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, and renew 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:
   • Unit — the specific unit being leased.
   • Tenant — select from your tenant list.
   • Lease Start Date — when the tenancy begins (YYYY-MM-DD).
   • Lease End Date — when the tenancy is scheduled to end (YYYY-MM-DD). Required; 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). 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.

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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: You can only move a lease through valid stages (see the table above). Trying to set a lease to its current stage, or to make a disallowed change, is blocked with a clear message.

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AI Lease Analyser (PRO and Business)

On PRO and BUSINESS plans, the AI Lease Analyser extracts key terms from a lease document — including dates, rent amount, deposit, notice period, and key clauses. Open it from AI → Lease Analyser.

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Renewing a lease

Lease renewals are managed from Leases → Renewals. The renewal flow uses a two-party offer and response model — a manager makes an offer, and the tenant responds. When a fixed-term lease approaches its end date, it is flagged as Expiring Soon in your dashboard and a renewal notice is sent. To start a renewal:

1. Go to Leases → Renewals.
2. Click New Renewal Offer for the lease you want to renew.
3. Set the proposed new end date.
4. Update the monthly rent if it is changing.
5. Add any updated terms in the notes field.
6. Click Send Offer.

The tenant receives the offer and can accept or decline. Once accepted, the existing lease is marked as Renewed and a new active lease is created with the new terms.

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Terminating a Lease (coming soon)

Formal in-app lease termination is not yet available. To terminate a lease, please contact your account team or record the outcome using the move-out workflow below.

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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 and 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).
   • 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 moves to Inspection completed status 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).
   • Refund reference — optional; a note for your records (e.g. the bank transfer reference) of how the refund was issued.
   • Notes — optional (up to 2,000 characters).
3. Click Reconcile.

BrikSync PropOS automatically calculates the total deductions and the refund due (security deposit minus all deductions, minimum zero). Online refund processing is not yet enabled — you issue the refund through your own payment method and record the reference here. The refund status tracks the outcome: The move-out case moves to Reconciled status 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; 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 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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