Listings on your channels and connected listing services
Solutions · Leasing & Sales Teams
Lease faster. Never retype a thing.
Carry each prospect from inquiry to application, screening, signed contract and renewal in one continuous record, and run unit sales from lead to closing in the same place.
My leasing pipeline · this weekAll properties
- New leads42
- Tours19
- Applications11
- Signed7
Where leasing time goes
Leasing teams lose hours to things that aren't leasing: re-entering applicant details, chasing documents, emailing PDFs for signature, building renewal lists in spreadsheets and answering finance about charges set up wrong. RIOO removes the retyping and the chasing, so agents spend their time with prospects.
How RIOO helps
One continuous record. The inquiry becomes the application, which becomes the lease, which becomes the resident profile. Nothing is re-keyed.
Applications and screening. Online applications, document capture, property-level criteria and screening through connected providers. Approved applicants can move to another unit without restarting.
Digital contracts. Generate from templates, add clauses, collect e-signatures from co-applicants and guarantors anywhere.
Renewals that start themselves. Workflows trigger at your chosen lead time, with proposed terms and notices.
Correct charges from day one. The signed lease creates rent, deposits and fees automatically.
A sales pipeline too. Leads, quotes, closing packages and approvals, with ownership updates on close.
Unified customer view →Tenant acquisition & screening →Contracts & renewals →Contracts & renewals →Lease to ledger →Property sales →
How it works
How your pipeline runs
- 01
Inquiry
is captured and assigned.
- 02
Showing
is scheduled and logged.
- 03
Application
is completed online with documents.
- 04
Screening
runs, and the decision is recorded.
- 05
Signature
is collected from every party.
- 06
Handover
to move-in, with charges already set up.
- 07
Renewal
starts automatically when the time comes.
How it works
How does a unit transfer work for an approved applicant?
A unit transfer for an approved applicant moves the application, screening decision and documents to a different unit without restarting the process. RIOO keeps the approval on the applicant's record, so if the preferred unit is taken or a better fit appears, the agent changes the unit and the lease is generated with the new rent and charges.
- 01
Choose the new unit
Select an available unit that matches the applicant's approval criteria.
- 02
Check affordability
Confirm the new rent still meets the income criteria the approval was based on.
- 03
Update the application
The unit, rent and move-in date change; the screening result stays attached.
- 04
Generate the lease
The agreement is created from the template for the new unit, with its own charges.
- 05
Collect signatures
Every party signs, and the original unit returns to available inventory.
Mapped to NetSuite
How do leasing and finance share one lease record?
Leasing and finance share one lease record in RIOO because the lease a leasing agent signs is the same NetSuite-backed record that bills the tenant. When the agent activates the lease, rent, deposits, recurring fees and concessions become scheduled charges, so finance reviews what leasing agreed rather than re-entering it from a PDF.
- Leasing stepApproved applicantWhat finance gets in NetSuiteCustomer record ready for billing
- Leasing stepLease signedWhat finance gets in NetSuiteBilling schedule for rent and recurring charges
- Leasing stepMove-in chargesWhat finance gets in NetSuiteFirst invoice, prorated where needed
- Leasing stepDeposit collectedWhat finance gets in NetSuiteDeposit liability against the tenant
- Leasing stepConcession agreedWhat finance gets in NetSuiteReduced or zero charges on the schedule
- Leasing stepCommission earnedWhat finance gets in NetSuiteCommission record for payroll or payables Confirmcommission posting
In detail
What can RIOO do for leasing & sales teams?
RIOO gives leasing and sales teams six core capabilities: listing distribution, lead capture and assignment, unit availability and pricing, agent performance and commission tracking, milestone feedback and mobile access for showings. Each one works from the same prospect and lease records, so nothing is retyped between stages.
Learn more about Listings
Lead capture and assignment
Availability and pricing by unit
Agent performance, conversion and commission tracking
Feedback at lease milestones
Mobile access for showings
In detail
What leasing managers get
Pipeline visibility
across agents and properties
Conversion metrics
from inquiry to application to lease
Time-to-lease
by property and unit type
Commission tracking
by agent and period
Renewal pipeline
with status by community
Consistent screening criteria
applied at every property
Working with finance, without the friction
The most common friction between leasing and finance is billing corrections: a wrong start date, a missed concession or an unrecorded parking space. When charges come from the structured lease, those corrections largely disappear, and so do the emails about them.
What does leasing software need to do for a property leasing team?
Leasing software for a property leasing team needs to move a prospect from inquiry to signed lease without retyping: capture and assign leads, schedule showings, take applications, run screening, generate agreements, collect signatures and hand over to move-in with charges already set up. RIOO does this inside NetSuite, so the signed lease is also the billing record.
The test for a leasing team is not how many features a system lists but how many times a prospect's details are entered. Every re-entry is a delay for the prospect and a chance for a wrong start date, rent or concession that finance will later have to correct. In RIOO, details entered once at inquiry follow the person all the way to the resident profile.
Use cases
Which screening and fair housing rules affect leasing teams?
Screening and fair housing rules affect leasing teams in every market because they govern who can be asked what, which checks are required and how decisions are explained. RIOO applies consistent criteria per property and keeps the decision record, while your policies and legal advisers set the criteria themselves.
United States
The Fair Housing Act requires consistent, non-discriminatory criteria, some states and cities prohibit source-of-income discrimination, and the FCRA requires adverse action notices when screening reports affect a decision.
United Kingdom
Landlords in England must complete Right to Rent checks, and the Tenant Fees Act limits what tenants can be charged.
