Set up TenantBay in the right order.
Start with the records everything else depends on: properties, tenants, leases, and payments. Expand from there once the core is stable.
Setup sequence
Seven steps to a working operation.
Create your account and pick a plan
Sign up free: the Basic plan covers up to 3 properties and the core platform (Homes, Tenants, Leases, Payments). Upgrade to Pro when you need more properties, automation, e-sign, RepairBay, and AI.
Add your properties in Homes
Start in the Homes module. Add each property with its address, rent amount, and unit setup. Choose whole-home or room-by-room rent mode. This is the anchor record, and everything else links back to it.
Set up your tenants and link them to properties
Add tenant profiles in the Tenants module and assign them to the relevant property and unit. Upload any existing documents, set the move-in date, and mark the tenancy as active. This gives you a single record per tenant.
Capture and qualify incoming inquiries
Configure your Inquiries inbox to receive leads from WhatsApp, Facebook Marketplace, SMS, and phone. The AI prescreening layer surfaces the strongest prospects. Use the visit scheduler to coordinate tours without leaving the platform.
Create and sign leases
In the Leases module, choose a template (Ontario Standard Lease or custom) and generate the PDF, which auto-fills tenant and property data, then send it for e-signature. Both parties receive a signed copy. The signed lease is stored against the tenant record.
Activate rent tracking and reminders
In Rent & Payments, set the expected rent and due date per tenant. On the Pro plan, activate automation rules: rent due in 3 days sends an SMS/email reminder; payment overdue sends a follow-up notice. These run automatically every billing cycle.
Expand into the rest of the platform
Once the core workflow is stable, open RepairBay for maintenance job bidding, Utility Bills for cost tracking, Analytics for portfolio-level visibility, and TenantBay AI for natural language queries across your data.
Module reference
What each area of TenantBay is for.
Homes
Property setup, rent mode, unit structure, occupancy status.
Tenants
Profiles, assignments, document storage, active status.
Inquiries
Multi-channel lead intake, AI prescreening, visit scheduling, conversion.
Leases
Template library, PDF generation, e-signature, signed record storage.
Rent & Payments
Expected rent, received payments, overdue tracking, export.
Automation
Trigger rules for reminders, notices, and recurring comms.
RepairBay
Vendor marketplace, job bidding, maintenance cost logging.
Analytics
Occupancy, payment rates, inquiry conversion, cost trends.
AI Assistant
Natural language queries across your portfolio data.
Utility Bills
Monthly cost logging per property with threshold alerts.
Schedule
Calendar for visits, inspections, lease events, and renewals.
Issues & Visits
Maintenance issue tracking, 24-hour entry notices, resolution logging.