Help Center - For Landlord

TenantCloud Support

Let's get started with TenantCloud!

TenantCloud Software offers plenty of useful features for landlords and property managers, e.g., collecting rent online using one of our convenient payment methods, taking advantage of automatic accounting features, and pulling informative financial reports. Using TenantCloud, you can also store all important rental info in one convenient place, upload move-in/out pictures, manage maintenance requests with ease, accept rental applications and screen tenants, sign lease agreements online, communicate with other users, list the properties on the marketing websites and much more.

TenantCloud also offers an onboarding process. Once you create the account, click the “Get started “ button to proceed:

On the first step, enter your property information and click “Next“ to go to the next step. If you want to manage more than one property, you’ll be able to add more units later on, once you complete the onboarding form.

Next, choose whether your property already has tenants, or you would like to find new tenants by listing the property.

If you decided to list the property, fill in the necessary information, write the marketing description, upload property photos, select the property features and amenities, and click “Continue“:

If your property is already occupied - enter tenant information and create a basic lease, both of these you’ll be able to edit later on.

Finally, you can choose which TenantCloud subscription plan suits you best. The free Basic version is always an option. There are some great benefits with the Standard and Advanced plans, like ACH payments, adding team members, premium support, and so much more.

Great news, your onboarding has been completed! 

You are welcome to check the information below if you would like to learn more about all the features available in your account. 

 

Dashboard

This is your Dashboard. It includes various widgets with custom options, quick buttons, and features available for your account that give you quick access to important information and  provide you with an overview of the activity within your landlord business. Use "View all" links and call-to-action buttons to get to the required pages or features:

This link might be useful for you: 
How to customize the dashboard?

 

Properties

This page shows the list of all your property details, including tenants, accounting information, equipment, and maintenance requests for each property. Properties are organized into separate folders that contain no units (single-family) or multiple units (multi-family). Your property can contain different types of units. You can also import all property data, if necessary:

Click the "+Add Property" button in the upper right-hand corner of the page to create a new item.

Once the property is added, you can view the property data that is divided into tabs. There you can add and keep track of additional information:

- Profile tab includes general property information: property name, address, features, and amenities;

- Specs tab allows you to add, keep track, put details about doors, paints, flooring, and keys information;

- Owners section includes the information about assigned owners, net and flat distributions, management fees, renewal fees, and service fees;

- Financials tab includes information about property insurances: homeowners insurance, flood and earthquake insurance, property loans; amount interest, loan type, start/end loan date, and bank, and property purchase information; purchase price, depreciable years, and annual depreciation;

- Utilities section includes information about utilities responsibility and utility provider's contact information.

You can also import all property data if desired. To do so, press the "Import" button above. To find a certain property from the list, use the "Search" icon or the "Filter" menu:

Please note!  

The property and units will use the same address. Many of our landlords add apartment as a property and then add units as rooms (used mostly for students and roommates). Other landlords add a property as a whole building that contains units with different types: commercial and rental units, storage, and even parking spots.


These links might be useful for you:

How to add a property?
How to add a unit?

 

You can view the information about TenantsEquipment, and Maintenance Requests assigned to a specific property, as well as its Accounting. For that, select the appropriate option from the Property info card:

These links might be useful for you:
How to connect with a tenant and share their lease?
How to submit a maintenance request?

 

Click the "View" link at the bottom of the info card to display and edit your property information:

You can switch between Properties and Units by selecting the appropriate option from the dropdown list:

The "Units" page gives you an opportunity to easily and quickly List your rentals or Move In a tenant. Just click the corresponding buttons below the unit's info:

Accounting

The Accounting page will help you to keep track of income, expenses, and liability (deposits, pre-paid rent, etc.). It allows you to manage credits, apply credit/deposits towards open invoices, refund deposits, automate management and late fees, utilize recurring and one-time invoicing, automatically print receipts, and pay online to service professionals, tenants, and owners (if applicable).

The Accounting page is divided into "Transactions," "Balances," “Management Tools,” and “Recurring” sections:

The "Transactions" page displays all your invoices and keeps track of the funds sent to and received from connected users.

Each transaction has a certain status:
- "Unpaid": posted invoices that are due to be paid. 
- "Pending": submitted payments that haven't been cleared to the bank yet.
- "Partial": indicates that a partial payment has been provided and there is an outstanding amount.
- "Failed": indicates an online payment was unsuccessful.
- "Void": indicates the transaction is visible, but is not calculated in the reports.
- "Paid": indicates payments that have been processed.

Click the "Details" link to view the complete transaction information:

To create an invoice, use the "+Money In" and "+Money Out" buttons located in the upper right-hand corner of the page. To find a certain transaction, click the "Filter" button above. You can also download transaction data in .CSV format. For that, click the appropriate button next to the "Filter" option:

This link might be useful for you: 

How to create an invoice?

