Getting Started
Welcome to RentPal
RentPal is a web-based property management system designed for landlords, agents, and tenants. It helps you track leases, manage rent payments, log expenses, monitor maintenance services, and share information securely â all from one clean interface.
What RentPal does
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Lease Management
Create and manage leases per property. Each lease stores the tenant, address, rent amount, payment day, deposit info, start/end dates, and any additional notes.
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Payment Tracking
Log and track monthly rent payments with statuses: Pending, Paid (by tenant), and Received (confirmed by landlord/agent).
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Services & Maintenance
Track recurring services (e.g. aircon servicing, pest control) per property, with frequency tracking and service history records.
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Expense Tracking
Log property expenses by category. Mark expenses as public (visible to tenant) or private. View them in the financial summary.
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Financial Summary
Per-lease financial overview showing total rent value, collected amount, expenses, and net rental income â with a progress bar.
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Tasks Dashboard
Cross-lease overview of overdue and upcoming payments and services, so you always know what needs attention today.
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No app download neededRentPal runs entirely in your web browser. Just visit the link and log in with your access token.
Getting Started
Accessing RentPal
RentPal uses a token-based login system. There are no passwords â instead, you receive a personal access token (or link) that identifies you.
Registering (New Users)
If you're a new landlord or agent, you register directly on the RentPal login screen:
1
Open RentPal
Navigate to the RentPal app URL in your browser.
2
Click "Register"
Switch to the Register tab on the login screen.
3
Enter your name and email
Fill in your full name and a valid email address, then click Register & Get Token â.
4
Check your email
You'll receive an email with your personal access link. Check your spam/junk folder if it doesn't appear within a few minutes.
5
Complete your profile
On first login you'll be prompted to confirm your email and optionally add a phone number. Save this to receive your permanent access link.
Logging In (Returning Users)
Once registered, you can log in using either your access link or your token:
A
Via your access link
Click the personal link emailed to you â it looks like yoursite.com/rentpal/?token=abc123âĻ. You'll be logged in automatically.
B
Via the Enter Token tab
Go to RentPal, stay on the Enter Token tab, paste your token, and click Access My Leases â.
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Keep your token privateYour token is your login. Anyone with it can access your leases. Never share it publicly. You can view it anytime from your Profile.
Tenants: No Registration Required
Tenants do not register themselves. Instead, the landlord or agent generates a unique access link from the Members tab of the lease and shares it with the tenant directly. The tenant simply clicks that link to access their lease view â no account or password needed.
Getting Started
User Roles
RentPal supports three distinct roles. Each role sees a tailored view of the same lease data.
Role Overview
| Feature | Landlord | Agent | Tenant |
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| View lease details | â | â | â |
| Create / edit leases | â | â (if manager) | â |
| Add / generate payments | â | â | â |
| Mark payment as Paid | â | â | â |
| Confirm payment as Received | â | â | â |
| Manage members | â | â (if manager) | â |
| View services | â | â | â (limited) |
| Manage services | â | â | â |
| View expenses | â | â | â (public only) |
| Add / manage expenses | â | â | â |
| Financial Summary | â | â | â |
| Export / Import lease | â | â (if manager) | â |
| Dashboard tasks view | â | â | â |
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Manager flagWithin Agent and Landlord roles, a user can be designated as the Lease Manager. Managers have full edit access, including adding/removing members and editing lease details.
Dashboard
Dashboard Overview
After logging in, you land on the Dashboard. This is your home screen â it shows all leases you are associated with, organised by status.
Lease Status Tabs
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Tasks
Cross-lease view of overdue and upcoming payments and service due dates across all your properties. This is the default tab.
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Active
Leases where today's date falls within the lease start and end dates.
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Upcoming
Leases whose start date is in the future.
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Expired
Leases that have passed their end date. These appear slightly dimmed but remain accessible for records.
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Ledger
A consolidated financial ledger across all your leases â total rent, collected, outstanding, and net figures.