Australia
State tenancy and anti-discrimination laws limit the information landlords can request on applications in several states.
Singapore
Landlords must check that foreign tenants hold valid immigration or work passes before renting.
United Arab Emirates
Tenancy contracts in Dubai are registered through Ejari, which needs valid identity documents for the tenant.
Checklist
Leasing team onboarding checklist
- Define pipeline stages and lead sources for each property.
- Set screening criteria per property with your advisers.
- Load lease templates, addenda and disclosures by jurisdiction.
- Configure pricing, concessions and approval limits.
- Assign agents to properties and set lead routing.
- Connect listing channels and test inquiry capture.
- Agree commission rules and reporting periods.
A day in leasing, before and after
Before. An agent starts the day by checking three inboxes and two listing dashboards for new inquiries. They copy a prospect's details into a spreadsheet, email an application PDF, chase pay stubs by text and re-enter everything into the property system once approved. They email a lease for signature, then forward the signed copy to accounting so charges can be set up. Renewals come from a calendar reminder they built themselves. Half the day is administration.
After. New inquiries arrive in one pipeline, already assigned. The prospect applies online and uploads documents. Screening runs through a connected provider and the result appears on the application. The agent generates the lease from a template, sends it for e-signature to the tenant and guarantor, and the moment it's signed, the charges exist. Renewal tasks appear on their own, ninety days out. Most of the day is spent with prospects and residents.
In detail
How do property sales differ from rental leasing in RIOO?
Property sales differ from rental leasing in RIOO because a sale ends with a change of ownership rather than a recurring stream of charges. Both share the same pipeline, profiles and documents, so a team that rents and sells units, such as a manufactured housing community, can manage every lead in one place. Confirmsales scope by property type
Lead and pipeline
Rental and sales inquiries share a pipeline, with stages suited to each.
01
Quotes
Sales use price quotes and offers rather than rent and term.
02
Approvals
Offers route for internal approval before acceptance.
03
Closing package
Purchase documents and conditions are collected on the deal.
04
Ownership update
On closing, the unit's ownership record changes, and related financial entries follow.
05
Who is RIOO for leasing teams NOT for?
RIOO for leasing teams is not an advertising platform or listing marketplace. It publishes listings to your channels and connected services, captures the resulting leads and manages them to signature, but buying ads, running listing sites and managing paid search stay with marketing tools and listing partners.
It is also not a replacement for your screening provider or legal review. Screening runs through connected providers, and the criteria, notices and fee policies you use should be approved by your advisers for each market.
What changes
What changes when leasing & sales teams runs on NetSuite?
When leasing & sales teams runs on NetSuite through RIOO, operational work and accounting stop being two separate jobs. Transactions post to the general ledger as they happen, reports use the same records as daily work, and controls come from NetSuite roles and approvals. The changes below are the ones teams usually notice first.
- Shorter time from inquiry to signed lease
- Fewer lost applicantswhen units change.
- Fewer billing correctionsfrom finance.
- Clear performance metricsby agent and property.
Compare
Which metrics should leasing managers track?
Leasing managers should track conversion at each stage of the funnel, days vacant, renewal conversion and cost per signed lease by source. Together those metrics show where prospects drop out, which channels pay for themselves and how quickly vacant units turn into income, and RIOO reports them by agent, property and unit type.
| Metric | What it measures | What it tells you |
|---|---|---|
| Lead to tour | Inquiries that book a showing | Speed and quality of first response |
| Tour to application | Showings that lead to an application | Unit fit and agent effectiveness |
| Application to approval | Applications that pass screening | Lead quality and criteria fit |
| Approval to signed lease | Approved applicants who sign | Offer clarity and follow-up |
| Days vacant | Days from ready to lease start | Pricing and marketing effectiveness |
| Renewal conversion | Expiring leases that renew | Resident satisfaction and retention offers |
| Cost per lease by source | Marketing spend per signed lease | Which listing channels to keep |
Talk to a specialist
See leasing & sales teams on your own portfolio.
Carry each prospect from inquiry to application, screening, signed contract and renewal in one continuous record, and run unit sales from lead to closing in the same place.
Can I transfer an approved applicant to another unit?
Yes. You can transfer an approved applicant to another unit in RIOO without restarting screening. The approval, documents and screening result stay on the applicant's record, the agent selects the new unit and confirms the rent still meets the criteria, and the lease is generated with the new unit's rent and charges.
Can guarantors sign remotely?
Yes. Guarantors can sign remotely from any device or location as part of the same e-signature workflow as tenants and landlord representatives. Each signer receives their own secure link, signatures are collected in the order you set, and the lease activates only when every required party, including the guarantor, has signed.
Are commissions tracked?
Yes. RIOO tracks leasing commissions by agent, property and date range, based on the commission rules you configure, such as a flat amount per signed lease or a percentage of rent. Leasing managers can review commissions earned each period alongside conversion metrics before they are passed to payroll or payables. Confirmcommission posting
Can rental and sales leads share a pipeline?
Yes. Rental and sales leads can share one pipeline in RIOO, with stages suited to each, so teams that both rent and sell units manage every inquiry in one place. Each lead keeps its type, source and assigned agent, and reports separate rental and sales conversion so managers see both funnels clearly.
Can leasing agents see a prospect's full history if they return later?
Yes. If a prospect returns after an earlier inquiry or application, the leasing agent sees the existing profile with past inquiries, showings, applications and screening decisions, rather than creating a duplicate. That helps agents respond with context, apply criteria consistently and avoid asking for documents the prospect has already provided.
Related
Related to leasing & sales teams
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