To switch between Transactions and Balances, select the appropriate option from the dropdown list on the left of the screen. The "Balances" page shows the outstanding balance for each tenant. Click the "Accounting" icon from the right to display each tenant’s transaction history. To send a "Notice" to a tenant, use the appropriate button below the username. 

Use filters to filter the transaction by date range, lease status, client, property, and units:

If you are a Property Manager, you will see an additional "Management fee" section on the "Accounting" page. There you will find the list of Management fee and Owner Distribution transactions. You can sort them by property or unit. Select a transaction to Delete it or to Record as Paid:

If you have recurring transactions, they will display in the “Recurring” section of your Accounting:

From there you can add “ +Money In” or “ - Money Out” invoice:

The recurring transaction can be filtered by:

-Date range

-Transaction status

-Client

-Property & Units

-Transaction type & category

Contacts

All of your contacts can be found in the "Contacts" section of your account. The list includes both the users that were connected to you online and added manually. The "Contacts" section is divided into "Tenants" and "Service Pros" sections. You can switch between them using the dropdown list above:

To add a user manually, click the "+ Add Tenant" or "+ Add Professional" button (depending on the user type). The button is located in the upper right-hand corner of the screen. You can also import all user data by clicking the "Import" button above:

On the "Contacts"/"Tenants" page, you can view all Leases shared with a certain tenant or display all Transactions assigned to them. For that, select the appropriate option below the tenant's name:

On the "Contacts"/"Service Pros" page, you can view all Tasks and Transactions assigned to a certain professional. For that, select the appropriate option below the username. To create a new invoice for the Service Pro, click the "+distributions" button below:

Click the "Profile" link below the info card to view and/or edit user profile information. Click the "Messages" icon next to the user’s profile picture to send a message:

Please note!
Only connected users can provide online payments, as well as communicate with you via TC Messenger.

These links might be useful for you:
How to connect with a tenant and assign a lease to them?
How to connect with my professional?

If you are a Property Manager, you will find the additional "Owner" section on your "Contacts" page. There you can add an owner by clicking the "+ Add Owner" button, as well as view Properties and Invoices assigned to them by selecting the appropriate option below the owner's name.

On the “Contacts”/“Owners” page, you can view the assigned properties or owner’s accounting. Also you can add owner’s agreement. Select the appropriate option below the owner’s name:

The User Connection Status (two circles next to the username) indicates the connection between users. The User Status will be gray if you are not connected, green if you are connected, and red if the connection request was declined:

To find a certain user, use the "Filter" button or the Search icon above. You can also sort your users by "Moved in," "No Lease," and "Archived" statuses for Tenants and by "Professionals" and "Providers" for Service Pros:

The "Reports" page allows you to pull various financial and rental reports to provide you with the most relevant data quickly and easily for you and your clients. Review the report summary or apply a filter to sort, total, and group criteria and generate the report you need. Print or export reports to PDF/Excel files. 

Reports

Using TenantCloud, you can view such reports as:

  • Operating Statement
  • Deposits Summary Report
  • General Expenses Report
  • General Income Report
  • Profit & Loss Statement Report
  • Property Owner Statement Report
  • Property Expenses Report
  • Online Payments Report
  • Provider Statement Report
  • Tenant Screening Report
  • Property Statement Report
  • Tax Preparation Report
  • Contacts Information Report
  • Lease Statements Report
  • Maintenance Requests Report
  • Rent Roll Report
  • Property Market Report

Tenant Statement Report. Choose the item you are interested in and click the "View" link next to it. 

Read more on: 
What reports can I find in TenantCloud?

You can also purchase the Property Market Report powered by RentRange, that provides valuable insight for investment property analysis:

This link might be useful for you: 

How to purchase the Rental Market Report for my property?

Landlords and Property Managers can use the Amortization and Depreciation Tracker within the TenantCloud service. 

The Amortization Tracker allows you to track loans that are connected to your properties and separate the interest from principal in your tax preparation report.

The Depreciation Tracker allows you to track annual depreciation for your residential and commercial rental property, which is also used in your tax preparation report.

 


These links might be useful for you:

How to use the Depreciation Tracker?
How to use the Amortization Tracker?

Maintenance

The "Maintenance" page is divided into the "Requests" and "Reminders" sections. 

The "Requests" section displays the list of maintenance requests assigned to your properties that are OpenIn Progress, and Resolved. Some requests can be sent by the connected Tenants/Service Pros, and some can be added manually. To add a maintenance request, click the "+Add Maintenance Request" button in the upper right-hand corner of the page. You can also view the Request details by clicking the "Details" link at the bottom of the Request info card:

Please note!
You can assign your maintenance requests only to Service Pros connected with you. 

How to connect with my service pro? 
How to submit a maintenance request?

