The client lifecycle.^©

1. 01Sales

   New Lead / Sales

   16 steps

   • Receive New Owner Lead
   • Capture Lead Source + Property Information
   See all 16 steps →

   1. Receive New Owner Lead
   2. Capture Lead Source + Property Information
   3. Send Immediate Lead Response
   4. Create Follow-Up Tasks
   5. Schedule Discovery Call
   6. Qualify Owner
   7. Qualify Property
   8. Identify Owner Goals + Pain Points
   9. Establish Management Expectations
   10. Prepare / Send Management Proposal
   11. Send Property Management Agreement
   12. Follow Up on Unsigned Agreement
   13. Confirm Signed Agreement
   14. Mark Lead Won / Lost
   15. Track Lost Lead Reason
   16. Transition New Client to Owner Onboarding

   Leads to Owner Onboarding

2. 02Onboarding

   Owner Onboarding

   23 steps

   • Send Owner Welcome
   • Introduce Team + Points of Contact
   See all 23 steps →

   1. Send Owner Welcome
   2. Introduce Team + Points of Contact
   3. Send Onboarding Scheduling Link
   4. Schedule Owner Onboarding Call
   5. Collect Owner Information
   6. Collect W-9 / Tax Information
   7. Collect Insurance Documentation
   8. Collect Banking / Payment Information
   9. Collect Initial Owner Contribution / Reserve
   10. Confirm Communication Preferences
   11. Review Management Expectations
   12. Review Owner Responsibilities
   13. Review Maintenance Expectations
   14. Review Accounting / Statement Expectations
   15. Create Owner / Portfolio in PM Software
   16. Activate Owner Portal
   17. Confirm Portal Access
   18. Track Missing Documents / Information
   19. Send Automated Follow-Ups
   20. Determine Property Occupancy
   21. Complete Owner Onboarding Call
   22. Complete Internal Handoff
   23. Transition to Property Onboarding

   Leads to Property Onboarding

3. 03Onboarding

   Property Onboarding

   27 steps

   • Create Property in PM Software
   • Create Unit(s)
   See all 27 steps →

   1. Create Property in PM Software
   2. Create Unit(s)
   3. Verify Property Address + Details
   4. Verify Ownership Information
   5. Gather Existing Property Documents
   6. Gather HOA Information
   7. Gather Warranty Information
   8. Gather Utility Information
   9. Gather Preferred Vendor Information
   10. Collect Keys / Remotes / Access Codes
   11. Establish Key Tracking
   12. Install / Assign Lockbox
   13. Determine Vacant vs. Occupied
   14. Collect Existing Lease if Occupied
   15. Collect Resident Ledger
   16. Verify Security Deposit Information
   17. Verify Current Resident Information
   18. Schedule Initial Inspection
   19. Complete Property Inspection
   20. Document Property Condition
   21. Upload Photos / Documentation
   22. Identify Immediate Maintenance Needs
   23. Confirm Property Compliance Requirements
   24. Complete Internal Quality Control
   25. Route Occupied Property to Resident Transition
   26. Route Vacant Property to Make Ready
   27. Confirm Property Ready for Management

   Leads to Resident Transition / Occupied Property Onboarding, Make Ready / Turn

4. 04Onboarding

   Resident Transition / Occupied Property Onboarding

   21 steps

   • Import / Verify Resident Information
   • Review Existing Lease
   See all 21 steps →

   1. Import / Verify Resident Information
   2. Review Existing Lease
   3. Verify Lease Dates + Terms
   4. Verify Current Rent
   5. Verify Deposits Held
   6. Verify Outstanding Balance
   7. Verify Existing Credits / Charges
   8. Verify Pet Information
   9. Verify Utility Responsibilities
   10. Verify Existing Lease Violations
   11. Introduce New Management Company
   12. Send Resident Welcome
   13. Provide Payment Instructions
   14. Provide Maintenance Instructions
   15. Provide Portal Access
   16. Update Contact Information
   17. Establish Communication Expectations
   18. Confirm Required Documents
   19. Schedule Property Inspection if Needed
   20. Resolve Transition Discrepancies
   21. Complete Resident Handoff

