The Lease Record

Here is the single most important idea in REDA leasing: the lease record and the Opportunity record are the same record. When you open a "lease" in REDA, you land on an Opportunity — REDA's one deal hub — that happens to carry lease dates, a term, a tenant, a rent amount, and a billing switch. Everything else in the lease's life — its charges, its invoices, its tickets, its inspections, its resident-portal access — hangs off that one record. This article is a guided tour of it: how to read the Stage as a lease state, where every block of information lives, and which fields REDA fills in and maintains for you so you never fight the automation by editing them by hand. No prior REDA experience is assumed.

One record, one lease

An Opportunity is REDA's single "deal" object, and it wears a different face for each line of business through its record type. The Leasing record type is the lease: it carries the lease dates, the term, the tenant account, the rent charge, the late-fee and month-to-month policy, and the links to any parent or child leases. Because the lease and the deal are one record, there is no separate "lease object" to reconcile — REDA maintains the whole story in one place.

REDA even names the lease for you. Rather than typing a name, you set the tenant and the unit and REDA composes the record name from the primary contact and the property (for example, the tenant's name followed by the leased unit). You only override the name in the rare case you need a custom label.

The lease lifecycle at a glance

A lease advances through a fixed ladder of Stages, shown as a Path across the top of the record. Reading the Stage tells you exactly where the lease is in its life. For a lease, the stages are:

Application - New → Application - Completed → Application - Approved → Application - Denied / Application - Cancelled → Agreement - In Process → Occupied - Pending Move In → Occupied - No Notice → Occupied - Notice (Move Out) / Occupied - Notice (Termination) / Occupied - Notice (Eviction) → Expired

You drive the early application stages by hand. Most later transitions are written for you by tickets — the short, tracked checklists REDA creates at each milestone (the Lease Agreement, Move In, Renewal, Move Out, Eviction, and Termination tickets). You work the ticket, and the ticket moves the lease.

Two of these stages also flip hidden switches that the rest of REDA keys on — the most important is described in the anatomy tour below.

The anatomy tour

The blocks the tour walks through, in order. Lease Dates is filled — start, end and expiration all agree — while Renewal Details is empty, because this lease has not been renewed yet. Blank is meaningful here, not missing.

The lease record is organized into blocks of related fields. Here is what each block is for and which labels to look for. Wherever a label ends in (Sys), REDA maintains that field automatically — read it, never type into it.

Tenant & people

The Account Name is the tenant account — usually set when an inquiry is converted into the lease. It becomes required once the lease is won, so REDA will stop you saving without it. Primary Contact is the lead person on the lease; it feeds the auto-composed lease name and cascades to any child leases. Additional people (co-signers, occupants, guarantors) are recorded as Contact Roles on the lease; a new role on a lease defaults to Lessee. If a third party pays part of the rent, the Subsidizer Account and Subsidy Amount capture who and how much, and that subsidy is inherited by every charge.

Dates & term

The core dates are Lease Start Date, Lease End Date, and Lease Term (Months). From these REDA derives Lease Expiration Date — the anchor it uses to detect holdover and month-to-month billing. Expiration is the Renewed Till Date if the lease has been renewed, otherwise the Lease End Date. Actual Move In Date is stamped when the Move In ticket closes, and Actual Move Out Date when a move-out, eviction, or termination completes; Scheduled Move In Date and Scheduled Move Out Date are the planning twins set earlier in each flow. Renewed Till Date and Renewal Agreement are written by renewal tickets, and Agreement Signed On is stamped when the Lease Agreement ticket is signed and closed.

Rent

The Leasing Rule lookup connects the lease to its policy engine (see Leasing Rules: the Policy Engine); it is defaulted from the property's rule, or the region's default rule if the property has none. Current Rent Charge is REDA's pointer to the lease's active rent line — it defaults to the first recurring rent charge with an amount above zero and refreshes at each multi-year anniversary. Current Rent is that charge's net amount, and Rent Variance is the property's market rent minus the current rent (a positive number means the tenant is paying below market). Max Rent Amount records the ceiling where one applies.

Late-fee & month-to-month policy

The lease carries its own copy of the late-fee and month-to-month (holdover) policy — fields such as Late Fee Calculation, Late Fee On, Late Fee %, Late Fee Charge Days, MTM Fee Type, and MTM Fee. These values are copied from the lease's Leasing Rule. Importantly, REDA re-copies them from the rule every time an active lease is saved, so per-lease edits to these fields do not stick — the full explanation and the exact field list are in Leasing Rules: the Policy Engine.

