Tenant and Property Rental Management System

Residential & Commercial Property Management Hub

Property Leasing and Tenant Service Management

Rental Agreement, Payment and Tenant Tracking Module

The Tenant Property Contract Management module is a complete solution for real estate companies, leasing agencies, and property managers to handle their entire rental and tenant operations inside Odoo. It allows businesses to manage all types of properties: residential, commercial, industrial, or plots along with their individual units, availability status, pricing, and ownership details. The system helps maintain a clear structure of buildings, floors, wings, and units, and gives real time visibility into which units are vacant, rented, or under maintenance. Tenant profiles, documents, move in/move out records, and rental history are fully stored.

The module makes rental contract handling extremely easy by allowing users to create agreements that include rent amounts, durations, security deposits, billing cycles, and terms. Monthly rent invoices are generated, and all payments such as rent, deposit, and other charges are tracked clearly with paid/unpaid statuses. Smart buttons allow quick navigation to invoices, payments, tenant history, unit records, property details, and contract renewals. It also manages maintenance workflows, where tenants or staff can report issues, attach photos, track progress, and log repair costs, ensuring every unit’s maintenance history is recorded.

Tenants also get a dedicated Website Portal where they can log in to view their rental contracts. This gives tenants transparency and reduces administrative workload. Overall, the module replaces spreadsheets, manual tracking, and scattered documentation with a clean, organized, and automated system that manages properties, tenants, contracts, payments, and maintenance from start to finish inside one powerful tool.

Main Features:

• Property and Building Management:
  • Add unlimited properties such as residential buildings, commercial towers, shops, offices, warehouses, or plots.
  • Store complete property details including name, type, address, images, amenities, size, and owner information.
  • Organize properties by floors, wings, blocks, or categories.
  • View the current occupancy status of each property.
  • Keep track of how many units each property contains and how many are occupied.
• Unit and Space Management:
  • Create units under each property (e.g., Flat, Shop, Office, Cabin, Warehouse space)
  • Add unit type, category, size, rent amount, and other details.
  • Maintain historical data on previous tenants who occupied the unit.
  • Change unit status automatically based on contract.
  • Track rent amount for each unit.
• Tenant Management:
  • Maintain complete tenant information such as personal details, ID proof, address, contact details, and documents.
  • Track tenant movement (move in / move out) with dates.
  • View past contracts, payments, and maintenance reports for each tenant.
  • Store tenant notes, warnings, and communication history.
• Rental Contract and Agreement Management:
  • Create detailed rental agreements in just a few clicks.
  • Add contract start date, end date, duration, rent amount, deposit, and utility charges.
  • Auto-calculate monthly rent and reminders.
  • Manage contract renewal directly from the form.
  • Track contract expiration and receive alerts before expiry.
  • Maintain full contract history for both tenants and units.
• Rent, Payment, and Deposit Management
  • Record deposit collection and refund.
  • Track each invoice status for tenant.
  • View all payments in one place.
  • Smart buttons for quick access to invoices.
• Maintenance and Service Request Management:
  • Tenants or managers can create maintenance requests.
  • Add issue details, and priority level.
  • Maintain maintenance history for each unit and property.
  • Improve transparency between tenant and management team.
• Tenant Website Portal:
  • The tenant portal allows tenants to securely log in from your website and access everything related to their tenancy, including rental contracts.
• Smart Buttons and Quick Navigation:
  • Every main record such as Property, Unit, Tenant, or Contract—includes quick access buttons that instantly take you to related information like invoices, payments, tenant history, maintenance requests, renewals, or property details.
  • These shortcuts make navigation faster and reduce time spent searching for data.
• Reporting and Analytics:
  • The module provides clear reports to help monitor occupancy rates, monthly rent collection, overdue invoices, maintenance costs, and upcoming contract renewals.
  • These insights help property managers make better decisions and understand business performance at a glance.
• Document and Attachment Management:
  • important documents such as ID proofs, rental agreements, photos of units, property papers contracts are stored in one organized place
  • This ensures easy access, better record keeping, and a paperless workflow.
• For more details, please refer to the screenshots and demo video provided below.