Lease Cards
Each lease is shown as a card displaying the property name, address, monthly rent amount, and a payment status badge. Cards with overdue payments show a red â Overdue badge, while fully paid leases show a green â All Paid badge.
Click any lease card to open the Lease Detail View.
Creating a New Lease
Click the + New Lease button in the dashboard header to open the New Lease form. See the Creating a Lease section for full details.
Dashboard
Tasks Tab
The Tasks tab is the first thing you see when you log in. It gives you an at-a-glance list of everything that needs your attention across all leases â without having to open each one individually.
What appears in Tasks
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Overdue Payments
Any payment period that has passed its due date and is still in Pending status. Shown with the property name and tenant.
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Upcoming Payments
Payments due in the near future â useful for planning reminders before rent day.
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Services Due
Maintenance services that are due or overdue based on their frequency and last completed date.
From the Tasks tab, you can take quick actions directly â such as marking a payment as received or sending a WhatsApp reminder â without opening the full lease detail.
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Start here every dayCheck the Tasks tab each morning for a fast overview of what's pending across your entire property portfolio.
Lease Management
Creating a Lease
A lease in RentPal represents one rental agreement â one property, one group of tenants. You can have as many leases as your plan allows.
Steps to create a lease
1
Click "+ New Lease"
Found in the top-right area of the Dashboard.
2
Fill in property details
Enter the Property Name (e.g. "Unit 3A â Skyline") and the full Address.
3
Set rent and payment day
Enter the Monthly Rent amount and the Payment Day (1â31). If you set day 29â31, RentPal automatically uses the last day of the month for shorter months.
4
Set lease dates
Enter the Start Date and End Date of the tenancy.
5
Add deposit info (optional)
Free-text field for deposit amount, status, or notes (e.g. "2 months deposit paid").
6
Add additional info (optional)
A notes field visible to all members of the lease. Useful for utilities included, house rules, or agent notes.
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Save the lease
Click Create Lease. Payment periods are auto-generated monthly from start to end date.
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Auto-generated paymentsWhen a lease is created, RentPal automatically generates one payment entry per month for the duration of the lease â all starting in Pending status. You don't need to add them manually.
Editing a Lease
Open the lease, then click the Edit Lease button (pencil icon) in the lease detail header. You can update the property name, address, rent amount, payment day, deposit info, and additional notes. Only lease managers can edit lease details.
Lease Management
Lease Detail View
Clicking a lease card opens the Lease Detail View â the main workspace for a single property. It shows all key information and contains several tabs for different aspects of the lease.
Stat Bar
At the top of the detail view is a stat bar showing key figures at a glance:
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Lease dates â start and end of the tenancy
- đŗ Monthly rent and payment day
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Payments received count out of total
- đĻ Deposit info (if set)
- đŦ Additional info â notes from the landlord/agent
Tabs
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Payments
Monthly payment records. Shows due date, status, paid date, and received date. Actions depend on your role.
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Members
All users linked to this lease (tenants, landlord, agent). Managers can add/remove members and generate tenant access links.
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Services
Recurring maintenance services with frequency tracking, last service dates, and service record history.
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Expenses
Property-related costs. Categorised, dated, and marked as public or private. Supports proof-of-payment file uploads.
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Summary
Financial overview of the lease â total rental value, amount collected, total expenses, and net income.
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On mobileThe stat bar collapses on small screens to save space. Tap the toggle arrow to expand or collapse it.
Lease Management
Members
The Members tab shows all users linked to a lease. Each lease can have multiple members with different roles â for example, one agent (manager), one landlord, and one or more tenants.
Member roles
Each member has a role displayed as a badge:
Landlord Agent Tenant
The Manager badge indicates the primary responsible party who can edit the lease and manage members.
Adding a member
1
Open the Members tab
Inside the lease detail view.
2
Click "Add Member"
Opens the Add Member form.
3
Type the person's name
RentPal will autocomplete from existing registered users. If they're not yet registered, add their name manually.
