FEATURES
Every feature, with its own page.
83 features of SmartMy Lease, grouped by area, each with the plans that have it. Open one to see what it does, who uses it and how it works.
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Highlights
The parts of SmartMy Lease people notice first.01Lump-sum leases: bhogya, otti and jeonseBhogya, otti and jeonse leases: the lump sum held, tracked and returned on time.How it works →02Post-dated cheques from plan to bankPost-dated cheques followed from the lease to the safe to the bank, bounces included.How it works →03Meters, sub-meters and readings with unusual use flaggedMeter readings from staff, tenants and checks, with leaks flagged and use billed with the rent.How it works →04Service charge with budgets and year-end reconciliationService charge from budget to year-end balance, worked out per lease from your own accounts.How it works →05Turnover rent with breakpoints and a yearly true-upTurnover rent from the shop's monthly sales to the yearly true-up, on the lease.How it works →06Short stays: nightly rates, reservations and guest listsNightly stays and long leases on the same units, owners and accounts.How it works →07Co-working plans, memberships and monthly creditsCo-working memberships with monthly credits, billed with your leases.How it works →08Leases you take, under IFRS 16, Ind AS 116 and ASC 842Leases you take, under IFRS 16 and Ind AS 116, in your own books.How it works →
ON THIS PAGE
01Portfolio02Leases and rent03Checks, deposits and repairs04Tenants05Owners and client money06Letting07Operations08Reports and AI09Commercial10Short stay11Co-working12Occupier leases13With other SmartMy products14Country packs15Accounting16Assets17Across SmartMy LeasePortfolio
3 featuresProperties, blocks, floors and units with keys and access cardsKeep every building down to the unit: blocks, floors, unit type, areas, asking rent, features, keys and access cards. Each unit shows whether it is vacant, reserved, let or under notice, worked out from its leases.Unit board and stacking plan with status from leasesEvery unit as a card, grouped by property, coloured by its status: vacant, reserved, let, notice given, not ready or blocked. Group it by floor to see a building floor by floor.Area in square feet or metres, and rent by areaEach Entity measures in square feet or square metres. Units carry their areas, and a lease can be priced per square foot or metre. Rent on a lease with several units is shared by area.
Leases and rent
12 featuresLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.Leases signed through SmartMy SignSend a lease for signing online from the lease itself. The tenant and your signer each get their own link, confirm a one-time code and sign. The signed PDF with its audit trail comes back to the lease.Lump-sum leases: bhogya, otti and jeonseSome tenants pay one large sum instead of rent and get it back at the end. The sum is held as a deposit. It can come in parts and is returned at the end. You are reminded 90, 30 and 7 days before it falls due.Rent schedule in advance or arrears, with rent-free monthsA confirmed lease bills itself from a schedule: monthly, quarterly, half-yearly or yearly, in advance or in arrears. Part periods go by the calendar, and stepped rents, rent-free periods and holdover worked in.Rent reviews, stepped rents and price indexesEach lease carries its own rent increases. Use a share or an amount every so many months, or stepped rents from set dates. Or use a price index such as CPI with a floor and a cap. Bills pick up the new rent on the day it starts.Renewals, breaks, holdover and notices to vacateRenew a lease with a new term and rent, and offer it to the tenant on their page. Let the new lease take over on its first day. Break options, holdover rent and notices to vacate each have their dates.Late fees, chasing steps and promises to payLate rent is charged a fee by your rule, with caps, and chased step by step: a reminder, a final demand, a legal notice. Chasing waits while a promise to pay or a payment plan runs.Payment plans and legal cases for arrearsAgree a plan of instalments for old arrears and chasing stops while it runs. When it comes to court, keep the case on the lease: grounds, court, case number, hearings, lawyer, amount claimed and the outcome.Tax withheld by tenants, with certificatesFor tenants who keep back tax from the rent, such as TDS by companies in India, set the share on the lease. Each bill shows the tax expected and keeps the certificate number, date and file. Each lease also has its own payment reference.Post-dated cheques from plan to bankPlan the year's post-dated cheques with the lease and collect them. Keep them in the safe, put them on deposit slips, and record each as cleared or bounced. A cleared cheque becomes a payment matched to its bills; a bounced one reopens the bill, adds the fee and tells the tenant.Credits for unused rent and goodwillWhen a lease ends before the time already billed in advance, the unused days are not lost. They come back by themselves as a minus line on the next bill. A goodwill credit is a plain credit note on the bill.Rent paid online through pay linksTenants pay their rent bills online through your own payment provider, from their web page or the app. You can also send a pay link for any amount, take a deposit online, or charge a saved card or mandate on each bill.
