Move out and archive a property

Who this is for

Landlords and property managers whose tenant is leaving, or who no longer rent a property. Only an account owner can move a tenant out, archive or restore a property.

Before you start

• Collect the last rent you're owed and decide what happens to the deposit. Moving out doesn't touch the deposit or any invoice. See Security deposits.
• Rent stops being billed as soon as you start a move-out, even if the move-out date is later. Start it once the last rent has been billed.
• To archive a property, everything on it must be finished: no active, upcoming or draft lease, no invoice with money owed, no open maintenance request, no open application, and no check or cash not yet deposited.

Steps

Move a tenant out

1. Open the lease and click Move Out.
2. Fill in Move-Out Date and, if you want, Notes, then click Initiate Move-Out. The lease shows Terminated.
3. When the unit is empty, click Complete Move-Out. The lease shows Expired and the unit is vacant.

Archive a property

1. Open the property and click Archive.
2. Read what archiving does and click Archive property.
3. To bring it back, open it from the Archived list on the Properties screen and click Restore.

Example

Ben Cole tells Lena Park he's leaving 40 Cedar Street, Unit 3 on May 31. His May rent of $1,450.00 was billed on May 1 and is paid. On May 2, Lena clicks Move Out, sets the Move-Out Date to May 31 and writes "Tenant gave 30 days' notice". No June rent is billed. On June 1, after the walk through, she clicks Complete Move-Out and the unit is vacant again, ready to list.

Later Lena sells 12 Oak Avenue. There are no leases, no money owed and no open requests on it, so she clicks Archive and then Archive property.

What happens next

• After a move-out, the unit is vacant and can be listed again. See List a unit for rent.
• An archived property is hidden from your property lists and pickers. Its listing is unpublished and comes down from listing sites. It stops being charged monthly fees and stops counting toward your plan.
• Its history is kept: leases, payments, statements, reports and documents still show everywhere, including the tenant and owner portals.
• Nothing new can be added to an archived property: no lease, unit, listing, lead, expense, maintenance request or owner. Restore it first.
• Restoring brings it back to your lists. Its listing stays unpublished until you publish it again.

If something looks wrong

• "This property can't be archived yet: it has …" The message names what is still open, such as "an invoice with money owed" or "a payment not yet deposited". Close those first, then archive it.
• "Restoring it would go over your plan." Upgrade your plan or archive another property first.
• "This property is archived. Restore it before adding anything to it." Click Restore first.
• "This property can't be deleted because it has … Its history has to be kept." A property or unit with leases, payments or other records can't be deleted. Archive it instead.
• Rent stopped too early. Rent isn't billed once a move-out has started, and Create Invoice lists active leases only. Start the move-out after the last rent has been billed.