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AI agent for property managers

Lease Expiration Renewal Pipeline Agent

Renew good tenants early and start marketing early for those who are not renewing.

DecisionsAutomationReal estate and constructionManagementOperations
See how it worksGet access
Lease Expiration Renewal Pipeline Agent: what goes in, what the agent does and what you get

What it does

Leases expire without a renewal offer, and a unit goes vacant for weeks. This agent lists leases by expiry date for the next 120 days, compares each rent with the current market, and drafts renewal offers with a suggested rent. It tracks each tenant's response and sends reminders. When a tenant is silent past your limit, it moves the unit to a marketing plan with a listing draft and showing schedule. You approve each offer and any rent increase before it goes out. Edge case: a tenant with a 5 year history and below-market rent gets a modest increase, and the agent explains why.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Weekly lease review begins 2 USES A TOOL Read leases expiring in 120 days 3 USES A TOOL Compare each rent with current market data 4 DOES Suggest a renewal rent within local limits 5 USES A TOOL Draft renewal offers 6 YOU APPROVE Manager approves each offer and rent increase beforeit is sent 7 DOES Track responses and send reminders 8 CHECKS THE RESULT Has the tenant responded by the deadline? If not: Send a reminder, then flag the unit if stillsilent. Back to step 6. 9 DOES Move silent units to a marketing plan 10 CHECKS THE RESULT Is a signed renewal or a marketing plan in place forevery lease? If not: Return the lease to the offer step or themarketing plan. Back to step 6. 11 RESULT Renewal pipeline report
Read the steps as a list
  1. Weekly lease review begins
  2. Read leases expiring in 120 days
  3. Compare each rent with current market data
  4. Suggest a renewal rent within local limits
  5. Draft renewal offers
  6. Manager approves each offer and rent increase before it is sentThe agent waits here for your OK.
  7. Track responses and send reminders
  8. Has the tenant responded by the deadline?If not: Send a reminder, then flag the unit if still silent. Back to step 6.
  9. Move silent units to a marketing plan
  10. Is a signed renewal or a marketing plan in place for every lease?If not: Return the lease to the offer step or the marketing plan. Back to step 6.
  11. Renewal pipeline report

How it decides

It sets the offer by market rent, tenant history and local rent limits. Silent tenants move to marketing at 60 days.

  • Offer 90 days before expiry (default)
  • Increase capped by local law and 8% (default)
  • Silent after 2 reminders moves to marketing at 60 days
  • Long-term tenants get lower increases

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Offer timing (default 90 days)
  • Increase cap
  • Reminder count
  • Market rent source
  • Marketing start (default 60 days)

What keeps you in control

It always asks you first

  • Each renewal offer
  • Any rent increase
  • Marketing plan

Hard limits

  • Never sends offers without approval
  • Never exceeds legal limits
  • Keeps tenant data private

It stops when

  • Done: every lease renewed or in marketing
  • Stop: legal notice issue; manager reviews with counsel

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThere were 22 leases expiring in the next 120 days. For unit 4B, with rent of $1,350 and a market of $1,520, the agent suggested $1,430. The manager approved. After the deadline, 3 tenants were silent. The check failed, so reminders went out. One tenant still did not reply, so the unit moved to a marketing plan with a listing draft.

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