Landlord paperwork check

Question 1 of 8

Could you pull up the signed lease for any unit in under a minute?

About two minutes · No sign-up or email · A self-check, not legal advice.

A free two-minute self-check for independent landlords: eight yes-or-no questions about how your leases, repairs, rent, and records are kept, with a score and what to fix first.

The checklist

The same eight questions, with why each one matters and the part of Prop Archive that helps. Work through it on paper if you prefer.

How the score works

Yes earns a question's full points, not sure earns half, and no earns none. Finding a signed lease and having dated move-in records count the most. The total is out of 100: 80 and up is well organized, 50 to 79 has some gaps, and under 50 needs attention.

It asks how your records are kept, not whether they meet any law. A self-check, not legal advice.

Not ready for a call?

Could you pull up the signed lease for any unit in under a minute?
The lease settles most questions about rent, deposits, pets, and repairs, but only if you can find the signed copy when someone asks.
In Prop Archive: Document Library. One library per property for leases and records, sorted automatically when you upload and searchable later.
Do you know which leases end in the next 90 days?
A lease end you notice late leaves little time to renew, raise the rent, or find the next tenant.
In Prop Archive: Automatic Lease Reading. Paste in a lease and Prop Archive reads its end date and can turn it into an email reminder; the dashboard shows leases ending within 30 days.
Do you know when each property's insurance and each contractor's certificate expire?
A policy or a contractor's certificate that lapses unnoticed can leave you paying for damage or an injury yourself.
In Prop Archive: Document Expiration Reminders. Track insurance certificates, licenses, and registrations with their expiry dates, and get an email reminder before each one runs out.
Is every repair request logged with the date, photos, and who fixed it?
A dated repair history shows what was reported, when you responded, and what it cost.
In Prop Archive: Maintenance Tracking. Tenants report repairs with photos in their portal, you assign a contractor, and the request keeps its dates, photos, and costs.
Do you have dated move-in photos or an inspection report for every unit?
When a tenant moves out, dated move-in photos are what you compare against before deciding on the deposit.
In Prop Archive: Inspections. Move-in, move-out, and annual inspections, room by room, with a condition rating and photos for each item.
Can tenants pay rent online, with a record of every payment?
A complete payment record answers any question about late or missing rent without digging through bank statements.
In Prop Archive: Online Rent Collection. Tenants pay rent online through Stripe in their portal, and you can record cash or check payments, so every payment has a record.
Could you hand your accountant this year's income and expense receipts today?
Receipts gathered all year are easier to hand over, and less likely to be missed, than a shoebox sorted in April.
In Prop Archive: Financial Reports. Log expenses with a photo of the receipt on each property, then download a year-end income and expense summary per property for your accountant.
Are your conversations with tenants kept in one place you could search later?
Texts spread across phones are hard to find when you need to show what was agreed and when.
In Prop Archive: Direct Messaging. Messages with each tenant stay on that tenant's record, and you can save a conversation as a PDF with the property's documents.