Lease renewal offer automations and follow-ups

Purpose

1. Automate lease renewal offers and follow-ups to streamline tenant retention, reduce vacancy, ensure timely responses, and provide personalized communication throughout the renewal window.

2. Systematically track lease expiry dates, generate automated renewal documents, schedule multi-channel reminders, escalate unresponsive cases, record outcomes, and trigger post-renewal workflows for onboarding or move-out processes.

3. Integrate with property management, CRM, document e-signature, and communication tools for seamless end-to-end management.

Trigger Conditions

1. Tenant lease expiration approaches defined threshold (e.g., 90/60/30 days).

2. Renewal offer not acknowledged or signed after initial notification.

3. Specific tenant response (acceptance, negotiation, or decline).

4. Document returned with e-signature and metadata flagged as completed.

5. System or manual flag for an exception (e.g., delinquency, eligibility).

Platform Variants

1. Yardi Voyager

• Function: Resident lease data extraction via Voyager API; schedule-driven triggers set for expiring leases.
  

2. AppFolio Property Manager

• Function: Automation of lease renewal notices via Tenant Communications API; use AppFolio webhook for event-driven outreach.
  

3. Entrata

• Function: Lease Lifecycle automations using Lease Events API and integrated resident communication modules.
  

4. Buildium

• Function: Lease renewal reminders using Lease API; communications via Resident Portal messaging.
  

5. ResMan

• Function: Lease Expiry Data Feed endpoint to identify upcoming renewals and trigger notification workflows.
  

6. Zapier

• Feature: Schedule by Zapier + Webhook module to initiate cross-platform renewal offers; filter logic for workflow branching.
  

7. Microsoft Power Automate

• Function: Scheduled Cloud Flow with SharePoint Lease List trigger; enables Teams, Outlook, and Dynamics CRM actions.
  

8. Salesforce

• API: Scheduler process on Lease object and Workflow Rule for auto-email; integration with Salesforce Messaging platform.
  

9. HubSpot

• Function: Workflow automation on Custom Lease Property object; Renewal Outcome field update triggers follow-up sequences.
  

10. Twilio SMS

• Feature: Messaging API automating SMS reminders to tenants for renewal offers, confirmations, and escalation notices.
  

11. SendGrid

• API: Automated email campaigns with dynamic templates; event webhooks capture delivery, open, response for lease follow-up path.
  

12. DocuSign

• API: Automated envelope creation and routing for lease agreements; callback triggers on signing events.
  

13. HelloSign (Dropbox Sign)

• API: Embedded signing workflow for renewal documents; webhook triggers downstream actions on completed signatures.
  

14. Adobe Sign

• API: Agreement creation from template and automated reminders for non-signers; event-driven webhook for outcome tracking.
  

15. Mailgun

• Feature: Transactional email delivery for renewal offers; webhook-based bounce and response handling.
  

16. Slack

• Feature: Slack Bot scheduled reminders and alerts for property management team when renewals are outstanding.
  

17. Zendesk

• API: Ticket automation for resident responses, escalations if tenant non-responsive, and process monitoring.
  

18. Monday.com

• Feature: Automated timeline reminders tied to lease renewal Date column; assign renewal tasks on status changes.
  

19. Google Workspace

• API: Google Calendar for renewal follow-up events, Gmail API for automated personalized lease renewal emails.
  

20. Pipedrive

• API: Lease deal stages automation; renewal activities automatically created based on expiry date field logic.
  

21. ActiveCampaign

• Feature: Customer Experience Automation (CXA) for multi-step email, SMS, or in-app messaging for renewal offers.
  

22. Intercom

• Feature: Message campaign for tenant renewal window with automated branching based on tenant action or inaction.
  

Benefits

1. Increases renewal rates with proactive, multi-channel reminders and follow-ups.

2. Frees staff from repetitive outreach and tracking tasks.

3. Enhances resident experience by ensuring timely and personalized communication.

4. Reduces risk of missed renewals and untracked turnover processes.

5. Integrates outcome data into KPI dashboards for management reporting.