay, and list the services (for example Water, Sewer).
2. Go to Money → Expenses and press Add utility bill. Enter the provider, the period the bill covers, the total, the day you received it, and choose the rentals on that meter. Attach a copy of the bill if you have one.
3. Choose how to split it: equal shares, by number of people, by square feet, by submeter reading, or a fixed amount per unit. Use the method your lease describes.
4. Check the split. Each tenant pays only for the days they lived there, so a tenant who moved in partway pays less. Days with no tenant stay with you. The shares always add up to the bill to the cent.
5. Press Bill tenants. Each tenant gets a charge on their account with a due date, and the full bill is recorded as expenses for the rentals. If you attached the bill, tenants can open it in their Documents.

A utility charge is not rent. A tenant who hasn’t paid it isn’t late on rent, and you can’t use a rent-nonpayment notice for it. To fix a mistake, open the bill from the list on the Expenses page and press Delete this bill. That voids the charges and removes the expenses.

Only Oregon’s utility rules are built in so far. In other states the app won’t bill, because the rules aren’t set up. These rules aren’t yet reviewed by an attorney.

Double-entry books for each LLC, built automatically. Set three things and you’re running.

Money → Bookkeeping. Each LLC gets its own books, plus Not in an LLC if needed. Pick which ones at the top.

1. Setup → Edit setup:
   • Books start on: usually January 1 of this year, or the day the bank account opened.
   • Bank balance at the start of that day, from the statement.
   • Main bank account (rent and expenses go here) and its name.
2. Go through Getting your books right on the Overview tab and press Fix on anything listed: mortgages without loan terms, rentals without a land value, unsorted bank lines.
3. That’s it. Rent, expenses, mortgage payments (split into interest, principal and escrow), deposits, management fees and monthly depreciation post themselves.

Statements has the Balance sheet, Profit and loss, Cash flow, Trial balance, General ledger and Export for QuickBooks.

Rentals bought before the start date

They come in as opening balances: cost, improvements, depreciation so far, loan balance and deposits held.

The balance sheet says it’s out of balance

Check the opening bank balance and start date first. Then check for journal entries that used the wrong account.

Make the books match the bank, line by line.

1. Download your bank statement as CSV from your bank’s website.
2. Bookkeeping → Bank → Import bank CSV. Re-importing the same file adds nothing.
3. For each line in To sort:
   • Match: it’s rent or a bill you already recorded, with the same amount within a few days.
   • Same as last time: same payee as before, so it goes in the same account.
   • Sort… or Other…: put it in an account, record it as new rent or a new expense, or ignore it (transfers, duplicates, personal items).
4. Reconcile: enter the statement’s end date and ending balance. If they match, the month can be closed.

The bank shows something your records don’t

Use Sort… to record it: a new expense, rent, or an account.

Your records show something the bank doesn’t

It’s listed under In your records but not on the bank statement. It may not have cleared yet, may have been cash, or may have been entered twice.

Off by a little after reconciling

Look for unsorted lines, payments recorded twice, or an opening balance typo.

Lock finished months and handle the unusual.

• Close a month: rent, expenses, bank lines and entries dated in it or before can’t change until you reopen it in Edit setup (Closed through). Close a month after you reconcile it or send statements.
• Journal entries → New entry: for anything unusual, like a refinance, a correction from your accountant, or a transfer between LLCs. Debits must equal credits.
• Quick entries: Owner put money in, Owner distribution, Deposit returned.
• Chart of accounts → Add account: add a savings account or credit card (choose Is it a bank or credit card account?), or extra income and expense accounts.
• Statements → Export for QuickBooks: a journal-entry CSV for QuickBooks Online (Settings → Import data → Journal entries). Import each LLC into its own QuickBooks company.

The books aren’t trust accounting and aren’t tax advice. If you hold other people’s money, ask a licensed professional what your state requires.

Three levels of access, and owner-limited logins.

Settings → Accounts → Give someone access (two-step sign-in must be on for your login first).