   Leads to Day-to-Day Management

5. 05Lease-Up

   Make Ready / Turn

   25 steps

   • Receive Vacant Property
   • Complete Move-Out / Initial Inspection
   See all 25 steps →

   1. Receive Vacant Property
   2. Complete Move-Out / Initial Inspection
   3. Document Property Condition
   4. Compare Condition to Prior Inspection
   5. Identify Resident-Chargeable Items
   6. Create Turn Scope
   7. Determine Required Repairs
   8. Determine Recommended Improvements
   9. Request Owner Approval
   10. Follow Up on Outstanding Approval
   11. Assign Vendors
   12. Schedule Turn Work
   13. Coordinate Vendor Access
   14. Track Vendor Progress
   15. Review Estimates
   16. Approve Work Within Authority
   17. Escalate Over-Limit Work for Approval
   18. Track Turn Costs
   19. Complete Quality Control Inspection
   20. Identify Incomplete / Failed Work
   21. Send Vendors Back if Needed
   22. Confirm Utilities Are Active
   23. Confirm Property Is Rent Ready
   24. Update Owner
   25. Transition Property to Marketing

   Leads to Marketing

6. 06Lease-Up

   Marketing

   23 steps

   • Confirm Property Is Rent Ready
   • Confirm Marketing Price
   See all 23 steps →

   1. Confirm Property Is Rent Ready
   2. Confirm Marketing Price
   3. Prepare Property Listing
   4. Write Listing Description
   5. Gather / Schedule Professional Photos
   6. Review / Prepare Marketing Photos
   7. Publish Listing to Website
   8. Publish Listing to Syndication Channels
   9. Verify Listing Accuracy
   10. Confirm Showing Instructions
   11. Install / Confirm Lockbox
   12. Activate Showing System
   13. Respond to Prospective Resident Inquiries
   14. Track Showing Activity
   15. Follow Up After Showings
   16. Monitor Lead Volume
   17. Monitor Days on Market
   18. Review Pricing Performance
   19. Recommend Price Adjustment When Needed
   20. Obtain Owner Approval When Required
   21. Update Listing
   22. Receive Applications
   23. Transition Applicant to Leasing

   Leads to Leasing

7. 07Lease-Up

   Leasing

   24 steps

   • Receive Application
   • Confirm Application Completeness
   See all 24 steps →

   1. Receive Application
   2. Confirm Application Completeness
   3. Collect Application Fees
   4. Verify Identification
   5. Run Screening
   6. Verify Income
   7. Verify Rental History
   8. Review Screening Results
   9. Request Missing Documentation
   10. Approve / Deny Applicant
   11. Send Required Applicant Communication
   12. Confirm Pet / Animal Information
   13. Determine Required Deposit
   14. Determine Required Move-In Charges
   15. Set Lease Terms
   16. Prepare Lease Agreement
   17. Prepare Required Addenda
   18. Send Lease for Signature
   19. Follow Up on Unsigned Documents
   20. Collect Holding Deposit / Required Funds
   21. Confirm Lease Execution
   22. Update Property Status
   23. Remove / Update Marketing
   24. Transition Approved Resident to Move-In

   Leads to Move-In

8. 08Lease-Up

   Move-In

   23 steps

   • Confirm Executed Lease
   • Confirm Move-In Date
   See all 23 steps →

   1. Confirm Executed Lease
   2. Confirm Move-In Date
   3. Collect Security Deposit
   4. Collect First Month’s Rent
   5. Collect Pet / Other Move-In Charges
   6. Verify Required Insurance
   7. Confirm Utility Transfer
   8. Send Move-In Instructions
   9. Send Move-In Packet
   10. Schedule Key Exchange
   11. Prepare Keys / Remotes / Access Devices
   12. Complete Pre-Move-In Inspection
   13. Document Property Condition
   14. Confirm Required Repairs Are Complete
   15. Provide Resident Portal Access
   16. Review Maintenance Procedures
   17. Review Resident Expectations
   18. Deliver Keys / Access
   19. Complete Move-In Condition Documentation
   20. Follow Up After Move-In
   21. Notify Owner of Completed Move-In
   22. Request Resident Feedback / Review
   23. Transition to Ongoing Management

