Send a checklist for rental applications, proof of income, and insurance certificates. Applicants and owners upload without an account. You see every unit's status at a glance.
$7.99/month flat · unlimited clients · no client login required
Property management runs two document flows at once: applicants trying to secure a unit, and owners who need to be chased for everything. The applicant side is time-critical — a vacancy costs money every day it stays open, and the applicant with the fastest complete file usually gets the unit. The owner side is chronic rather than urgent, but it's where insurance certificates lapse and tax documents go missing. Both are checklist problems, not communication problems.
Use this as a starting template — in ClientBrief you save it once and send it to every client, rather than retyping it into a new email each time.
Keep separate checklists for applicants, lease renewals, owner onboarding, and vendor compliance — the items don't overlap and mixing them slows everything down. Send the applicant checklist the moment someone expresses interest, since speed of complete submission is what decides most competitive units. Applicants and owners upload from a phone without registering. Because pricing is flat rather than per client or per unit, running this across an entire portfolio doesn't change what it costs.
What documents should I collect from a rental applicant?
Photo ID for every adult applicant, proof of income such as recent pay stubs or an offer letter, two months of bank statements, previous landlord references, and the completed signed application. A renters insurance certificate is typically required before move-in rather than at application.
What do I need from a new property owner?
Proof of ownership or the property deed, a current property insurance certificate, a completed W-9 for tax reporting, existing lease agreements with tenant contact details, and any warranties or service contracts attached to the property.
Does the price change with the number of units?
No. ClientBrief is $7.99/month flat with unlimited clients and unlimited checklists, so managing 12 units and managing 400 cost the same. That's the main structural difference from tools priced per user or per property.
Can I track outstanding documents across multiple properties?
Each engagement is its own checklist with its own status, so you can see which applicants, tenants, and owners have outstanding items across the portfolio from one dashboard rather than reconstructing it from email.
Can applicants upload from a phone?
Yes, with no account to create. That matters for applications specifically — an applicant viewing a listing on a phone can start submitting documents immediately rather than waiting until they're at a computer.
Related reading
Last updated August 2026 · See all industries