Checks, deposits and repairs
6 featuresMove-in, move-out and inspection checks with photos and signaturesWalk the unit at move-in, move-out and in between with a check. Check points are cards answered with one tap. The check takes photos, meter readings, the item list, keys and damage. Your staff sign first and the tenant signs last. The tenant gets the PDF; new damage at move-out becomes proposed deposit deductions.Deposits, deductions and settlementThe deposit is held on a liability account, taken in one go or in parts. At move-out, deductions are proposed from the check. The tenant agrees or disputes each line online. Settle Deposit keeps what is agreed and refunds the rest.Make-ready tasks before the next tenantWhen a tenant moves out, your list of tasks between tenants is made for the unit: paint, deep clean, change locks. The unit shows Not Ready until the last task is done, then it is Vacant again.Deposit protection schemes and their deadlinesWhere the law asks for a deposit to be protected, such as UK schemes and Australian bond authorities, each deposit carries its scheme. It also carries the day to protect it by and the day to send the tenant's information by. The property manager is reminded before each deadline.Repair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.Vendors, vendor bills and the vendor job pageKeep your vendors with their trades, areas, insurance and licence dates. Send a work order, get the quote and approve it. The vendor books, starts, finishes and sends the invoice from a job page by link, with no login. A vendor bill is drafted from the final cost.
Tenants
4 featuresNotices with proof of sending, read receipts and emergenciesWrite a notice to one tenant or to every tenant of a building from your own templates. SmartMy records when it went, how it was served, the proof, and who has read it.Tenant pages on the webTenants sign in on any browser to see their lease, what is billed when, the deposit, their bills, requests, notices and cheques. They give notice to vacate and answer a renewal offer there too.The SmartMy Lease app for tenants, owners, members and guestsOne phone app for everyone you serve. Tenants see their home, bills and repairs; owners their units and statements; co-working members their check-ins and credits; guests their stay and door code.Surveys after moving in, when leaving and each yearSmartMy asks each tenant how it went a week after they move in, the day after they leave and once a year. A Poor or Fair answer gives the property manager a to-do to call them.
Owners and client money
5 featuresOwners with shares, and management agreementsRecord who owns each unit and in what share, over time. A management agreement holds your fee, the letting and renewal fees, the owner's repair limit, the reserve you keep back and how statements go out.Owner ledgers, statements and payoutsRent you collect for owners goes to an owner payable account, not your income. Each owner's ledger fills by itself with rent, fees and repairs, and each period you send a statement and pay out from the client bank.Client money check: bank against what is owed and heldPick a day and see the client bank balance next to what you owe owners and the deposits you hold. The difference tells you whether client money adds up before the next payout.Owners approve repairs, with their own pages and appOwners sign in to see their units, how long each is let and their statements, on the web and in the SmartMy Lease app. From Growth, a repair over the owner's limit can wait for the owner's approval.Letting and renewal feesSet the letting fee and renewal fee in each management agreement. When a lease of a managed unit is confirmed, the fee is taken from the owners' money by itself and shows on their next statement.
Letting
5 featuresListings with photos, a public listings page and an enquiry formList a free unit with photos, price and terms, and publish it on your own listings page. Visitors book a viewing slot from the page, and each request lands as an enquiry for the agent.Waiting list told when a unit frees upKeep the people who want a home you do not have yet. When a matching unit becomes vacant or comes under notice, each of them is told once, by email and in the app.Portal feeds, Rightmove BLM among themGive a property portal one private feed address, and it reads your published listings from there. A feed carries every published listing, or only those you tick for that portal.Enquiries, viewings and the leasing pipelineEvery enquiry, from your listing pages, a walk-in or a call, lands in one board. Book viewings, record how they went, and follow larger lets as deals from first call to heads of terms and signing.Applications by link with ID checks and a holding depositSend an applicant a private link to fill in their details, income, co-applicant, guarantor and documents. Record ID checks, screening and the holding deposit, decide, and make the draft lease in one step.
