Real estate workflow for Tallyfy

Bring new tenants on board with consistent quality

Inconsistent tenant onboarding leads to missed screening, incomplete paperwork, and units that aren't ready. This procedure guides property managers through the full process from application through move-in orientation.

13 steps

5 fields

11 automations

Import into Tallyfy Preview steps

Real Estate Leasing

Run this workflow in Tallyfy

Import this template into Tallyfy and assign office managers, property managers, and maintenance coordinators to handle their steps

Configure Tallyfy's conditional automations to show lease revision steps only when feedback requires changes, and work order steps only when repairs are needed

Track tenant verification, lease approval, payment collection, and move-in prep in Tallyfy with deadline-driven visibility into every active onboarding

Import this template into Tallyfy

Process steps

Log your rental property details and specs

1 days from previous step

task

Document the complete property details including address, square footage, bedroom/bathroom count, parking, appliances, amenities, utility responsibilities, and rental rates. Verify property condition through inspection and enter all information into the property management system for accurate record-keeping.

Property Name: {{property-8214330}}
Property Address: {{property-address-8214331}}
Property Type: {{property-type-8214332}}
Property Manager: {{property-manager-name-8214333}}

Form fields in this step

Property Code/ID

Sqft

Rent per sq. ft.

Amount for security deposit

Availability from date

Gather and check your prospective tenant's info

1 days from previous step

task

Gather the prospective tenant's complete personal and financial information including legal name, date of birth, current address, employment details, annual income, and emergency contacts. Verify identity with a government-issued photo ID and enter all data into the tenant screening system for background verification.

Tenant name: {{tenant-full-name-8214334}}

Form fields in this step

Tenant Address

Expected move-in date

Occupation

Employer Name

Employer Address

Emergency Contact Name

Relationship

Emergency Contact Number

Tenant Contact Number *

Tenant Contact Email *

Run a full background and credit check on your tenant

2 days from previous step

task

Order a complete tenant screening report from an accredited third-party service covering credit history, criminal records, eviction history, and rental/employment verification. Review the report carefully for any red flags before proceeding with the lease.

Important: Do not mark this task complete if the background check reveals concerning issues. Report findings to the Area/Property Manager immediately for review and decision.

Form fields in this step

Upload background check report

Upload credit score report

Notes

Pull together your lease terms and details

2 days from previous step

task

Gather all required lease details including property address, tenant names, lease start/end dates, monthly rent, security deposit amount, fees, pet policies, and any special conditions. Ensure you have complete information from both the property records and approved tenant application.

Submit this information to the office manager for lease document creation using the standard template.

Lease Agreement Template

Form fields in this step

Lease Type

Lease Start Date

Lease duration

Option to renew

Rent amount per month

Notice period for move out (in days)

Clauses

Changes/Repairs required?

Notes

Draft the lease contract and get it ready to sign

2 days from previous step

task

Using the compiled details and current local/state rental regulations, create the formal lease agreement. Include all required provisions, disclosures, addendums, and legally mandated terms for your jurisdiction. Upload the completed lease and send for internal review.

Property Name:
{{property-8214330}}
Tenant Name:
{{tenant-full-name-8214334}}
Rent per sqft:
{{rent-per-sq-ft-7644110}}
Lease Start Date:
{{lease-start-date-7644106}}
Lease Type:
{{lease-type-7644105}}
Lease Duration:
{{lease-duration-7644098}}
Rent amount per month:
{{rent-amount-per-month-7644101}}
Clauses:
{{clauses-7644103}}

Form fields in this step

Link to lease agreement

Review the lease internally for compliance

1 days from previous step

task

Have team members thoroughly review every section of the lease agreement checking for errors, inconsistencies, missing information, or items requiring clarification. Verify full compliance with current local and state rental regulations before sending to tenant.

Please review the following lease for approval:
{{link-to-lease-agreement-7644088}}

Form fields in this step

Approve lease?

Notes

Update the lease based on review feedback

1 days from previous step

task

Address any issues identified during the internal review by making necessary revisions, corrections, or additions to the lease document. Verify all updates have been implemented accurately before resubmitting for approval.

Review feedback and update lease agreement:
{{link-to-lease-agreement-7644088}}

Feedback notes:
{{notes-7644130}}

Send the lease to your tenant for signing

3 days from previous step

task

Hi {{tenant-full-name-8214334}},

Your lease agreement is ready for review and signature. Please find the document at the link below:
{{link-to-lease-agreement-7644088}}

Please sign at the designated signature areas and return the completed lease along with your security deposit payment to the office.

If you have questions or need to request changes, please add them to the notes section below.

Thank you for choosing our property.

Form fields in this step

Notes

Collect the security deposit and first month's rent

4 days from previous step

task

Upon receiving the signed lease, collect the full security deposit and first month's rent from the tenant before the scheduled move-in date as specified in the lease terms. Provide official payment receipts and update financial records accordingly.

Form fields in this step

Check number for reference

Reference ID for 1st month rent

Submit work orders for any pre-move-in repairs

2 days from previous step

task

Based on property condition assessment, create detailed work orders for any cleaning, repairs, replacements, or installations (appliances, window coverings, fixtures, etc.) required before the tenant moves in. Coordinate scheduling with maintenance staff and contractors to ensure timely completion.

Form fields in this step

Input work order

Confirm all maintenance and repairs are done

1 weeks from previous step

task

Coordinate closely with maintenance staff and contractors to ensure all work orders are completed properly and the property meets move-in ready condition by the scheduled date. Conduct a final inspection to verify quality of all completed work before tenant arrival.

Finish prepping the property and hand over the keys

10 days from previous step

task

Conduct a thorough deep cleaning of the entire property. Rekey all locks for security and test all operating systems including HVAC, plumbing, and electrical. Prepare the tenant welcome packet with parking permits, community rules, utilities setup information, and emergency contacts. Have two complete sets of keys ready for handover on move-in day.

Form fields in this step

Checklist for task

Schedule a post-move-in walkthrough and get tenant feedback

2 weeks from previous step

task

Within 1-2 weeks after tenant move-in, schedule and conduct an in-person property visit. Perform a walk-through inspection to identify any outstanding issues or concerns. Gather feedback on the tenant's experience with the onboarding process and living conditions. Reinforce communication channels and document any follow-up items for resolution.

Form fields in this step

Feedback Notes