When an owner leaves your management, a few steps need to happen in the right order so nothing keeps running on their properties. Recurring charges, autopay pulls, listings, and maintenance requests can all continue after the owner is gone if they aren’t switched off first. This article walks through the full checklist from start to finish.
Before you begin: Confirm the effective offboarding date with the owner, and have your final owner statement and any outstanding balances ready. Complete the steps below in order, since several depend on the ones before them.
Part 1: Stop activity on the property
1. Turn off autopay
Disable autopay for every tenant on the owner’s properties so no further rent is collected automatically. Do this first, so no payments are pulled after the lease end date or after the owner’s final payout.
2. End the leases
End every active lease on the owner’s properties, using the offboarding date as the lease end date. Ending leases first makes the later cleanup steps (recurring entries, deactivating tenants) much cleaner.
3. Deactivate the tenants
Once their leases are ended, deactivate the tenants tied to those leases. Check that each tenant’s balance is settled or accounted for before you deactivate them.
4. Remove the property from recurring tasks
Go through your recurring tasks and remove the owner’s properties from any that include them, such as inspections or routine reminders. If a task covers several properties, remove only the offboarded property so the task keeps running for your other owners.
5. End recurring maintenance requests
End any recurring maintenance requests for the property so no new work orders are generated after offboarding.
6. End recurring entries
End the recurring accounting entries for the property, such as recurring charges, fees, or expenses. Check each property and unit so none are missed.
7. Close the listings
Close any active listings for the owner’s properties so they no longer appear as available.
Part 2: Complete the accounting
8. Finish accounting tasks and payments
Before the owner is deactivated, make sure all accounting is complete:
Post any outstanding charges, bills, and income for the property.
Complete all pending payments, especially owner payments. Make sure the owner’s final payout has gone out and their balance is reconciled.
Confirm there are no unpaid vendor bills or open items still tied to the property.
Once the owner is deactivated, it becomes much harder to make changes, so double-check this step before moving on.
9. Remove the reserve fund from the property’s asset list
If the property has a reserve fund, remove it from the property’s asset list. Make sure the reserve balance has been returned to the owner or otherwise settled first.
Part 3: Remove the owner and property
10. Remove the asset from the owner’s page
Open the owner’s page and remove the property (asset) from their profile. This unlinks the property from the owner.
11. Deactivate the owner
With the assets removed and the accounting complete, deactivate the owner.
12. Disable the units or the property
You now have two options:
Disable the units yourself. If you only need to disable individual units, you can do that directly.
Request that Propra Support disable the entire property. To disable the whole property, contact Propra Support and include the property name and address and the owner’s name.