   Leads to Day-to-Day Management

9. 09Management

   Day-to-Day Management

   18 steps

   • Receive Resident Requests
   • Receive Owner Requests
   See all 18 steps →

   1. Receive Resident Requests
   2. Receive Owner Requests
   3. Route Requests to Appropriate Team Member
   4. Generate Tasks
   5. Assign Tasks
   6. Track Open Items
   7. Send Status Updates
   8. Follow Up on Outstanding Items
   9. Update Property / Resident Data
   10. Maintain Documentation
   11. Track Important Dates
   12. Monitor Lease Compliance
   13. Monitor Resident Account Standing
   14. Coordinate Internal Handoffs
   15. Escalate Exceptions
   16. Communicate With Owner as Needed
   17. Close Completed Items
   18. Maintain Accurate Property Records
10. 10Management

    Maintenance

    25 steps

    • Receive Maintenance Request
    • Determine Emergency vs. Routine
    See all 25 steps →

    1. Receive Maintenance Request
    2. Determine Emergency vs. Routine
    3. Review Request Details
    4. Request Additional Information
    5. Troubleshoot When Appropriate
    6. Verify Lease / Owner Responsibility
    7. Check Warranty Coverage
    8. Determine Owner Approval Requirement
    9. Notify Owner When Required
    10. Assign Preferred Vendor
    11. Coordinate Resident Access
    12. Schedule Work
    13. Send Appointment Notifications
    14. Track Vendor Acceptance
    15. Follow Up on Unscheduled Work
    16. Track Work Order Progress
    17. Receive Vendor Invoice
    18. Verify Work Completion
    19. Confirm Resident Satisfaction
    20. Review Photos / Documentation
    21. Request Rework if Needed
    22. Apply Resident Charge When Applicable
    23. Update Owner
    24. Close Work Order
    25. Track Vendor Performance
11. 11Management

    Inspections

    19 steps

    • Determine Inspection Type
    • Schedule Inspection
    See all 19 steps →

    1. Determine Inspection Type
    2. Schedule Inspection
    3. Notify Resident
    4. Send Scheduling Reminders
    5. Complete Inspection
    6. Capture Photos
    7. Document Property Condition
    8. Identify Maintenance Issues
    9. Identify Lease Violations
    10. Identify Safety Concerns
    11. Compare Against Prior Inspection
    12. Determine Required Follow-Up
    13. Create Maintenance Requests
    14. Create Lease Violation Process
    15. Notify Owner of Material Findings
    16. Schedule Reinspection When Needed
    17. Verify Corrective Work
    18. Store Inspection Documentation
    19. Close Inspection

    Leads to Maintenance, Lease Violations

12. 12Risk & Collections

    Delinquency

    24 steps

    • Detect Outstanding Balance
    • Verify Current Resident Ledger
    See all 24 steps →

    1. Detect Outstanding Balance
    2. Verify Current Resident Ledger
    3. Confirm Grace Period
    4. Send Initial Past-Due Communication
    5. Send Resident Email
    6. Send Resident Text
    7. Generate Follow-Up Task
    8. Recheck Balance Before Next Action
    9. Send Scheduled Payment Reminder
    10. Update Delinquency Status
    11. Send Required Formal Notice
    12. Document Notice Service
    13. Notify Owner When Appropriate
    14. Recommend Next Action
    15. Obtain Owner Approval When Required
    16. Track Payment Arrangement
    17. Monitor Promise-to-Pay Date
    18. Follow Up on Broken Payment Arrangement
    19. Continue Collection Cadence
    20. Escalate Unresolved Balance
    21. Determine Eviction Eligibility
    22. Transition to Eviction
    23. Close Delinquency When Paid
    24. Route Former Resident Debt to Collections

