> ## Documentation Index
> Fetch the complete documentation index at: https://docs.briksync.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Leases

> How to create, renew, and manage leases in BrikSync PropOS. Manage lease terms, rent amounts, and the full tenancy lifecycle.

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.

***

## 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**.

<Tip>
  You can also create leases programmatically via `POST /api/leases`. See the [API
  overview](/api/overview) for details.
</Tip>

***

## Lease Types

| Type                   | Description                                                                            |
| ---------------------- | -------------------------------------------------------------------------------------- |
| **Fixed Term**         | Has a defined start and end date. Automatically flagged for renewal before it expires. |
| **Periodic (Rolling)** | No fixed end date. Continues month-to-month until terminated.                          |

***

## Lease statuses

| Status         | Meaning                                                                    |
| -------------- | -------------------------------------------------------------------------- |
| **draft**      | Lease created but not yet active.                                          |
| **active**     | Current, in-force tenancy agreement.                                       |
| **expired**    | End date has passed. Tenant may have moved out or be in a holdover period. |
| **terminated** | Lease has been formally ended before or on the end date.                   |
| **renewed**    | Lease has been renewed and replaced by a new active lease.                 |

<Note>
  Leases approaching their end date within 60 days are flagged as "Expiring Soon" in the dashboard.
  This is a display label, not a stored status — the lease remains in **active** status until it
  expires or is renewed.
</Note>

### Status transition rules

Lease status changes are enforced server-side. Only the following transitions are permitted:

| Current status | Allowed next statuses                 |
| -------------- | ------------------------------------- |
| **draft**      | active, terminated                    |
| **active**     | expired, terminated, renewed          |
| **expired**    | renewed                               |
| **terminated** | *(terminal — no further transitions)* |
| **renewed**    | active, terminated                    |

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.

***

## 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**.

<Note>
  Automatic extraction during lease creation is on the roadmap. For now, use the Lease Analyser
  after uploading your lease document to pull out the key terms in seconds.
</Note>

***

## 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.

<Tip>
  Review rent amounts at renewal time. The analytics dashboard (PRO+ plans) can show you occupancy
  data to inform rent decisions.
</Tip>

***

## 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.

<Warning>
  You must comply with all local tenancy laws regarding notice periods and eviction procedures
  regardless of how the lease status is recorded in BrikSync PropOS.
</Warning>

***

## 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.

### 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.

<Note>
  Each lease can have at most one move-out case. Submitting a second notice for the same lease
  returns an error.
</Note>

### 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.

### 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:

| Status        | Meaning                                                                  |
| ------------- | ------------------------------------------------------------------------ |
| **pending**   | Reconciliation has not yet occurred.                                     |
| **processed** | The refund has been recorded as issued.                                  |
| **failed**    | The refund could not be recorded.                                        |
| **manual**    | Process the refund outside the platform, then record the reference here. |

The move-out case moves to **Reconciled** status and the tenant is notified of the outcome.

### Move-out case statuses

| Status                    | Meaning                                   |
| ------------------------- | ----------------------------------------- |
| **notice\_submitted**     | Tenant has submitted a notice to vacate.  |
| **inspection\_completed** | The final inspection has been recorded.   |
| **reconciled**            | The security deposit has been reconciled. |
| **closed**                | The move-out case is fully resolved.      |

### 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**.

<Tip>
  You can also download move-out reports programmatically via `GET
      /api/leases/move-out-report?caseId={uuid}`. See the [API overview](/api/overview) for details.
</Tip>

***

## 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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