• View only: sees everything and changes nothing. Good for an accountant.
• Can edit: everything except who has access. Good for an assistant.
• Admin: everything, including access and deleting the account.
• Which rentals: all, or only one owner’s (see Give an owner a login).

They sign in with the email you entered. Change their level with the drop-down next to them, or press Remove.

They didn’t get anything

There’s no automatic email yet. Send them the app’s address and tell them to sign in with that email.

Tenants see their own lease, rent, documents and visits, and send repair requests.

1. Open the tenant’s page and press Tenant portal.
2. Check their email. It’s the email they’ll sign in with.
3. Press Copy message and text or email it to them (Send them this).
4. They sign in with an email link and can set a password.

What tenants see: their home, lease, rent due, balance, payments you recorded, how to pay, documents you shared, upcoming visits and move dates, and their requests. Nothing about other tenants, your money or your notes.

Preview it from the rental’s Summary with Tenant portal preview.

Turning off a tenant’s access

Settings → Who has access → Remove next to their email.

Roommates

Invite each one with their own email.

Every deadline and limit the app checks, where it comes from, and what to do when a rule changes.

The app checks entry notices, rent increases, nonpayment timing and deposit deadlines against the rules for the state of each rental. Those numbers aren’t buried in the program. You can see every one of them, with its source.

1. Open Settings and scroll to Rules this app uses.
2. Find the rule. Each row shows the value, a link to the law or the state’s notice, and a status.
3. Not yet reviewed means no attorney has confirmed that rule yet. It’s the app’s best reading of the law. Open the link and check it before you rely on it for something important.

Rules version on your paperwork

Notices, letters and owner statements print Rules version in the footer, for example “Rules version 2026-10 (Oregon)”. If a rule changes later, you can tell which version a document was made under.

Oregon’s yearly rent cap

Oregon publishes the next year’s cap around September. If the cap in the app is for an earlier year, Overview and Rules this app uses show a warning. Check Oregon’s newest cap before you raise any rent until the app is updated.

Another state

If a rental’s state is set to another state, the app doesn’t have its rules. Notice timing, rent-increase checks, late fees and deposit deadlines stay off for that rental, and Overview says so. Check your state’s law yourself.

The app is a guide, not legal advice.

Three safety nets.

1. Download everything (.zip), in Settings → Backup and export, gives you spreadsheets, a backup file and all your documents. Without documents is faster. Do this monthly and before big changes.
2. Restore from a backup brings records back from that file. Records in the backup replace the ones with the same ID, and nothing else is deleted.
3. Change history (admins) shows every add, edit and delete, with who did it. Restore brings back an earlier version or undoes a delete.

Undo an import from Settings → Import data → Undo.

What happens when the trial ends.

• New accounts get a 30-day free trial with everything included, bookkeeping too.
• The plan is $25 a month for all your rentals. Press Subscribe in the banner and we’ll set it up and reply by email.
• Bookkeeping is $12 a month extra (Add bookkeeping).
• If a trial or subscription lapses, the account becomes read-only. Nothing is deleted, and you can still view and download everything.

Permanently removing an account and its files.

1. Download everything first (Settings → Backup and export).
2. Settings → Accounts → Delete this account. Type the account name to confirm.
3. Every rental, tenant, payment, document and file in it is deleted for everyone who had access. This can’t be undone.

Quick answers when something looks off.

“You have view-only access, so changes are not saved”

Your login is view-only for this account, or the trial or subscription lapsed. Ask an admin, or press Subscribe.

A number on a report looks wrong

• Check the picker at the top: are you looking at one owner (their share) or All rentals?
• Check the period.
• Open the rental’s Rent ledger or Expenses to see the records behind it.

Rent shows as late but it was paid

The payment may have the wrong Applies to month. Fix it on the Rent ledger tab.

Expenses look doubled

Look for a manual Mortgage payment expense. Mortgages come from the rental automatically, so delete the manual one.