    Leads to Evictions, Collections

13. 13Risk & Collections

    Lease Violations

    25 steps

    • Receive Violation Report
    • Identify Violation Type
    See all 25 steps →

    1. Receive Violation Report
    2. Identify Violation Type
    3. Document Evidence
    4. Upload Photos / Supporting Documentation
    5. Verify Applicable Lease Provision
    6. Determine Severity
    7. Determine Cure Requirement
    8. Determine Notice Requirement
    9. Send Resident Violation Notice
    10. Clearly Define Required Correction
    11. Establish Cure Deadline
    12. Create Follow-Up Task
    13. Send Reminder When Appropriate
    14. Collect Resident Response
    15. Collect Proof of Correction
    16. Schedule Reinspection When Needed
    17. Verify Violation Has Been Cured
    18. Apply Applicable Charge / Fine
    19. Notify Owner When Appropriate
    20. Track Repeat Violations
    21. Escalate Repeat Offense
    22. Issue Additional Notice
    23. Determine Legal / Eviction Escalation
    24. Document Final Resolution
    25. Close Violation

    Leads to Evictions

14. 14Renewals & Exits

    Renewals

    37 steps

    • Identify Upcoming Lease Expiration
    • Trigger Renewal Process
    See all 37 steps →

    1. Identify Upcoming Lease Expiration
    2. Trigger Renewal Process
    3. Review Resident Account Standing
    4. Review Payment History
    5. Review Lease Violations
    6. Review Maintenance History When Relevant
    7. Schedule Renewal / Annual Inspection
    8. Notify Resident of Inspection
    9. Complete Inspection
    10. Document Property Condition
    11. Identify Outstanding Resident Issues
    12. Review Current Rent
    13. Review Market Rent / Comparable Properties
    14. Determine Recommended Renewal Terms
    15. Contact Owner
    16. Present Renewal Recommendation
    17. Request Owner Decision
    18. Follow Up With Owner
    19. Track Owner Response Deadline
    20. Proceed With Recommended Plan When Authorized
    21. Determine Rent Increase
    22. Confirm Required Notice Period
    23. Send Required Rent Increase Notice
    24. Send Resident Renewal Offer
    25. Track Resident Response
    26. Follow Up With Resident
    27. Determine Renew / Non-Renew
    28. Prepare Renewal Documents
    29. Send Documents for Signature
    30. Follow Up on Outstanding Signatures
    31. Update Lease Dates
    32. Update Rent
    33. Update Charges
    34. Update PM Software
    35. Notify Owner of Completion
    36. Schedule Next Renewal Cycle
    37. Route Non-Renewal to Move-Out

    Leads to Move-Out

15. 15Risk & Collections

    Evictions

    27 steps

    • Confirm Delinquency / Lease Default
    • Verify Required Notice Was Served
    See all 27 steps →

    1. Confirm Delinquency / Lease Default
    2. Verify Required Notice Was Served
    3. Verify Service Date
    4. Track Cure / Notice Period
    5. Recheck Resident Balance / Status
    6. Confirm Resident Has Not Cured
    7. Obtain Owner Approval When Required
    8. Prepare Attorney / Legal Handoff
    9. Send Required Documentation
    10. Track Filing
    11. Track Court Dates
    12. Track Judgment
    13. Communicate Status to Owner
    14. Communicate With Resident When Appropriate
    15. Track Possession Deadline
    16. Receive Eviction / Marshal Date
    17. Schedule Locksmith
    18. Coordinate Property Access
    19. Confirm Resident Vacated or Possession Obtained
    20. Change / Rekey Locks
    21. Document Property Condition
    22. Secure Property
    23. Transition to Move-Out / Make Ready
    24. Update Resident Status
    25. Track Outstanding Resident Balance
    26. Route Balance to Collections When Appropriate
    27. Close Eviction Process

    Leads to Move-Out, Make Ready / Turn, Collections

16. 16Renewals & Exits

    Move-Out

    29 steps

    • Receive Resident Notice
    • Receive / Document Non-Renewal
    See all 29 steps →

    1. Receive Resident Notice
    2. Receive / Document Non-Renewal
    3. Confirm Move-Out Date
    4. Verify Notice Requirements
    5. Notify Owner
    6. Determine Owner Re-Leasing Preference
    7. Send Owner Re-Listing / Turn Preferences
    8. Send Resident Pre-Move-Out Packet
    9. Send Move-Out Instructions
    10. Schedule Move-Out Inspection
    11. Coordinate Key Return
    12. Track Utilities
    13. Complete Move-Out Inspection
    14. Document Property Condition
    15. Compare Against Move-In Condition
    16. Identify Resident-Chargeable Damage
    17. Identify Owner Maintenance
    18. Create Turn Scope
    19. Obtain Estimates When Needed
    20. Calculate Resident Charges
    21. Process Security Deposit
    22. Prepare Deposit Accounting
    23. Return / Charge Deposit
    24. Update Resident Ledger
    25. Update Owner
    26. Request Former Resident Feedback / Review
    27. Route Outstanding Balance to Collections
    28. Route Property to Make Ready
    29. Route Owner to Close-Out if Management Ends

