Rentals

Rental Overview

Understand how rentals connect properties, renters, charges, payments, balances, invoice emails, occupancy, and reporting.

Overview

Rentals are the core operating record in PropioLedger. A rental connects a property, renter, rental dates, charges, payments, balances, invoice email settings, occupancy tracking, and reporting into one record.

Use this guide when you want the big-picture model before working with the more detailed rental guides.

Animated walkthrough showing the Rentals list, rental detail page, and Create Rental Agreement modal. — **Rental Overview Walkthrough**Rentals start as agreement records, then drive balances, ledger detail, availability, invoices, and reporting across the app.

What A Rental Includes

A rental represents an agreement for one property during a specific period of time. It stores the rental dates, rental type, renters, rates, charges, payments, balances, invoice settings, and notes.

A property can have many rentals over time, but rental dates cannot overlap for the same property. Existing historical rentals keep their date ranges so availability remains accurate.

Rentals page showing active and booked rental agreements with booked rent, collected revenue, past due amount, on-time payment, and rental dates. — **Rentals List**The Rentals page gives you a company-level view of active, booked, past, canceled, and all rentals with balance and performance context.

Monthly And Nightly Rentals

Monthly rentals are designed for standard lease-style agreements such as long-term tenants, annual leases, and month-to-month rentals. They generate rent charges according to the rental schedule and rent due day.

Nightly rentals are designed for short-term stays such as vacation rentals, weekend stays, or seasonal bookings. They calculate stay rent from the nightly rate and number of nights booked.

Creating RentalsDates, terms, renters, review step, and validation rules.Rental Types And AvailabilityMonthly versus nightly behavior and date conflict checks.

Rental Statuses

Every rental has a lifecycle status. Future rentals display as Booked until they start, current rentals display as Active, completed rentals display as Ended, and future rentals cancelled before they start display as Cancelled.

Status matters because it affects availability, occupancy, lifecycle actions, reports, and invoice behavior.

Rental StatusesHow Booked, Active, Ended, and Cancelled are displayed.Rental Lifecycle ActionsWhen to extend, end, cancel, or delete a rental.

Renters And Contacts

Each rental must have at least one renter. Rentals support multiple renters, one primary renter, contact details, phone numbers, email addresses, mailing addresses, and notes.

The primary renter is typically the main billing and communication contact for the rental.

Renters And ContactsHow renter records and rental contacts work together.

Charges, Payments, And Balances

Rentals can include rent, security deposits, pet deposits, cleaning charges, late fees, last month rent, and other charges. Charges create balances that can later be paid, waived, or refunded.

The Rental Ledger is the source of truth for the rental balance. It combines charges, payment allocations, waivers, refunds, due dates, open balance, and past due amount.

Rental Ledger OverviewHow ledger charges, payments, waivers, and balances are calculated.Rental Charges And BalancesOpen Balance, Past Due Amount, charge types, due dates, waivers, and late fees.Payment OverviewHow payments are recorded and applied to rental balances.

Rental detail page showing rental balance cards, ledger rows, payments, missed payments, move-in charges, and payment ledger detail. — **Rental Ledger Detail**Open Balance and Past Due Amount can appear on rental detail, the Rentals page, dashboard metrics, reports, and glossary definitions, while the ledger holds the line-item detail.

Invoice Emails

Rentals can send invoice emails for upcoming unpaid charges when invoice emails are enabled on the rental. Invoice emails can include monthly rent, nightly stay balances, deposits, cleaning charges, late fees, and other rental charges.

Invoice timing is controlled with invoice lead days, which define how many days before a due date the invoice can be sent.

Invoice EmailsInvoice lead days, primary email resolution, due line items, and dispatch behavior.

Where Rentals Appear

Rentals affect the Dashboard, Properties, Rental detail pages, payment workflows, balance reports, performance reports, accounting reports, invoice emails, alerts, and occupancy calculations.

Changes to rental dates, rates, charges, payments, refunds, waivers, or status may change booked rent, collected revenue, open balance, past due amount, occupancy, and report totals.

Common Questions

Can a property have multiple rentals?Yes. A property can have many rentals over time, but rental dates cannot overlap for the same property.
Can a rental have multiple renters?Yes. One renter can be designated as the primary renter.
Can I change rental information later?Yes, but some changes may affect balances, invoice emails, availability, occupancy, or reporting.
Can I delete a rental?Delete rentals only for data-entry mistakes. Use End Rental or Cancel Rental for normal rental activity so history stays intact.

Last Updated

May 2026