Renewals with Clara

On Oct 20 you asked us to prepare each renewal package, but not send it until you review it. That is the plan: Clara does the typing and checking in your AppFolio, and nothing goes to a tenant until you press Send.

For the Western Slope office · October 2026

Today, and the first step

TODAYThe office does it allFIRST STEPClara builds, you send90 DAYSOUTLEASEENDSMonday boardupdated by handClara's listkept currentMeeting decidesrent and term, per leaseMeeting decidesas todayPrice email typedthen texts and callsClara builds packetright after the decisionWait and chaseweeks of follow-upsYou press Sendthe packet is the offerTenant says yesinside AppFolioAppFolio remindson its ownOffice builds offertemplate, 6 fields typedTenant signsWait for signatureresends in batchesNo second roundJay countersignsJay countersignsas todayKat posts by handrent, fee datesAppFolio posts rentfee date still by handby handwaitingClarayour office
Today every lease gets two rounds of typing and waiting: the outreach, then the offer after the yes, which alone is about 10 minutes of clicking. In the first step the offer is built once, right after your meeting, and waits for your Send.

The first test: one unit at a test property in your AppFolio. Packets in December, for leases starting in March.

More detail, one picture each:

What Clara fills inYour template, your blanks, your rulesOpen
Your renewal page has six blanks. Clara fills three, suggests the start date and rent (you can change either), and leaves special provisions to you.
Long termFour stages, each one your callOpen

Every stage is turned on by your office, never by us, and only after the one before it works.

1STARTS DECEMBERClara prepares,you press SendOne test unit, March leases2WHEN YOU SAY SOClara sends theroutine renewalsExceptions come to you3WHEN YOU SAY SOThe whole renewalconversationOffer, replies, reminders4WHEN YOU SAY SONew leases,the same wayFrom your approvalYou turn each stage on.Until you do, nothing changes.Each step up needs the one before working.1STARTS DECEMBERClara prepares, you press SendOne test unit, March leasesyou turn it on2WHEN YOU SAY SOClara sends the routine renewalsExceptions come to youyou turn it on3WHEN YOU SAY SOThe whole renewal conversationOffer, replies, remindersyou turn it on4WHEN YOU SAY SONew leases, the same wayFrom your approvalYou turn each stage on.Until you do, nothing changes.
1Clara prepares, you press SendStarts December
Clara does
Fills the six blanks in your AppFolio, checks every value on the finished page, parks it unsent and leaves you a note.
You do
Review each packet and press Send.
Never without you
Anything reaching a tenant. Clara never presses Send.
Before it turns on
Your OK for one test unit at a test property in your AppFolio.
2Clara sends the routine renewalsWhen you say so
Clara does
Sends routine renewals on your rules: a 12-month term, the renewal rent stored in your AppFolio, your respond-by day, special provisions blank. She re-reads each packet right before sending.
You do
Handle the exceptions she brings you: lease start dates that disagree, a rent missing or at zero, a blank she cannot fill, a lease that already ended, any unit you mark hands-on.
Never without you
An offer your office started or parked. Yours always wins; Clara never sends it.
Before it turns on
Stage 1 working on your own packets. You turn it on property by property.
3The whole renewal conversationWhen you say so
Clara does
Texts the offer and reminders from your AppFolio number, reads the tenant's yes or no, and stops reminders once they answer (built, tested on our test property). Tells your office: staying goes to the leasing team, not renewing goes to the office with the notice instruction (built, being tested). Skips any lease a teammate already reached out on, and tracks the countersign on your list (planned).
You do
Countersign, as today.
Never without you
While review mode is on, every text, reminder and reply waits for your approval (built).
Before it turns on
Your yes. You can start in review mode and switch it off later.
4New leases, the same wayWhen you say so
Clara does
When you approve an applicant in AppFolio, prepares the lease from your template, parks it unsent and tells your office it is ready. Later step: she sends it, and the applicant gets the congratulations text and email right after.
You do
Check the lease and press Send. Countersign, as today.
Never without you
Anything reaching the applicant before you press Send. No congratulations until the lease is out.
Before it turns on
Checks before every lease: the unit is empty, the dates and proration match your rule, rent is above zero. Off until you turn it on.
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