    Leads to Collections, Make Ready / Turn, Owner Offboarding / Close-Out

17. 17Risk & Collections

    Collections

    16 steps

    • Identify Former Resident Balance
    • Verify Final Ledger
    See all 16 steps →

    1. Identify Former Resident Balance
    2. Verify Final Ledger
    3. Confirm Deposit Accounting Is Complete
    4. Send Final Balance Notice
    5. Send Collection Communications
    6. Track Response
    7. Accept / Document Payment Arrangement
    8. Monitor Payment Arrangement
    9. Follow Up on Missed Payments
    10. Send Final Collection Warning
    11. Compile Required Documentation
    12. Send Account to Collections
    13. Update Resident Record
    14. Update Owner When Appropriate
    15. Record Collection Status
    16. Close Internal Collection Process
18. 18Renewals & Exits

    Owner Offboarding / Close-Out

    27 steps

    • Receive Termination Notice
    • Confirm Contractual Notice Requirements
    See all 27 steps →

    1. Receive Termination Notice
    2. Confirm Contractual Notice Requirements
    3. Determine Effective Termination Date
    4. Determine Early Termination Fee if Applicable
    5. Confirm Occupied vs. Vacant
    6. Confirm Property / Resident Status
    7. Schedule Owner Close-Out Call
    8. Determine Whether Owner Is Selling
    9. Offer / Coordinate Agent Referral When Appropriate
    10. Notify Internal Team
    11. Stop / Adjust Active Automations
    12. Resolve Open Maintenance
    13. Resolve Open Resident Issues
    14. Resolve Outstanding Accounting Items
    15. Prepare Final Owner Statement
    16. Hold Funds Needed for Outstanding Turn / Expenses
    17. Transfer Security Deposit Information
    18. Transfer Lease / Resident Documents
    19. Transfer Property Documentation
    20. Transfer Keys / Remotes
    21. Remove / Transfer Lockbox
    22. Coordinate Utility Responsibility
    23. Close Owner Portal / Software Records
    24. Provide Final Documentation
    25. Confirm Management Has Ended
    26. Request Owner Feedback / Review
    27. Complete Internal Close-Out
19. 19Relationships

    Owner Communication

    18 steps

    • Identify Communication Trigger
    • Generate Owner Update
    See all 18 steps →

    1. Identify Communication Trigger
    2. Generate Owner Update
    3. Send Inspection Results
    4. Send Maintenance Updates
    5. Request Approvals
    6. Follow Up on Outstanding Approvals
    7. Send Delinquency Updates
    8. Send Renewal Recommendations
    9. Send Move-Out Updates
    10. Send Turn Updates
    11. Send Leasing / Marketing Updates
    12. Send Financial / Statement Reminders
    13. Track Owner Responses
    14. Create Tasks From Owner Decisions
    15. Update Process Based on Response
    16. Escalate Unanswered Decisions
    17. Document Communication
    18. Maintain Communication History
20. 20Relationships

    Reviews / Raving Fans

    13 steps

    • Identify Successful Milestone
    • Determine Appropriate Review Timing
    See all 13 steps →

    1. Identify Successful Milestone
    2. Determine Appropriate Review Timing
    3. Request Resident Review
    4. Request Owner Review
    5. Follow Up on Review Request
    6. Capture Feedback
    7. Route Negative Feedback Internally
    8. Create Recovery Task When Needed
    9. Track Review Completion
    10. Thank Client / Resident
    11. Identify Referral Opportunity
    12. Request Referral When Appropriate
    13. Document Client Sentiment

© 2026 The PathBuilders. The Client Lifecycle is our original work. All rights reserved.