4
Select their role
Choose Tenant, Landlord, or Agent.
5
Save
The member is added to the lease and can access it with their token.
Generating a Tenant Access Link
For tenants who need their own login link, click the đ Link button next to the tenant's name in the Members list. This generates a unique, secure URL you can copy and send directly to them via WhatsApp, email, or SMS.
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Each tenant gets a unique linkThe link is tied to that specific user. Do not share one tenant's link with another person.
Payments
Payment Tracking
The Payments tab is the core of RentPal. It shows a row for each monthly payment period in the lease, from start date to end date.
Payment Statuses
| Status | Meaning | Set by |
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| Pending | Payment not yet made or recorded | Default / system |
| Paid | Tenant has marked payment as made | Tenant or Landlord/Agent |
| Received | Landlord/Agent has confirmed money received | Landlord / Agent only |
| Overdue | Due date has passed and payment is still Pending | System (automatic) |
How the payment flow works
1
Tenant marks payment as Paid
When rent is sent, the tenant clicks Mark as Paid on their payment row. They can optionally select or confirm the paid date.
2
Landlord/Agent confirms receipt
Once the money arrives, the landlord or agent clicks Mark Received on the same payment row to confirm.
3
Payment is fully resolved
The row turns green with a Received badge and the received date is logged.
Resetting or undoing a payment
Landlords and agents can reset a payment status back to Pending if a payment was incorrectly marked. Look for the reset/undo option on the payment row (only available to managers).
Adding missing payment periods
If a payment period is missing (e.g. the lease was extended), managers can use the Add Payment button to manually add a period with a specific due date.
Payments
WhatsApp Reminders
RentPal makes it easy to send rent reminders directly via WhatsApp â no copy-pasting needed. The message is pre-filled with the tenant's details and the outstanding amount.
How to send a reminder
1
Open the lease
Navigate to the relevant lease from the Dashboard.
2
Go to the Payments tab
Find the overdue or upcoming payment row.
3
Click the WhatsApp button
The green đŦ WhatsApp button on the payment row will open WhatsApp (web or app) with a pre-filled message addressed to the tenant.
4
Review and send
The message includes the tenant's name, property, amount due, and due date. Edit if needed, then press Send.
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Phone number requiredThe WhatsApp button uses the tenant's phone number stored in their RentPal profile. Make sure the tenant has a phone number set when they complete onboarding.
Services & Expenses
Services & Maintenance
The Services tab lets you track recurring property maintenance â things like aircon servicing, pest control, plumbing inspections, and more.
Adding a service
1
Open the Services tab
Inside the lease detail view.
2
Click "Add Service"
Fill in the service name (e.g. "Aircon Servicing") and the frequency in months (e.g. 3 for every quarter).
3
Save
The service appears in the list with its frequency and next due date.
Logging a service record
Click on a service to expand it. You'll see the service history â past completion records. Click Add Record to log a new service completion with the date and any notes.
Service status badges
OK â Serviced recently, next due date is in the future.
Due Soon â Service due within the next 30 days.
Overdue â Service due date has passed.
Services & Expenses
Expense Tracking
The Expenses tab lets landlords and agents log costs related to a property. Expenses are categorised, dated, and can be marked as visible or hidden from the tenant.
Adding an expense
1
Open the Expenses tab
Inside the lease detail view.
2
Click "Add Expense"
The expense form opens.
3
Fill in details
Enter the Category (e.g. Repairs, Utilities, Insurance), a short Description, the Amount, and the Date.
4
Set visibility
Choose Public (tenant can see it) or Private (only landlord/agent). Private expenses are useful for management fees or owner-only costs.
5
Upload proof (optional)
Attach a receipt or invoice file. It can be viewed later by clicking the proof icon on the expense row.
6
Save
The expense is logged and included in the Financial Summary.
Expense visibility
Public â Visible to the tenant in their lease view.