Calendar on your phone isn’t updating

Phone calendars refresh about hourly. On iPhone, check that the subscription is still there under Settings → Calendar → Accounts.

A tenant or owner can’t sign in

Check the email you gave access to exactly matches the one they use. Ask them to check spam for the sign-in link.

Something else

Settings → Send us a message. Tell us what you clicked and what you expected.

A private view of just the rentals you own, kept up to date by your property manager.

Your property manager gave your email access to the rentals in the LLCs or personal holdings you own. When you sign in you see:

• Overview: rent collected, what’s outstanding, cash flow and equity for your rentals, plus anything that needs attention.
• Rentals: each rental, its tenant and lease, its rent ledger, expenses, maintenance and documents.
• Tenants: the people living in your rentals.
• Calendar: inspections, repairs and lease dates.
• Documents: leases, insurance and reports for your rentals.
• Money: performance, expenses, reports, and (if your manager uses it) bookkeeping.

You don’t see other owners’ rentals or anything about them. Money is counted at your share. If you own 50% of an LLC, you see half its rent and half its expenses.

View only or Can edit

Your manager chose your access level. With View only you can look and download. With Can edit you can also record payments and expenses, add notes and upload documents on your rentals. Either way, changing rentals, leases, LLCs and settings stays with your manager.

Email links, passwords and two-step sign-in.

1. Go to the app and choose Sign in with the email your manager gave access to.
2. Press Email me a sign-in link and open the link on the same device. Or choose Use a password instead once you’ve set one in Settings → Set or change password.
3. For extra protection, turn on two-step sign-in in Settings → Two-step sign-in → Turn on, using an authenticator app on your phone.

You manage your own rentals in the app too

Use the account picker under your email in the side menu to switch between your own account and the one your manager shares with you.

You can’t sign in

Make sure you’re using the exact email your manager added. Check spam for the sign-in link. If you’ve lost the phone with your authenticator app, ask your manager to contact support.

Monthly statements, year-to-date numbers and tax reports, ready to download.

1. Open Money → Reports.
2. Pick a report. The picker at the top shows your name, or one of your LLCs.
3. Pick the period or year, then Download PDF or Download CSV.

The ones owners use most:

• Owner statement: rent, expenses, management fees and net for a period, with every transaction.
• Profit and loss: by year, quarter or month.
• Tax summary (Schedule E): totals by Schedule E line, by rental.
• Depreciation schedule and Mortgage interest: for your tax preparer.
• Rent roll and Lease expirations: who lives where, the rent, and when leases end.
• Management fees: what your manager earned and was paid.

Your numbers don’t match the LLC’s

Pick the LLC in the picker to see 100% figures. Your own name shows your share.

What each figure means and where it comes from.

• Collected: rent actually received in the period.
• Outstanding: rent charged but not yet paid.
• Net cash flow: collected rent minus every expense, including mortgage payments and improvements.
• Equity: your estimated value, or the purchase price, minus the loan balance.
• Operating expenses leave out mortgage payments and capital improvements. That’s why NOI (net operating income) is higher than cash flow.
• Management fees come from the fee your manager set: a percent of rent collected, or a flat monthly amount. They’re added on the last day of each month.

Every figure comes from records your manager entered. To see the detail behind any number, open the rental’s Rent ledger or Expenses tab.

What you’re charged and what’s been paid.

Money → Reports → Management fees shows, by month and LLC, rent collected, the fee earned, what was paid to your manager, and what’s still owed. A change in the fee rate only affects months from the change on. Earlier months keep the old rate.

If your manager uses the bookkeeping add-on, you can see your LLC’s books.

Money → Bookkeeping shows the books for each LLC you own a share of. Statements has the Balance sheet, Profit and loss, Cash flow, Trial balance, General ledger and Export for QuickBooks, which your CPA can import. Changing the books’ setup, the chart of accounts or closed months stays with your manager.

What to download for your tax preparer.

