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Managing Leases

A lease is the legal agreement between your organisation and a tenant that defines the terms of their tenancy. BrikSync PropOS lets you create, track, renew, and terminate leases — with a full history of every agreement.

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Creating a Lease

Leases are created when a tenant is assigned to a unit. You can also create a lease for an existing tenant if their situation changes.

1. Go to Leases → Create Lease or navigate to a tenant record and click Create Lease.
2. Fill in the lease details:
   • Tenant — select from your tenant list.
   • Property — the property where the tenant will live.
   • Unit — the specific unit being leased.
   • Lease Start Date — when the tenancy begins (YYYY-MM-DD).
   • Lease End Date — when the tenancy is scheduled to end (YYYY-MM-DD). Required by the API; for periodic tenancies, set a far-future date and renew as needed.
   • Monthly Rent — the agreed rent amount (must be greater than 0, up to 1,000,000).
   • Rent Due Day — the day of the month rent is due, 1–28 (defaults to 1).
   • Security Deposit — the deposit amount held (0–1,000,000). Required by the API; set to 0 if no deposit is collected.
   • Late Fee Amount — optional fee charged for late payments (0–10,000, defaults to 0).
   • Late Fee Grace Days — number of days after due date before a late fee applies (0–30, defaults to 5).
   • Notes / Special Terms — optional, up to 10,000 characters.
3. Click Create Lease.

Once created, the unit’s status updates to Occupied and the tenant’s dashboard will reflect the active lease.

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Lease Types

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Lease statuses

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Status transition rules

Lease status changes are enforced server-side. Only the following transitions are permitted: Attempting to change a lease to its current status returns: Lease is already in this status. Attempting an invalid transition returns: Invalid status transition: {from} -> {to}

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AI-assisted lease term extraction

On PRO and BUSINESS plans with AI features enabled, BrikSync PropOS can automatically extract key terms from a lease when it is created. If the lease includes a terms field, the system processes it and stores extracted data in the ai_extracted field on the lease record.

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Renewing a lease

When a fixed-term lease approaches its end date, you will see a notification in your dashboard and the lease will be marked as Expiring Soon. To renew:

1. Open the lease from Leases or from the tenant’s record.
2. Click Renew Lease.
3. Set the new end date.
4. Update the monthly rent if it is changing.
5. Add any updated terms in the notes field.
6. Click Confirm Renewal.

The existing lease is marked as renewed and a new active lease is created with the new terms. The tenant will be notified of the renewal.

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Terminating a Lease

If a tenancy needs to end — whether by notice, mutual agreement, or expiry — you can formally terminate the lease.

1. Open the lease record.
2. Click Actions → Terminate Lease.
3. Enter the termination date — when the tenant will vacate.
4. Select a reason — e.g. End of Term, Tenant Notice, Landlord Notice, Abandonment.
5. Add any relevant notes.
6. Click Confirm Termination.

The unit will return to Vacant status on the termination date, and you can begin the process of finding a new tenant.

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Move-out workflow

When a tenant is ready to vacate, BrikSync PropOS provides a structured move-out process that tracks every step from notice to deposit refund. Navigate to Leases → Move-Out to manage all active move-out cases.

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Submitting a move-out notice

Tenants or managers can initiate the move-out process for an active or renewed lease.

1. Go to Leases → Move-Out and click Submit Notice.
2. Select the lease — only active or renewed leases are eligible.
3. Enter the intended move-out date (YYYY-MM-DD).
4. Optionally provide a reason (up to 2,000 characters).
5. Click Submit.

A move-out case is created with the status notice_submitted. Staff members with admin, property manager, or landlord roles receive a notification to review and schedule a final inspection.

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Recording a final inspection

After the tenant vacates, a landlord or property manager records the final inspection.

1. Open the move-out case from Leases → Move-Out.
2. Click Record Inspection.
3. Fill in the inspection details:
   • Inspection date (YYYY-MM-DD). The system stores this as a datetime at noon UTC (e.g. 2026-03-24T12:00:00.000Z).
   • Condition summary — a description of the property’s condition (10–5,000 characters).
   • Damages cost — estimated repair cost (0–1,000,000, defaults to 0).
   • Cleaning cost — estimated cleaning cost (0–1,000,000, defaults to 0).
   • Unpaid rent — any outstanding rent identified (0–1,000,000, defaults to 0).
   • Notes — optional (up to 2,000 characters).
4. Click Save Inspection.

The move-out case status advances to inspection_completed and the tenant is notified that the inspection is done.

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Reconciling the security deposit

Once the inspection is complete, reconcile the security deposit to determine any refund.

1. Open the move-out case and click Reconcile Deposit.
2. Enter the reconciliation details:
   • Security deposit amount — the original deposit held (0–1,000,000).
   • Damages deduction (0–1,000,000, defaults to 0).
   • Cleaning deduction (0–1,000,000, defaults to 0).
   • Unpaid rent deduction (0–1,000,000, defaults to 0).
   • Other deduction (0–1,000,000, defaults to 0).
   • Stripe PaymentIntent ID — optional; if provided and a refund is due, the system processes the refund through Stripe automatically.
   • Notes — optional (up to 2,000 characters).
3. Click Reconcile.

The following fields are calculated automatically by the server and included in the reconciliation response: If a Stripe PaymentIntent ID is provided and a refund is due, the refund is processed automatically. The refund_status field tracks the outcome: The move-out case status advances to reconciled and the tenant is notified of the outcome.

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Move-out case statuses

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Downloading a move-out report

You can download a PDF summary of any move-out case. The report includes the notice details, inspection findings, and deposit reconciliation breakdown. Tenants can only access reports for their own cases; brokers, property managers, landlords, and admins can access any report within their organisation.

1. Open the move-out case from Leases → Move-Out.
2. Click Download Report.

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Viewing Lease History

Every lease — past and present — is stored in BrikSync PropOS.

• From a Tenant Record, go to the Lease History tab.
• From a Unit, go to the History tab.
• From Leases in the sidebar, use filters to view expired or terminated leases.

All historical rent amounts, terms, and dates are preserved permanently.

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Attaching Documents to a Lease

You can upload documents directly to a lease record:

• Signed tenancy agreement (PDF).
• Addenda and amendments.
• Inspection reports at move-in and move-out.

From the lease detail page, go to the Documents tab and click Upload Document.

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