Private â Only visible to the landlord and agent.
Services & Expenses
Financial Summary
The Summary tab gives you a complete financial picture of a single lease â how much rent was expected, how much was collected, what was spent, and what's the net result.
Summary cards
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Total Rental for Lease
The full rent value across all payment periods. Calculated as: number of periods à monthly rent.
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Total Collected
Sum of all payments in Received status. Includes a progress bar showing the collection percentage.
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Total Expenses
Sum of all logged expenses for this lease (both public and private).
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Net Rental Income
Total Collected minus Total Expenses. Shown in green if positive, red if negative.
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Summary is per-leaseThe Summary tab reflects only the current lease. For an aggregate view across all properties, use the Ledger tab on the Dashboard.
Tenants
Tenant Guide
This section is specifically for tenants. You don't need to create an account â your landlord or agent will send you a personal access link.
How to access your lease
1
Receive your link
Your landlord or agent will send you a unique access link â usually via WhatsApp, email, or SMS.
2
Click the link
It opens RentPal and logs you in automatically. You'll see your lease details immediately.
3
Bookmark it
Save the link in your browser or as a home screen shortcut so you can return easily anytime.
What you can see
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Lease Details
Property name, address, rent amount, payment day, lease dates, deposit info, and any notes from your landlord.
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Payment History
All your monthly payment records, including statuses (Pending, Paid, Received) and dates.
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Public Expenses
Any property expenses your landlord has marked as visible to you.
How to mark your rent as paid
1
Go to the Payments tab
You'll see all your monthly payment rows.
2
Find the current month
Locate the row showing status Pending for this month's rent.
3
Click "Mark as Paid"
A date picker may appear to confirm the payment date. Select the date you transferred the rent and confirm.
4
Wait for confirmation
Your landlord or agent will update the status to Received once they confirm the money has arrived.
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Save your link securelyYour access link is your personal login. Treat it like a password â don't share it with others.
Account
Profile & Token
Your profile holds your name, email, phone number, and your personal access token. You can view and update these at any time.
Opening your profile
Click your name in the top-right header of the app. This opens the Profile modal.
What's in the profile
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Name & Contact
Update your display name, email address, and phone number. Your phone number is used for WhatsApp reminders sent by your landlord.
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Access Token
Your token is displayed here in full. Copy it to use as a quick login without the full link.
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Access Link
Your full personal login URL. Copy and save this â it lets you log in from any device instantly.
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Plan Badge
Displays your current subscription plan (e.g. Free, Professional, Agency).
Logging out
Click your name in the header, then select Logout from the profile dropdown. Your session is cleared and you'll be returned to the login screen.
Account
Import & Export
RentPal allows you to export a lease as a JSON file and import it back â useful for backups, migrations, or copying a lease template.
Exporting a lease
1
Open the lease
Navigate to the lease you want to export.
2
Click "Export"
Found in the lease detail header actions. The lease data (details, members, payments, services, expenses) is downloaded as a .json file.
Importing a lease
1
Click "Import" on the Dashboard
The Import button appears in the dashboard header (only available on plans that support import).
2
Select your JSON file
Drop or choose a previously exported RentPal .json file.
3
Confirm import
Click Import. RentPal creates a new lease from the file, restoring members, payments, services, and expenses.
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Import creates a new leaseImporting does not overwrite an existing lease â it always creates a brand new one. You'll need to remove the old lease manually if it was a duplicate.
Account
Theme & Appearance
RentPal supports both a Light and Dark theme. Your preference is saved automatically and remembered the next time you visit.
Switching themes
Click the theme toggle button â shown as âī¸ (to switch to light) or đ (to switch to dark) â located in the top-right corner of the app header. Your preference is stored in your browser and will persist across sessions on the same device.
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Default themeRentPal defaults to Light mode on first visit. If your device is set to dark mode in its system settings, RentPal may automatically apply the dark theme on first load.
RentPal User Guide â for support, visit the contact page.