The "Reminders" section will help you remember all the important and upcoming tasks regarding your property. To add a reminder, click the "+Add Reminder" button in the upper right-hand corner of the page. Use the call-to-action buttons to Edit or Delete a Reminder:

Applications

Adding and accepting rental applications online, as well as screening reports, are available on the "Applications" page of the left side menu. On this page you will find applications added by prospective tenants and those added by you manually.

 

Click the "+Add Application" button in the upper right-hand corner to manually add information about a new applicant. To change the application's status or to edit an application, click the "View application" link at the bottom of the info card:

To learn more, read: 
How to add application?

On this page, you can also order a screening report for a potential tenant. This service is available only for U.S.-based customers. TenantCloud provides three screening packages: Background Check by RentPrep, Credit Check and Full Check Report (COMING SOON).

To run a screening report, click the "Run Screening" button below the potential tenant's name:

To learn more, read: 
How to screen a tenant?

 

Listings

You can set up a free Landlord Website, list your vacant rentals, and receive application fees and rental applications online on the "Listings" page from the left side menu:

Within TenantCloud we have TenantCloud rentals, an internal TenantCloud listing source which helps everyone find their perfect home, office, or even parking space.

To learn more, read: 
What is TenantCloud Rentals?

TenantCloud also offers landlords a free Marketing Website which helps with finding tenants, listing rentals, and sharing information about your company, agents, location, etc.

 

This option will post your rentals to eight rental listing websites, including Zillow, Trulia, Hotpads, Apartments.com and Oodle. Each TenantCloud tenant can get there right from their dashboard and look for vacant listings in their area by filtering for cities or zip codes. Therefore, posting your listing to TC Rentals will give you more ways to find tenants quickly and efficiently.

 

To list your property, first, you have to Activate Free Listing Website by clicking the appropriate button. Fill in your contact information, select the required configuration, and click the "Publish Website" button:

This link might be useful for you: 
How to activate and edit content at your landlord website?

To list a property, go to the "Unlisted" tab. Select a property and press the "List this unit" button next to it:

This link might be useful for you: 
How to list a unit to Marketing websites?

Go to the "Listed" tab to view all your listed units. Click the "View Listing" button to display or edit a unit's information:

CRM

We have created our own unique Customer Relationship Management called "Leads" - a feature which allows landlords/ property managers to keep track of the interaction with the potential tenants or owners.

This option is available starting from Advanced subscription plan.

To see the leads, please go to Marketing page on the left side of your account and choose Leads tab.

Please note! Landlord needs to have an active Marketing website and listed properties for the prospective tenants to request a tour, send a question etc.

For more information please go to:

 

Rentler Leads

Rentler Leads is the first time tenants and landlords are brought together in an effort to meet each other—without any fees involved! Tenants who often pay hefty fees for finding a new rental can now get exposure to listings for free, while landlords can easily find new tenants that match their listings. 

Landlords can see potential tenants on their Listings page. Keep in mind that Rentler Leads is only active when there are listed units. 

Please note! Tenant leads are visible in Rentler Leads only when a tenant's search preferences match a listed unit. Since tenants can alter their search preferences, the number of tenant leads found changes accordingly.

The link below might be useful:

What is Rentler Leads?

 

TC Messenger

Using TC Messenger, you can easily communicate with your tenants and service pros, as well as send important files to them. Clicking the "Messages" icon in the upper right-hand corner of your dashboard takes you to the list of your dialogues:

Please note!
You can only send messages and files to connected users. 

These links might be helpful: 
How to send a message? 

Settings

To view or edit your account information, use the "Settings" icon in the upper right-hand corner of the screen. On this page, you can change your account information, login, password, set up online payments, and manage all uploaded files across your account:

These links might be helpful:
How to start collecting rent online?
How to manage all uploaded files?
What is Trust & Verification?

 

Notifications

Using TenantCloud, you will be notified of all important actions and events regarding your business and clients. You can view your notifications by clicking the "News Feed" icon in the upper left-hand corner of the page:

This link might be useful for you: 

How to view the feed notifications?

 

Calendar

The Calendar widget will make it easier for you to plan your work. You can add Reminders and view those assigned by your service pros. The calendar widget is located on your Dashboard. You can also view reminder details by clicking the "Calendar" icon on the upper left-hand corner of the page. There you can add items by clicking the "Add reminder" button or manage your notifications using the appropriate buttons and icons. Synchronize your TC Calendar with your Google Calendar by activating the toggle button:

These links might be useful for you: 
How to view calendar items?
How to add a reminder to the calendar?
How synchronize with my Google calendar?

 

Customer Support

If you happen to have any questions or need any assistance, Submit a ticket to our support team, and we will do our best to help you as soon as possible! You can find the "Support icon" in the bottom left corner of your Dashboard:


Enjoy TenantCloud!

 

 

Last updated:

Sep. 11, 2020

Please let us know if you have any other questions.