For the tax year, download:

1. Tax summary (Schedule E)
2. Depreciation schedule
3. Mortgage interest
4. Owner statement for the whole year
5. The balance sheet and profit and loss from Bookkeeping, if you have it.

These come from your manager’s records and aren’t tax advice. Your tax preparer decides how to file.

Where to look, and how to ask.

• Repairs, inspections and lease dates are on Calendar and each rental’s Maintenance tab.
• Tenant repair requests show on each rental’s Maintenance tab with their status.
• Leases, insurance and notices are in Documents.
• To ask for a change (a rent increase, a repair over a certain amount, a different fee), contact your manager directly. With Can edit access you can also leave a note on the rental with Add note, which your manager will see.

Approve or decline a job when the estimate is over your limit.

When a repair estimate for one of your rentals is over the limit you and your manager agreed, it waits for you. Open the alert on Overview and press Approve or Decline, with a note if you like. If you don’t have a login, your manager can text you a link that shows the job and the estimate and has the same two buttons. Your decision is saved with your name and the date, and your manager takes it from there.

Your lease, rent, repair requests and documents in one place.

1. Your landlord sends you a message with the app’s address. It’s for the email they have on file for you.
2. Open it and choose Sign in. Type that email and press Email me a sign-in link.
3. Open the email on the same phone or computer and tap the link. You’re in.
4. To skip the email next time, open Account → Set or change password. Then sign in with Use a password instead.

You don’t get the sign-in email

• Check spam and promotions folders.
• Make sure you typed the same email your landlord used. Ask them which one it is.
• Wait a minute and ask for a new link. Each link works once.

You want extra security

Account → Turn on two-step sign-in. You’ll enter a 6-digit code from an authenticator app each time you sign in.

What you see when you sign in.

Home shows what’s due, your open repair requests, anything coming up (visits, move-in or move-out days), and your latest documents. Request a repair is right at the top.

The menu (along the bottom on a phone) has Home, Rent, Repairs, Documents and Account.

Your balance, due dates, grace period and payment history.

Open Rent to see:

• your current status and balance;
• when rent is considered late (Late after, including any grace period);
• How to pay: the instructions your landlord set, such as their payment app or where to mail a check;
• your lease: address, who’s on the lease, monthly rent, deposit and lease dates;
• Month by month: what was charged, what you paid and the balance for each month;
• Payments: every payment your landlord has recorded.

You pay the way your landlord tells you. The portal shows the instructions and keeps track, but it doesn’t move money.

You paid but it doesn’t show yet

Payments appear after your landlord records them. Give them a day or two, then send a message from Repairs → Send a message with the date, amount and how you paid.

Your first or last month is less than full rent

If you moved in or out partway through a month, rent may be prorated for the days you lived there. Month by month shows the amount.

Your rent is going up

A scheduled increase shows on Rent with the date it starts. Oregon and Montana require written notice ahead of time. Your landlord should give you a copy.

Pet rent, one-time charges, credits and late fees, and what your payment pays first.

Besides rent, your landlord may add charges to your account. They show on Rent:

• Charges on your account lists monthly charges (like pet rent), one-time charges and credits.
• Month by month has columns for Charges and Late fees when there are any.
• Each payment under Payments says what it paid: rent first, then charges, then fees.

Utility charges

If you share a water, sewer or garbage bill with other units, your landlord may add your share as a charge. It says which days and which bill it covers and when it is due. If a copy of the bill is attached, you’ll find it in Documents. You can always ask your landlord for a copy. A utility charge is separate from your rent.

Late fees

A late fee applies only if your lease sets one and your rent is still unpaid after the grace period. If you paid in full before then, there is no fee. If you think a fee is wrong, send a message from Repairs → Send a message.

Your deposit

After you move out, your landlord sends a deposit statement showing what was kept and any refund. It appears on Rent as Your deposit statement, and the full letter is in Documents.

If your lease requires it, how to send proof of your policy.

