From a signed management agreement to a live, funded portfolio in Rentvine. Leslie sends the paperwork, chases what has not come back, pushes the record into Rentvine, and watches the ledger until the reserve is met. The signatures, the Rentvine push confirmation and the portal invitation are people.
01
Brokerage duties + management agreement
A new owner is started on the onboarding board.
Owner sees
DOCUSIGN
example
Your management agreement — ERA New Age Real Estate
The Brokerage Duties Addendum and the Property Management Agreement go out as one DocuSign packet, prefilled with the deal terms and locked so they cannot be edited in the envelope. The owner signs first; New Age countersigns.
02
Property information form
Sent alongside the agreement, or on its own for an additional property.
Owner sees
EMAIL
example
Tell us about 1420 Pearl St, Boulder, CO 80302
Hi,
So we can market and manage 1420 Pearl St, Boulder, CO 80302 properly, we need the details only you have: utilities and who pays them, parking, storage, appliances, lawn and snow, access codes, HOA contacts.
The form is here: [link]
These answers fill the lease itself, so anything left blank is a blank on a document somebody signs.
This is the source of paragraph 4 of every lease for the property. Every blank here becomes a blocker later, which is why it is asked for at the start rather than the week a lease is written.
03
Supporting documents
Requested when the agreement is out or signed.
Owner sees
EMAIL
example
A few documents we need on file
Insurance declarations, the deed or title, HOA documents, warranties, and any existing lease if the property comes with a resident. Uploaded straight to the property in Rentvine as they arrive.
04
Radon and lead-paint disclosures
A manager sends the request, or files a copy the office already holds.
Owner sees
DOCUSIGN
Disclosures for 1420 Pearl St, Boulder, CO 80302
The owner-signed radon disclosure rides on every Colorado lease; lead paint on anything built in 1978 or earlier, or with no year on record. These are the masters — signed once by the owner, then attached to every lease for that property.
Never automatic. Owners are asked by a person now (2026-08-30): a manager either sends the request or uploads a disclosure the office already has. A sweep used to do it and no longer does.
05
Pushed into Rentvine
A manager confirms the composed record.
Your team sees
DASHBOARD
example
Portfolio, property, units and owner contact are composed first and shown in full, then written on a human's confirm. Rentvine has no idempotency key, so the plan is recomposed from current code on every attempt rather than replayed from something stored — a half-finished push is retried, not duplicated.
06
Owner portal invitation
Once the owner exists in Rentvine.
Your team sees
DASHBOARD
example
The invitation itself is a click inside Rentvine that the public API cannot make. Leslie watches the owner contact until the invitation exists and nudges staff until it does — the one step here that is a person's because the software leaves no other option.
07
Initial contribution request
Once the portal invitation is on the owner contact.
Owner sees
EMAIL
example
Your owner portal is ready — one setup step
The owner is asked for their initial $500 contribution so the portfolio has a working reserve. Leslie then watches the portfolio ledger and reminds once if it stalls, rather than asking a person to remember to check.
08
Reserve funded — the portfolio is live
The reserve-not-met diagnostic clears on the portfolio ledger.
Your team sees
DASHBOARD
example
Onboarding closes. From here the property is an ordinary part of the portfolio: it appears on the marketing board if it is vacant, and its lease dates feed the renewal process 150 days out.