For Residents

Renewals

Begun ninety days out — not the week the notice is due.

Renewals are the cheapest leases you'll ever sign, and the easiest to lose by starting late. Betterbot opens renewal outreach ninety days before lease end and tightens the cadence as the date approaches, while your team tracks every case — intent, offers, and decisions — in one renewal workspace.

Outreach from ninety days out, tightening as lease end nears

Every renewal a tracked case: intent, offers, decisions

A transparent retention score that shows its reasoning

How it works

The clock starts at ninety daysWhen a lease enters the window — ninety days out by default, configurable to sixty or thirty — a renewal case opens and the first outreach goes to the resident by email and SMS.
The cadence tightens as the date nearsEvery ten days at first, every seven inside forty-five days, every three in the final fifteen, with the message getting more direct as the deadline approaches. Once the signature syncs from your PMS, the remaining messages are cancelled.
The message knows where the offer standsWhen renewal options have synced from your PMS, the resident is pointed to them. When they have not, the message says they are being prepared rather than promising something that is not there. Replies are answered by the AI, and your team can send an offer straight from the renewal case, by email or text.
Every case tracked to a decisionIntent — renewing, undecided, vacating — offers with proposed rent and term, and decisions, all logged per case, with a portfolio forecast showing leases ending in 30, 60, and 90 days and the monthly rent at stake.
Risk you can read, not a black boxEach case carries a retention score built from on-time payment history, sentiment, tenure, and open maintenance, with the weight of each factor shown, so your team knows why a resident is flagged and not just that they are. Notice-deadline guidance is shown for thirteen states and Washington DC, as a prompt for your team rather than legal advice.

The ninety-day campaign

90 daysCase opens — first outreach, email + SMS
60 daysFollow-ups every ~10 days
45 daysCadence tightens to weekly
15 daysFinal push — every 3 days
SignedCampaign stops, case closes

Offer and lease signals

EntrataYardiRealPage OneSite

Renewal and lease documents sync from these three. Renewal cases and the retention forecast work wherever resident and lease data syncs.

Straight answers

Is the retention score an AI prediction?

No. It is a weighted heuristic that shows its work: on-time payment rate at 40%, sentiment at 25%, tenure at 20%, open emergency maintenance at 15%. Your team sees the factors, not just a verdict. If payment history has not synced, that factor is left out and labelled as such rather than filled in with a guess.

Can any agent approve a renewal?

No. Recording a renewal decision is a manager permission. Leasing agents can work the case, capture intent, and send offers, but the decision sits with whoever your roles say it sits with.

Does Betterbot handle the lease signing?

No — signing happens in your PMS's own portal. Betterbot runs the outreach and keeps the case tracked; on Entrata, signing signals sync automatically and stop the campaign.

When does outreach start?

Ninety days before lease end by default — configurable to sixty or thirty, and optionally varied by lease-term length.

More for residents

Maintenance RequestsDelinquencies

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.