The Lease Renewal Workflow: Never miss a renewal again

Are you still chasing tenants and owners for lease renewals?

Reapit does the heavy lifting for you – so you don’t have to.

If you read out last post on arrears, you’ll know we’re focused on making property management easier by design. If you missed it, you can catch up here.

Now let’s dive into lease renewals – and how to keep them moving without the manual stress.

The Lease Renewal Workflow is built to take you from “lease expiring soon” to “signed, sealed, stored” – with automation handling most of the admin behind the scenes.

That means no more spreadsheets, overdue reminders or manual follow-ups falling through the cracks.

Here’s how it works, what it automates and how it compares to what you might be using today.

What is the Lease Renewal Workflow?

Reapit’s Lease Renewal Workflow is a smart, end-to-end automation that manages every step of the lease renewal process – from tracking expiry dates to executing the new agreement and charging renewal fee.

You can:

• Track lease expiry dates ahead of time
• Automatically collect owner and tenant intentions via webforms
• Generate CMA proposals and lease agreements
• Use REI Forms integration to send and sign leases digitally
• Automatically apply rent changes and lease renewal fees

And the best part? Once the lease is finalised, all updates flow directly into the Tenancy Agreement and ledger – no manual updates needed.

A day in the life of the Lease Renewal Workflow

Here’s what this workflow looks like in action:

1. The system flags an upcoming lease expiry.
2. A webform is automatically sent to tenants and owners to confirm their intention.
3. Once responses are received, a CMA proposal can be generated and sent to the owner.
4. A lease agreement is prepared using REI Forms and sent out for digital signing.
5. Once the tenant signs, all lease terms, rent adjustments and associated fees are auto updated in the tenancy record.
6. Lease renewal and preparation fees are automatically charged and documented

The entire process flows through Reapit’s property management software, Reapit PM, with minimal manual intervention from your team.

How is this different from what you’re using now?

Let’s compare:

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It doesn’t just help your PMs remember – it gets the job done.

Why Reapit PM does it better

We didn’t just copy the old way of managing renewals – we reimagined it.

While others built workflow tools to remind you to do things, Reapit PM was designed to actually do them.

This workflow brings together automation, integrations and customisation to help your team move faster – with fewer mistakes.

Key benefits of the Lease Renewal Workflow

• Always stay ahead of lease expires
• Collect intentions without chasing
• Generate, sign and store leases digitally
• Automatically apply rent increases and fees
• Minimise missed steps and manual updates

What this looks like in action

Example: A tenant’s lease is due to expire in six weeks.

With Reapit PM:

• A webform has already gone out to the tenant and owner to confirm their plans.
• The owner approved the renewal and received a CMA proposal.
• The lease was generated via REI Forms and sent out for signing.
• Once signed, all updates were applied to the tenancy record – including the rent increase and fee charges.

The PM didn’t chase. They system just worked.

Want to see if for yourself?

If you’re still juggling spreadsheets or chasing lease intentions, it’s time to hand over to a system that keeps everything moving.

Reapit PM's Lease Renewal Workflows takes the pressure off your team, reduces missed steps and makes the entire process feel effortless – from tracking expiry dates to renewal fees.

Ready to see how it works in your agency? Book a walkthrough with our team here, or enter your details below and we’ll be in touch.