If your lease requires renters insurance, Documents shows a Renters insurance section with your status. Press Upload proof of insurance, enter the carrier, policy number, coverage and the date it ends, and attach your policy page. Your landlord checks it and marks it verified. Send a new policy with Send a new policy before the old one ends.

How to report something broken, and what happens next.

1. Tap Request a repair (on Home or Repairs).
2. What needs fixing?: a short title, like Kitchen sink leaking.
3. Details: where it is, when it started, anything you’ve tried.
4. How urgent?: Emergency, Soon or Whenever convenient.
5. Can someone come in to fix it if you’re not home?: your answer helps them schedule.
6. Photo (optional): a picture helps them bring the right parts.
7. Tap Send request. Your landlord gets it right away.

Emergencies: for a gas smell, fire, flooding or anything dangerous, call 911 first, then call your landlord. Don’t rely on the app alone.

Following up

Repairs lists every request with its status:

• New: they’ve received it.
• Scheduled: a visit is set.
• In progress: being worked on.
• Done or Closed: finished.

Something else breaks while it’s being fixed

Send a new request, so each problem is tracked.

For anything that isn’t a repair.

Repairs → Send a message. Your landlord sees it in their app and replies by phone or email. For anything urgent, call them.

Notice, permission and emergencies.

• Upcoming visits show on Home under Coming up.
• Oregon: your landlord gives at least 24 hours’ notice to enter, at a reasonable time. A repair you requested in writing counts as permission to enter for that repair for 7 days. In an emergency they can enter without notice, but must tell you within 24 hours if you weren’t home.
• Montana: at least 24 hours’ notice at a reasonable time. Your repair request counts as permission for that repair, and you agree on a time.

These are summaries, not legal advice.

Your lease, notices and anything your landlord shares.

Documents lists everything your landlord shared with you, such as your signed lease, notices and inspection reports. Tap one to open it. If something you expect isn’t there, ask your landlord to share it.

Phone, emergency contact, vehicles and pets.

Account → Update lets you change your Phone, Emergency contact (name and phone), Vehicles and Pets. To change your name or email, message your landlord. Your email is also your sign-in.

Everyone on the lease can have their own login.

Each person on the lease gets their own invitation and sees the same lease, rent and documents. Payments recorded for the lease show for everyone on it. Ask your landlord to invite a roommate if they haven’t.

Notice, your last month, and your deposit.

1. Give written notice the way your lease says, and on time. For a month-to-month rental, Montana requires 30 days’ written notice. Oregon requires 30 days’ written notice from a tenant in most cases. Check your lease.
2. Your landlord sets your move-out date. It shows on Home and Rent, and your last month may be prorated.
3. Leave a forwarding address, by message or in writing, so your deposit can reach you.
4. Deposit deadlines:
   • Oregon: returned, or an itemized list of deductions sent, within 31 days after you move out.
   • Montana: within 10 days if nothing is deducted, or 30 days with an itemized list.

Your landlord may send Move-out instructions with a cleaning checklist. Follow it to avoid deductions.

Cómo cambiar el idioma de las pantallas a español.

1. Abra Cuenta (o Account) y busque Language · Idioma.
2. Elija Español. Las pantallas, los formularios y los botones del portal pasan a español. Su elección se guarda en este teléfono o computadora.
3. Para volver al inglés, elija English en el mismo lugar.

Las guías de ayuda siguen en inglés por ahora. Los avisos y documentos legales que le envíe su arrendador no se traducen automáticamente: si necesita ayuda para entender uno, pregúntele a su arrendador.

Quick fixes.

You see the wrong home or old information

Your landlord updates your lease details. Send them a message.

Your balance looks wrong

Check Month by month on Rent for the month in question, then message your landlord with the payment date and amount.

You can’t sign in

Use the email your landlord has for you, check spam for the sign-in link, and ask for a new one if it expired. If you turned on two-step sign-in and lost your phone, ask your landlord to contact support.

Privacy

Only you, others on your lease, and your landlord’s team can see your information. Read the Privacy page from Account.