Operations
5 featuresCompliance certificates, insurance and access codesKeep every safety certificate and insurance policy with its expiry, and be reminded before it lapses. Switch on one setting and a unit whose needed certificates are missing or expired cannot be let.Meters, sub-meters and readings with unusual use flaggedKeep every meter and sub-meter of a building, with readings from staff, from tenants and from move-in and move-out checks. Each reading is checked by staff, and a sudden jump in use is flagged to the property manager.Utility tariffs with slabs, recharged to tenantsSet your tariff once, with a fixed part and slabs or one price per unit. A confirmed reading is priced by it and added as a charge to the tenant's lease, billed with the next rent.The SmartMy Lease Staff appProperty managers, leasing agents, inspectors, maintenance, housekeeping and the front desk run the day from a phone. The app opens on Today and its Menu holds the same places as the web's Lease menus.Dashboards: Lease, Rent and ArrearsTwo ready dashboards open first in Lease. Dashboard shows every Lease user the units at a glance; Rent and Arrears shows Lease Managers passing rent, vacancy loss, arrears and leases ending.
Reports and AI
9 featuresRent roll, occupancy and vacancy lossOne list of every unit with its tenant, lease dates, passing rent and asking rent. It also shows the rent you lose each month on empty units. The same data gives occupancy by property and unit type.Lease expiries, arrears ageing and collectionSee which leases end when and how much rent ends with them. See every unpaid lease bill by how late it is, and billed against collected each month.Maintenance, vendor and leasing funnel reportsSee where repair money goes by property and kind of work, and which repairs ran late. See what each vendor did and cost, and how enquiries turn into leases.AI writes listings and sorts repair requestsPress Write with AI on a listing to get a title, description and photo captions from the unit's facts and photos. Press Sort with AI on a repair request, or let it run on every tenant request. You get the kind, urgency, likely cause, advice for the tenant and the trade needed.AI reads a signed lease into a draftAttach a signed lease as a PDF or photo and press Read with AI. You get a plain summary and up to 14 terms, each with the words of the lease it came from. Tick the ones you want and apply them.AI reads the number on a meter photoIn the Staff app, photograph a meter and the AI fills in the number for the reader to confirm. Readings tenants send with a photo are checked by the AI just after they arrive, and a photo that shows another number is flagged.AI spots damage and suggests repair costsAt move-out or an inspection, press Spot Damage with AI. The AI compares each new photo with the same angle from the previous check and adds new damage. Suggest Costs with AI then gives a typical repair cost for each new damage line, ready for deposit deductions.Asking-rent and renewal-rent hintsEach day SmartMy Lease suggests a new asking rent for empty units priced away from the market. It also suggests a rent for leases ending in the next 90 days. You apply a hint with one click; nothing changes by itself.NOI and yield per propertyWork out net operating income for each property over any dates: rent and charges billed, less repair bills. See the yield on the value you enter.
Commercial
6 featuresService charge with budgets and year-end reconciliationShare a building's running costs among its tenants with cost pools, a yearly budget and each unit's share by area. Bill on account each month or quarter. Reconcile the year from your accounts, with a cap and a statement per lease.Turnover rent with breakpoints and a yearly true-upCharge shops a share of their sales above a breakpoint, with higher shares above set sales levels. Tenants send monthly sales from their web page or app, or SmartMy POS sends them. You check and bill each month, then true up the year.Bank guarantees, letters of credit and bondsKeep every guarantee a tenant gives you, with the bank, amount, expiry and last day to claim. The property manager is told 60 days before it expires, and you record a call or a release.Fit-out: drawings, insured contractor, completion and depositFollow each tenant's fit-out from drawings to close. Drawings are approved or sent back, works start only with an insured contractor, and the deposit is settled at the end.Tenant categories and exclusivityGive each commercial lease a tenant category, such as pharmacy or food court, and the categories it was promised as exclusive. A new lease that would break a promise in the same property is refused when you confirm it.WALE, passing rent against market rent, and reversionEach property shows its weighted average lease expiry by rent and by area. It sets passing rent against market rent, and shows the reversion between them.
Short stay
6 featuresShort stays: nightly rates, reservations and guest listsLet serviced apartments and holiday homes by the night next to your long leases. You get nightly rates with seasons, reservations with guest lists, house rules and a guide, cancellation policies, and guest messages.Airbnb and Booking.com calendars through iCalLink each stay unit to the calendars of the booking sites you use. Their bookings are read every 30 minutes and block the unit here. Each site gets a calendar of your bookings and blocks, so a night sold anywhere closes everywhere.Direct booking page for short staysEach stay unit can have its own booking page to share on your website or social pages. Guests pick dates, see the price and send a request. It arrives as a reservation for you to confirm, with no channel commission.Cleaning jobs after each check-out, with linen and amenitiesEvery check-out makes a cleaning job for the unit with its checklist, due by the next arrival. The unit shows Not Ready until the cleaner ticks every step and adds the photos asked for; issues found become repair requests.Door code per stayA confirmed stay gets its own six-digit door code for its dates. The guest gets it the day before arrival and sees it in the app. It ends with the stay's dates, or when the booking is cancelled.Nightly price hints, occupancy, ADR and RevPAREach day SmartMy Lease looks at the next 60 nights of your stay units. It suggests lowering slow nights, raising busy ones and cutting short gaps between bookings. Short Stay Measures show occupancy, ADR, RevPAR and the direct share by property.
