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Leasing Tools

Internal guide for handling applications, tours, leasing, and payments using current tools.

Applications​

  • Primary list: Applications page (internal) shows submissions and stages.
  • Log stage, owner, next step, and timestamps for each lead.

Tour deposits (Stripe)​

  • Collect $20 tour deposit via Stripe payment link.
  • Rules: credited to rent if proceeding; refunded if we cancel or reschedule.
  • Record payment link and receipt in the application record.

Lease execution (DocuSeal)​

  • Use DocuSeal to send lease for review/signature.
  • Populate approved pricebook terms (rent, cleaning, guest/pet fees) and correct room/dates.
  • Do not change pricing or discounts outside approved terms.
  • Track signature status in the application record.

Invoicing and payments (Xero/Stripe)​

  • Security deposit: invoice via Xero/Stripe; daily reminder until paid. When paid, block calendars (direct + Airbnb) for the stay.
  • First invoice: due 3 days before lease start (or immediately if closer). Daily reminders when overdue.

Calendars​

  • Maintain unified holds across direct + Airbnb. Use the Calendar tool for visibility; avoid double-bookings.

Evidence and logging​

  • Store links: Stripe receipts, DocuSeal envelope, Xero invoices, and calendar blocks in the application record.
  • Keep incident/issue notes for access or payment escalations if they occur.