Smarter Week

How to automate it

How to automate “prepare leases, renewals and lease paperwork”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, once a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Send leases and renewal offers from templates with e-signature

Lease templates fill in the resident, unit and rent, and automatic renewal offers go out on schedule. Residents sign on their phone.

Typically saves about 50% of the time2 h to set up
  1. 1Set up lease and renewal templates in your property software.
  2. 2Schedule renewal offers to go out 90 to 60 days before expiry.
  3. 3Use e-signature for all leases and addenda.
  4. 4Follow up only with residents who have not answered.

Tools: AppFolio, Buildium, Yardi, Entrata, RealPage or Rent Manager · DocuSign

Fix 2 of 2

AI

Have AI pull the key dates and terms out of a contract or lease

Upload the contract and AI lists every deadline, contingency and key term in a table, which you check against the document. It is a helper, not legal advice.

Typically saves about 40% of the time5 min to set up
  1. 1Upload the signed contract or lease to an approved AI assistant (remove details your brokerage says not to share).
  2. 2Use the prompt below.
  3. 3Check every date against the contract.
  4. 4Put the dates into your transaction tool or calendar.
Prompt to copy
From the attached [PURCHASE CONTRACT / LEASE], list in a table: every deadline with the exact date (calculate from the acceptance date [DATE] if needed), contingencies, earnest money, who pays what, and any unusual clauses. Quote the section number for each. Mark anything unclear as [CHECK]. This is to help me organize, not legal advice.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Property managerLeasing agent

HourLeak · the 8-minute work audit

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Other common tasks for Property managers