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Step-by-step guidance for RentMatrix users and day-to-day workflows.
Audience: Operations teams

Lease Signing Process

What is this?​

This is the electronic lease generation and signing module. It converts an approved application into a legally binding lease agreement using templates, auto-filled data fields, and digital signatures.

When should I use it?​

Use this module immediately after approving a tenant application and finalizing lease terms.

Prerequisites​

Before starting, ensure you have:

  • An approved tenant application.
  • Final lease terms (start and end date, rent, security deposit).
  • Lease agreement document in digital format if creating a new template.

Flow diagram​

Step-by-step instructions​

Phase 1: Initiating from an Approved Application​

  1. Open Applications from sidebar.
  2. Filter by Approved.
  3. Select the approved applicant.
  4. Click Start Signing Process.

Phase 2: Selecting or Creating a Lease Template​

  1. In template selection:
    • Select an existing template, or
    • Click Add New Template.
  2. If creating new template:
    • Add template name.
    • Upload lease file.
    • Click continue.
  3. Map merge fields (for example tenant name, property address, monthly rent).
  4. Click Save to store reusable template.

Phase 3: Sending the Lease for Signature​

  1. Select template and start signing flow.
  2. Review final preview and verify all auto-filled values.
  3. Click Send Envelope.

Example scenario​

Situation: Approved applicant John Doe for Unit 301 needs a standard 12-month lease.

Solution in Rent Matrix:

  1. Open approved application for John Doe.
  2. Click Start Signing Process.
  3. Create or select 12-month template.
  4. Map required merge fields.
  5. Save template.
  6. Review preview for name, address, and rent values.
  7. Click Send Envelope.

Common mistakes / FAQs​

  • Mistake: Sending without checking auto-filled values.
    • Solution: Validate every key field in preview before sending.
  • Mistake: Creating a new template for every lease.
    • Solution: Reuse tested templates.
  • FAQ: Tenant did not receive signing email.
    • Answer: Check envelope status and resend invite if needed.
  • FAQ: Can manager also sign?
    • Answer: Yes, set multi-party signing order.

Pro tips​

  • Keep a small standard template library.
  • Test new templates before live use.
  • Use audit trail records for legal reference.
  • Enable reminder settings for pending signatures.