Co-working
3 featuresCo-working plans, memberships and monthly creditsSell hot desks, dedicated desks, private offices and virtual offices as membership plans. Each has a monthly price per seat and credits each month, such as meeting room hours. A membership bills itself monthly in advance, asks its deposit and tops up its credits, in the same system as your leases.Day passes, check-ins and member mailSell and bill day passes, and see who is in the building. Members who come in more days than their plan allows are flagged, and members hear when post arrives for them.Meeting rooms paid from credits, and member visitorsWith SmartMy Facility, members book meeting rooms and the hours come off their monthly credits; only hours beyond the credits are billed. With SmartMy VMS, visitors for a member are registered at the gate and listed on the membership.
With other SmartMy products
6 featuresAn AI agent finds homes and books viewings, with SmartMy MarketingWith SmartMy Marketing, the AI agent that answers WhatsApp, Instagram, Facebook and web chat looks up your published listings. It notes what a person wants as a Lease enquiry and books a viewing when the property's agent is free.Tenants, enquiries and owners as audiences in SmartMy MarketingWith SmartMy Marketing, build audiences from your Lease records: tenants now, leases ending soon and past tenants. Open and lost enquiries, people who viewed and did not decide, and owners too. Send them broadcasts or put them on a journey.Helpdesk tickets become repair requests, with SmartMy DeskWhen your helpdesk in SmartMy Desk gets a ticket about a flat or a shop, pick the unit on the ticket and press Repair Request. The repair request is made in Lease, linked both ways, and the ticket gets a note when the repair is done.Enquiries to CRM opportunities, and units sold through quotesEvery Lease enquiry opens or joins a CRM opportunity. A CRM lead can become a Lease enquiry by a button or at a stage you choose. Units for sale get a sale price and a Sale Quote button; confirming the quote marks the unit sold.Defects sent back to the builder, with SmartMy ConstructionFor a building put up by a project in SmartMy Construction, keep the defect liability end date on the property. A repair reported in that period goes to the builder as a snag with one button. The repair is closed when the snag is fixed.Tenants' monthly sales for turnover rent, with SmartMy POSShops on turnover rent send their monthly sales from their web page or the SmartMy Lease app, or your staff enter them. Taking the sales straight from SmartMy POS is not joined up yet.
Assets
5 featuresFixed assets: register and depreciationYour buildings, lifts, chillers, generators and furniture sit in one register with their cost, depreciation and book value. Each asset can belong to a property and a unit, and the property shows what its assets are worth in the books.Asset care, and assets issued and returnedKeep the warranty, maintenance contracts and insurance of your lifts, generators and pumps, with reminders before each ends. Record assets given to a person, a tenant or a place, and their condition on return. A staff member confirms what they receive before it moves to them.Physical verification of assetsCount the assets in a building or store: print QR tags, and scan or type each one. Then see which were found, are missing or have moved. Apply the new places in one step.Tax book depreciation and capital work in progressKeep income-tax depreciation by block beside the book depreciation without mixing them. Gather the costs of a new plant room or lobby while it is built, and make it an asset when it is ready.SmartMy Sign extras: AI reading, bulk send, digital seal and APIOn Scale, SmartMy Sign adds bulk send of one document to many tenants and a digital seal on every signed PDF. It also adds an API with webhooks for your own systems. It also has the AI read signed documents, once switched on.
Across SmartMy Lease
5 featuresApproval chainsWork orders, tenant applications, fit-out drawings and charges wait for levels of approval, such as the owner of the unit for repairs over their limit. Each kind has a chain per Entity, with the managers as the first level.NotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.Security: sign-in log, password rules and two-factor sign-inSee every sign-in try, set password rules, ask for a second factor or a passkey, and limit sign-ins by network, device and hours. Settings can differ per Entity, and every part comes with every plan.Staff chatProperty managers, agents, the front desk and accounts chat inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to ask about a key.Several entities in one accountRun the companies of your group, such as one that owns the buildings and one that manages them, in one SmartMy Lease account. Each Entity keeps its own properties, leases, settings and books, and a person can work in several.
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