Renters And Contacts

Overview

Renters are the people associated with a rental. Every rental must have at least one renter, and a rental may have multiple renters when more than one person shares responsibility for the same rental agreement.

Renter information is used for rental records, contact management, invoice email routing, reporting, rental history, payment history, and communication records.

Renter Records

Each renter has a dedicated person record that can be associated with one or more rentals through the rental contact relationship.

A renter record can include first name, last name, email address, phone number, mailing address, and notes.

Renter information can be updated as needed during the life of the rental, subject to the user permissions for the company.

Multiple Renters

A rental can have more than one renter. Common examples include married couples, roommates, family members, and co-renters.

All renters attached to the rental remain part of the rental record and can appear in historical rental context after the rental ends.

Multiple renters do not create multiple rentals, duplicate rent charges, or change occupancy calculations. Occupancy is based on the rental dates and rental status, not the number of people attached to the rental.

Primary Renter

One renter can be designated as the primary renter. The primary renter is the main renter reference for contact displays, rental summaries, lists, reports, and default renter context throughout the app.

A rental can have multiple renters, but only one current primary renter at a time.

The primary renter can be changed later by editing the rental renter information. Changing the primary renter does not erase the other renters attached to the rental.

Contact Information

Renter contact details can include email address and phone number.

Email addresses are used for contact reference, billing communication, and invoice email delivery when the rental billing configuration points to that renter contact.

Phone numbers are optional. When a phone number is provided, it must contain a valid 10-digit U.S. phone number.

Mailing Addresses

Renters may have a mailing address that differs from the rental property address.

Mailing address fields include street address, address line 2, city, state, and ZIP code. Common uses include P.O. boxes, temporary mailing addresses, alternate billing addresses, and forwarding addresses.

When address autocomplete is available, PropioLedger can help fill renter mailing address fields for cleaner and more consistent address entry.

Secondary Contacts

Use rental notes for alternate contacts, emergency contacts, co-signers, or additional responsible parties when they should be noted on the rental but are not the primary renter reference.

Keeping extra contact details in notes keeps the main renter profile focused on the primary renter and primary contact details.

Invoice Delivery Contact

Invoice delivery is controlled by the rental invoice settings and uses the primary renter email.

If a rental needs extra invoice-routing context, store those details in rental notes.

Renter History

Renters remain associated with historical rentals after those rentals end so the app can preserve rental history for reference and reporting.

Historical renter information may appear in rental history, reports, ledger activity, payment history, and invoice history.

Updating Renter Information

Renter information can be updated when contact details change. Common updates include new phone numbers, updated email addresses, mailing address changes, and primary renter changes.

Updates are reflected throughout the application where renter information is displayed. Historical rental records may continue to reference the renter information associated with that rental context.

Common Questions

• Can a rental have more than one renter?Yes. A rental can have multiple renters associated with it.
• Can a rental have more than one primary renter?No. Only one renter can be designated as the current primary renter at a time.
• Can I change the primary renter later?Yes. The primary renter can be updated when the rental contact situation changes.
• Do renters affect occupancy calculations?No. Occupancy is determined by rental dates and rental status, not by the number of renters.
• Can renters be removed from a rental?Renter information can be updated as rental information changes. Historical rental records may continue to reference renter information that existed during the rental period.
• What email address receives invoices?Invoice delivery uses the renter primary email when Invoice Emails are enabled.

Related Guides

Last Updated

May 2026