Property Contract Details on Odoo Standard CRM Lead Form

Generate Property Contract Based on Lead Details

Contract Form View Created Based on CRM Lead Details

Comprehensive Contract Form with Property, Broker, and Unit Amenities Details

Comprehensive Contract Form with Property and Unit Terms and Conditions

Comprehensive Contract Form with Contract Document Page

Once the stage is set to Active, the system will display the Create Invoice and Create Commission Bill buttons

Once the user clicks the Create Invoice button, the system will generate the invoice for this contract

The Contract form view includes an Invoice smart button that provides quick access to all invoices generated from this contract

The invoice form view is displayed upon generation, showing the associated contract information

The Contract form view includes a Create Commission Bill button to generate and manage commission invoices associated with this contract

Generating the commission bill redirects the user to the bill form view, showing all related contract information

The Renew Contract button appears only when the contract stage is Expired

A new contract is automatically created upon renewal, including all property, unit amenities, and terms and conditions details

The Transfer Ownership button is displayed only when the contract type is Transfer Ownership and the contract stage is Expired

After the ownership transfer process, the unit owner is updated automatically

Once ownership is transferred shows the Transfer Date on the contract

When ownership is transferred, a tenant history record is automatically created to maintain the ownership timeline

The Contract Kanban View displays each contract as a card with property information, tenant details, stage, and contract status

The Contract List View provides a clear tabular layout showing contract details

The Contract Calendar View displays contract start and end dates on a monthly calendar, helping users track active, expiring, and upcoming contracts visually

The Contract Pivot View helps analyze contracts

Graph View displays contract trends by property, stage, tenant, and revenue

The Activity View displays all pending and completed activities related to each contract for efficient workflow tracking.

Kanban view showing all helpdesk requests

List view showing all helpdesk requests with key details

Graph view visualizes helpdesk requests with key metrics and trends

Pivot view analyzing helpdesk requests across stages, types, and priorities

Activity view showing scheduled actions and follow ups for helpdesk requests

Kanban view of tenant history with property, unit, tenant, and move in/out dates

Tenant History List View displays all tenant records

Tenant history events displayed on a calendar for easy tracking

Tenant history analytics presented in a graph for quick trend analysis

Form view presenting all tenant history details for a selected record

Property configuration menu for managing property details and system settings

Manage and view properties visually through Kanban cards

Form view showing all property details such as type, category, and associated units

The Properties List View displays all properties in a tabular format with key details

Graphical view of all properties with key metrics and categories

Analyze properties by type, category, and status using the Pivot View

Shows scheduled activities, reminders, and follow-ups for each property

Manage Units through the menu found under Configuration

Manage units through a clean Kanban layout showing availability and occupancy

Unit form displays full information about the unit, including property, type, occupancy, pricing, and status

A complete list of units with status, property, and occupancy details

Graphical analysis of property units by status, type, and availability

Pivot view shows unit distribution, availability, and key metrics

Shows all activities and follow-ups associated with each unit

Manage tags for classification under the Configuration menu

Tag List View displaying all tags in a clean tabular format

Manage all amenities from the Configuration section

Manage and review amenities through the list view

Form view to create and edit property amenities

Property and unit type setup available under Configuration

List view showing all property and unit details

Detailed form view for property and unit types

Manage all document classifications under the Configuration menu

Manage and organize document types through the list view

Configure and manage property categories from the Configuration menu

List view of property categories for easy management and quick access

Form view to manage property category details

Configure and manage property wings from the Configuration menu

List view of property wings for easy management and quick access

Form view to manage wing details

Contract form smart buttons help manage associated records like invoices, commission bills, documents, and helpdesk activities efficiently

Quickly navigate to helpdesk tickets linked to this material requisition using the smart button

Smart buttons on the Unit form give access to related Helpdesk requests and Documents for the property

Smart buttons on the Unit form provide access to Contracts, Property details, Documents, Helpdesk requests, and Tenant History

Smart buttons on the Customer form provide access to associated Property details and Helpdesk requests

Material Requisition includes references to Property, Unit, Contract, and Helpdesk for comprehensive record linkage

Access related helpdesk requests via the smart button on the requisition form

Include property-related data on the Material Requisition PDF for comprehensive documentation

Print comprehensive contract details including property, broker, amenities, and terms & conditions in the QWeb PDF

Customers can view their contracts via the portal once they log in, using the standard Odoo portal menu.

Contract List View on the portal allows easy tracking of all contracts for the logged in customer

Portal form view showing contract details along with property, broker, and amenities information

Portal form view showing contract details with property and unit terms and conditions

Contact / Support
Introducing Probuse Consulting Services Pvt. Ltd.

If you need any help or want more additional features, you may contact us through:
Email: contact@probuse.com
Website: www.probuse.com
Skype: mustufa_probuse