Starts 150 days before every lease expiration — no one has to remember. Rates are proposed with market comps; a human approves every number before a owner or resident sees it, and every Rentvine write at the end is composed first and posted only on a human's confirm. Lease packets are drafted for human review prior to sending for signatures. Executed leases docs are uploaded into Rentvine and the Lease and all related auto-charges and bills are created.
01
Expiration caught
Daily sweep finds leases inside the renewal window.
Your team sees
DASHBOARD
example
Renewal opened: 1420 Pearl St, Boulder, CO 80302 — lease ends Oct 31, 2026 (90 days out).
02
Inspection routed
Before any offer: the property gets eyes on it. Sent as a per-group monthly summary.
Your team sees
EMAIL
example
Renewal inspections due — Roberts Boulder Group — October 2026 (7)
7 renewal inspections due this month, one line each with address and lease-end date. Reminders follow if they sit.
03
Rate approval — human decision
Leslie proposes a renewal rate with market comps attached; a manager approves or edits it.
Your team sees
EMAIL
example
Renewal rate needs approval: 1420 Pearl St, Boulder, CO 80302
Current rent $2,050 · proposed $2,150 · comp range $2,100–$2,200.
Approve or adjust on the dashboard — nothing is offered until you do.
04
Offer emailed to the resident
The moment the rate is approved.
Resident sees
EMAIL
Lease renewal offer for 1420 Pearl St, Boulder, CO 80302
Hi Jordan,
Your lease at 1420 Pearl St, Boulder, CO 80302 ends on October 31, 2026, and we'd like to offer you a renewal.
New monthly rent: $2,150/mo
New term: 12 months — Nov 1, 2026 to Oct 31, 2027
Renew my lease: [one-click link]
I won't be renewing: [one-click link]
If the terms don't quite work, choose "I won't be renewing" and tell us why — we read every one of these.
— Leslie, AI assistant at New Age Real Estate
New Age Real Estate is an Equal Housing Opportunity provider. If you need a reasonable accommodation, reply and a team member will help you directly.
05
Follow-up SMS
If the email sits unanswered.
Resident sees
TEXT
Hi Jordan, it's Leslie (AI assistant) at New Age Real Estate. We emailed your lease renewal offer for 1420 Pearl St, Boulder, CO 80302 at $2,150/mo. Let us know either way here: [link] Reply STOP to opt out.
06
Acceptance → renewal packet
Resident clicks accept: the renewal lease packet is assembled from live Rentvine data and sent for signature.
Resident sees
DOCUSIGN
example
Your lease renewal is ready to sign
Envelope: renewal lease with the approved terms carried forward, exhibits included (A, D–J). Exhibit I is the renters-insurance election — it defaults to opt-in at $16.95/mo unless the resident selects their own coverage. Residents sign first; Daren countersigns last.
07
Stalled signatures get chased
A poller watches every out-for-signature envelope and names exactly who it's waiting on — resident or our own countersignature.
Your team sees
EMAIL
example
Renewal waiting on countersignature: 1420 Pearl St, Boulder, CO 80302
The residents signed 3 days ago — this envelope is waiting on New Age's countersignature. One signer left: Daren. (Resident-side stalls get the reminder instead, resent to the envelope's own recipient list so it can never mis-address.)
Born from a live stall: a fully-resident-signed renewal sat unnoticed waiting on us. Nobody was watching the last step — now something is.
08
Fully signed → packet filed in Rentvine
The completed envelope's PDF is pulled from DocuSign and filed to the lease's Files tab automatically (lease = Rentvine object type 4).
Your team sees
DASHBOARD
example
Signed renewal packet filed to the lease record in Rentvine — no download/re-upload step. A reconciliation sweep re-checks every 6 hours, so a webhook hiccup can't leave a signed lease unfiled.
09
The Rentvine push — composed, then human-confirmed
With everything signed, Leslie composes the full accounting plan and shows it on /renewals. Nothing posts until a human clicks confirm.
Your team sees
DASHBOARD
example
Ready to apply to Rentvine for 1420 Pearl St, Boulder, CO 80302 — review the exact writes:
1. Charge the TENANT the $90 re-leasing admin fee (lease charge)
2. Add the Renewal record on the lease — this is what extends the term in Rentvine and bills the owner the management-settings renewal fee
3. End the outgoing rent charge on the last day of the old term
4. Start the new rent charge ($2,150/mo) for the renewal term
5. Bill the OWNER the renewal fee directly when the fee setting doesn't (posted to the owner's ledger)
6. Start the $16.95/mo renters-insurance charge — only if they opted in on Exhibit I
Confirm to post. Each step posts exactly once.
Six requests are not a transaction — Rentvine has no undo. So the plan freezes the DECISIONS, posts step by step, and a retry resumes exactly where it broke: a re-run can never double-charge a tenant or bill an owner twice. Mirrors Ryan's manual steps, automated.
10
Counter or decline → a human
Any reply that isn't a clean accept goes straight to the team with context — including the owner-counter loop when the owner wants a different number.
Your team sees
EMAIL
example
Renewal needs you: 1420 Pearl St, Boulder, CO 80302
Resident countered at $2,100 (offer was $2,150). Their note: "we love it here but the increase is steep." Full thread on the dashboard — your call.