Balances & rollups

Two kinds of numbers live here. Total Charge Amount (Not Exact) sums the configured chargebook; its name is a deliberate reminder that it ignores proration, so it is indicative, not a bill. The authoritative money lives in the balance fields: Invoices Outstanding Balance and Invoice Batches Outstanding Balance roll up into Total Outstanding Balance, and Net Invoice(s) Balance nets out prepayments and unapplied credit — a negative figure means the tenant has overpaid. Prepayments and Unapplied Credit Amount are maintained by REDA's accounting engine, so treat them as read-only.

System flags

A handful of (Sys) checkboxes summarize the lease's state so the rest of REDA can act on it. The one to know by name is Accounting Active (Sys) — the master gate of the leasing billing engine. It turns on when the lease reaches Occupied - Pending Move In and off at Expired, and while it is on, recurring rent, late fees, month-to-month fees, straight-line recognition, resident-portal provisioning, and referral payouts all key on it. Is Active (Sys), Won, and IsClosed round out the picture for reporting. You never set these — REDA recomputes them on every save.

The Ledger Summary at the top

The band in place, on the lease it describes. Total Outstanding and Net Outstanding agree at $3,950.00 here precisely because nothing is sitting unapplied — when those two diverge, the two middle tiles are what explain the gap.

Before you scroll into the field blocks, the lease record shows a Ledger Summary band — a row of tiles that gives you the tenant's money position at a glance, without opening the accounting tab. Read these as the headline; the detail always lives on the invoices below.

These tiles are maintained by REDA from the lease's invoices and payments — you never type into them. When a tenant calls about their balance, the Net Outstanding tile is usually the number they mean.

The record page tabs

Across the top of the lease record is a Path on the Stage; below it, a set of tabs organizes everything attached to the lease:

Along the top of the record you'll also find quick actions for common jobs: Terms & Charges (the charge editor), Submit for Approval, New Ticket, New Booking, Account Ledger (opens the tenant's full statement), Post Payment (record a payment against the lease), New Lease, Add Child Lease(s), Calculate Straight-Line Schedule, and Reset Lease. Reset Lease clears the lease's charges, tickets, and invoices and returns it to Application - New — it is available only before the tenant has moved in.

Worked example: reading Aisha's lease

Take a live lease and read it top to bottom. Aisha Rahman holds a 12-month lease on Meridian Court #101 at 1,200.00 per month, starting 1 Aug 2026, in a building owned by Continental Holdings. The lease is at Occupied - Pending Move In. Here is what each block tells you:

On the Tickets tab you'd see an open Move In ticket; closing it will stamp the Actual Move In Date and advance the lease to Occupied - No Notice. That whole journey is walked step by step in From Application to Move-In.

A lease record page — Aisha Rahman's lease on Meridian Court #101. The header carries the Stage Path across all its stages; here the lease sits at Application - New, the first stage. Record Type is Leasing, with the account, amount, and close date beneath.

Aisha Rahman's lease (Meridian Court #101) now live at Occupied - No Notice — the highlighted chip sits well along the Path. Below it the Ledger Summary band shows Total Outstanding, Unapplied Payments, Unapplied Memos, Net Outstanding and Total Liabilities, and the Related List Quick Links expose Opp Invoices, Opportunity Charges, Pets and Vehicles.

The Details tab of Aisha Rahman's lease. The tenant block carries Account Name, Primary Contact, Property (Meridian Court #101), Property Type and Leasing Rule; the term block shows Approval Status Approved, Close Date (01/08/2026) and Stage Occupied - No Notice.

The Accounting tab of the lease, listing its Opp Invoices — three monthly rent invoices at $1,200.00 (billing 01/08, 01/09 and 01/10/2026) plus a $350.00 work-order invoice under the CAM charge code.

The Accounting section of the lease's Details tab. Current Rent Charge resolves to the active Rent Charges row, Current Rent reads 1,200.00, and Rent Variance is blank here — the lease rent matches market, so there is no variance to show.

Reference: stage → what REDA does

One row per stage, showing who moves it and what REDA does as the lease lands there. The lifecycle articles cover each transition in depth.

Where to go next

1. From Application to Move-In — the core workflow that drives the early stages.
2. Leasing Rules: the Policy Engine — where the rent, late-fee, and MTM policy on the lease comes from.
3. Setting Up Lease Charges — the chargebook behind Current Rent and the balances.
4. Renewing a Lease — how Renewed Till Date and Renewal Agreement get set.
5. Notice, Move-Out & Lease End — the other end of the lifecycle.
6. Understanding Tickets — the process engine that writes the stages.

Frequently asked questions