For Prospects

Application Management

From applicant to moved-in, with every document and deadline visible.

The application is where momentum goes to die — missing documents, silent waiting, lost track of who's next. Betterbot puts an Apply Now link on every available unit right in the conversation, then gives your team a six-stage workflow with a documents checklist, fee tracking, and a clock on every stage, from submitted to moved in.

Apply Now links on every available unit, in the conversation

Six stages from submitted to moved in, each with a clock

A documents checklist from missing to verified, with request emails built in

How it works

Apply Now, right in the conversationWhen the AI shows available units, each one carries your PMS's own application link — a prospect goes from question to application in one click, without leaving the thread.
Six stages, each with a clockSubmitted, approved, lease sent, lease signed, move-in scheduled, moved in. Each stage carries its own window — three days to approve a submission, two to send the lease, three for it to come back signed — and the card shows how long this one has been waiting, so a stalled application is visible on the screen your team already has open.
Documents tracked from missing to verifiedGovernment ID, recent paystub, bank statement, background and credit consent, pet vaccination — each item moves from missing to requested, received, and verified, with a branded request email and file upload built in.
Fees and deposits at the right momentsApplication fee at submission, holding deposit to reserve the unit, security deposit at signing, first month at move-in — tracked alongside the stages.
Move-in day has its own listWelcome packet, keys and fobs, inspection booked, utilities transferred, final balance collected, insurance verified. It's tracked separately from the stages, and if something's still open when your team goes to convert, they're told before it's too late to fix.
Move-in is the conversion momentMarking someone moved in converts them: the applicant becomes a resident record and their whole history comes with them. It's a deliberate step, not a silent one, and stepping any stage backward requires a written note, so the history stays honest.

One application's journey

SubmittedApprovedLease sentLease signedMove-in scheduledMoved in

Application approved · 2 of 6 · 2 days waiting — on track

Works with

EntrataYardi RentCafeAppFolio

Applications are your PMS's own — Betterbot links prospects into them and keeps the process visible.

Straight answers

Does Betterbot include e-signature?

No — applications and leases are signed in your PMS's own portal. Betterbot links prospects to it and keeps every stage and document visible so the process doesn't stall.

Where does the application itself live?

In your PMS. The Apply Now links are generated from your system per unit, and the six-stage workflow tracks progress on top of it.

Can stages be skipped or reversed?

Forward moves are one click. Stepping backward requires a written note, and the full history — who, when, why — is retained.

What about co-applicants and guarantors?

One application holds everyone on it — co-applicants, guarantors, and occupants each with their own role, so the documents and the paperwork line up with who's actually on the lease.

Can we control who works applications?

Yes. Application and move-in work is permissioned by role, and you can adjust what each role can do without calling us.

More for prospects

AI WebsitesProspect ManagementTour Scheduling & Management

More days that end with leases signed.

Bring us the leasing problem that bothers you most. We'll listen, then shape the demo around it.