Renewal Management System

Lease renewal software simplifies end-of-lease tasks like sending lease renewal notices and tracking agreements. By automating these workflows, multifamily property operators can avoid errors and delays, improve efficiency, and reduce costly tenant turnover.

As an intelligent lease renewal optimization software, our Renewal Management System (RMS) takes this one step further — going beyond basic tenant communication automation to predict resident intent, optimize outreach timing, and personalize renewal offers. With e-signature collection, compliance monitoring, deadline tracking, and flexible pricing and incentive frameworks in one place, you can apply smarter tenant retention strategies seamlessly across multifamily portfolios.

Renew’s RMS uses AI-powered property management workflow automation to handle up to 70% of lease renewals without staff involvement.

In the tenant portal, renewing residents can view and accept their lease renewal agreement​, update personal details, and add rentable items like parking or storage. Automated reminders and e-signatures replace manual follow-ups, with all activity written back to your Property Management System (PMS) for faster decisions, fewer errors, and stronger compliance.

For departing residents, RMS streamlines the full notice-to-vacate (NTV) flow — from selecting move-out dates and reasons for leaving to providing forwarding addresses and signing required forms, all synced to your PMS for compliance and clarity.

And because not every non-renewal is truly lost, Renew Marketplace (included in RMS) helps match residents with in-portfolio options — turning move-outs into move-ins and helping operators retain valuable renters.

In RMS, lease renewal pricing is always controlled by the operator. Pricing rules are ingested directly from your PMS, ensuring offers are accurate, compliant, and easy to adjust. Operators can keep pricing static or choose time-based pricing for tiered, dynamic options that encourage faster decisions and maximize revenue.

By pairing operator control with lease automation — from delivery to reminders and tracking — RMS turns renewal pricing into a flexible strategy that boosts conversion rates, supports stronger tenant retention strategies, and grows NOI across multifamily portfolios.

RMS integrates with leading PMSs like Yardi, Entrata, ResMan, and RealPage. Data flows bi-directionally: renewal offers, NTV forms, insurance uploads, and resident responses are all written back to the PMS, eliminating double entry, ensuring compliance, and powering centralized leasing renewal data portfolio-wide.

RMS is a specialized layer of property management technology that makes your existing Customer Relationship Management (CRM) and PMS smarter. Where a basic apartment leasing CRM is built to capture leads, manage prospect interactions, and drive move-ins, it doesn’t address the most impactful point in the resident lifecycle: the renewal moment. Lease renewals make up nearly half of rent roll, with every resident reaching this decision point each year.

Unlike other apartment leasing CRMs, RMS was built to treat renewals as a strategic growth lever, not just an administrative task. It automates the routine steps — offers, e-signatures, compliance, and notices — while adding predictive insights, dynamic renewal pricing options, and upsell opportunities. By turning renewals into moments of loyalty and revenue, RMS helps operators reduce vacancy loss, keep quality residents longer, and generate NOI growth in ways a generic CRM or PMS alone can’t.

RMS is built to handle the renewal scenarios where most lease renewal software falls short. For roommate move-outs, automated workflows generate release documents, split decisions, and updated agreements, so remaining residents can continue seamlessly. For month-to-month (MTM) leases, RMS applies customizable strategies that turn volatility into stability using renewal pricing options and targeted tenant retention strategies to secure longer terms.

By centralizing these complex paths alongside standard renewals, RMS reduces manual work, ensures compliance, and helps operators protect occupancy and NOI across multifamily portfolios.

With RMS as your lease renewal optimization software, measurable benefits show up fast. RMS automates up to 70% of renewals, enabling teams to capture more income with less manual work. Results include renewal and NTV decisions made an average of 30 days sooner, in-unit retention gains of 3%, and renewal rates 7% higher than non-RMS properties.

Teams scale efficiently — with RMS, one specialist can manage 8–10k units — while portfolios save an average of $55K annually per 250-unit property. These gains translate into higher renewal conversion, quicker resident decisions, and reduced vacancy loss. And with the help of the Renew Revenue Ecosystem, Renew property operators see meaningful other income lift through upsells and rentable items, too.