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Property Management

Property Management Template

A property management database for units, tenants, leases, rent payments and maintenance requests, with renewal reminders and a portfolio dashboard.

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What is a property management template?

A property management template is a database for tracking properties, units, tenants, leases, rent and maintenance in one place. Stackby's Property Management template links each unit to its tenant, lease, payments and work orders, so rental property management does not depend on separate spreadsheets. It covers lease tracking, a rent tracker and tenant management without the monthly cost of property management software.

Who should use this rental property tracker?

Independent landlords, small property management companies, HOAs and real estate investors with residential or commercial units. It is a practical landlord template for anyone managing from a few units to a few hundred who needs to see vacancies, renewals and overdue rent quickly.

Template Features:

Title:Property & Unit Database
Desc:Record address, type, size, rent and occupancy status for every unit, with photos in a Gallery view.

Title:Tenant & Lease Records
Desc:Link tenants to leases with start and end dates, deposits and signed documents attached.

Title:Rent Collection Tracking
Desc:Log every payment against its lease, and flag late or partial payments with formulas.

Title:Maintenance Requests
Desc:Tenants submit issues with photos through a form, and each request is assigned to a vendor and tracked to completion

Title:Lease Renewal Reminders
Desc:Get an automatic reminder a set number of days before each lease ends, so no renewal is missed.

Key features of the Stackby Property Management template

  • Properties and units database: Record address, type, size, rent and occupancy status for every unit, with photos.
  • Tenant and lease records: Link tenants to leases with start and end dates, deposit and documents.
  • Rent collection tracking: Log each payment against a lease and flag late or partial payments with formulas.
  • Maintenance request forms: Tenants submit issues with photos, and requests are assigned to a vendor and tracked to completion.
  • Lease renewal reminders: An automation notifies you a set number of days before a lease ends.
  • Portfolio dashboard: See occupancy, rent collected, rent outstanding and maintenance cost by property.

How to set up property management in Stackby

  • Copy the template and add your properties and units.
  • Add tenants and leases and link each lease to a unit.
  • Record rent payments, or import past payments from a spreadsheet.
  • Share the maintenance form with tenants and turn on renewal reminders.

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Frequently asked questions

What is a property management template?
It is a database for landlords and property managers to track properties, units, tenants, leases, rent payments and maintenance requests in one place.
Can I track rent payments and overdue rent?
Yes. Each payment links to a lease. Formulas flag late payments, and a dashboard shows collected and outstanding rent by property.
How do tenants report maintenance issues?
Tenants submit a maintenance form with photos. The request is logged against their unit, assigned to a vendor and tracked until it is closed.
Does it work for residential and commercial property?
Yes. You can add columns for lease type, CAM charges or rent escalations and use the same structure for apartments, offices or retail units.
Can prospective tenants apply online?
Yes. Share a rental application form. Each submission creates an applicant record that you can screen and convert into a tenant and lease.

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