Lease tracking and rent roll
Every tenancy in the property on one record: rent, deposit agreed and received, notice period, yearly escalation and the signed agreement. Seven alerts flag what needs attention, and a daily check marks leases expired the day they end.
Lease tracking software keeps each tenancy’s rent, deposit, notice period, escalation and signed agreement on one record. KeyMatrix moves every lease through set statuses, raises alerts for expiry, escalation, missing agreements, pending deposits and pending tenant verification, marks leases expired daily, and keeps a rent roll for the whole property.
Why tenancies slip through a society’s records
In most societies the office learns about a tenancy twice: when the tenant moves in and when something goes wrong. In between, the agreement sits in the owner’s email, the deposit is a private matter, and the end date is something nobody looks up until the tenant is already a month past it. The society still carries the consequences — an unverified occupant at the gate, a move-out with dues outstanding, a renewal nobody signed.
Commercial and mixed-use properties have the same problem with more money attached. A shop’s escalation falls due in December, nobody raises the revised bill, and by March the shortfall is a negotiation rather than an invoice.
The fix is not a better spreadsheet. It is for the lease to be a record the system watches, so that dates and missing papers produce work for someone on the day they matter rather than when someone happens to remember.
Six statuses a lease moves through
A status is a statement about the tenancy that anyone in the office can read without opening the agreement.
| Status | What it means | How a lease gets there |
|---|---|---|
| Draft | Terms entered, not yet in force | Created in the lease builder or entered by the office |
| Active | In force, nothing due soon | Activated from draft, or an end date extended on an expired lease |
| Expiring Soon | End date inside the alert window | Reached automatically as the end date approaches |
| Expired | End date has passed | Set by the daily check the morning after the lease ends |
| Renewed | Replaced by a new term | Recorded by the office when a fresh agreement is signed |
| Terminated | Ended before its term | Recorded by the office, usually alongside a move-out |
Seven alerts that surface a lease before it becomes a dispute
Each alert is a condition the system checks against the lease record, not a reminder somebody set. When the condition clears — the agreement is uploaded, the deposit is recorded as received — the alert goes away on its own.
- Expiring in 60, 30 or 7 days. Three warnings, so a renewal or a notice to vacate can be started while there is still time to do it properly.
- Expired. The lease has passed its end date and the tenant may still be in occupation.
- Rent escalation due. The agreed yearly increase falls due, so the revised rent can be billed from the right month.
- Agreement missing. A lease is on record but no signed agreement is on file.
- Deposit pending. The deposit received is less than the deposit agreed.
- Tenant KYC pending. The tenant’s identity verification has not been completed.
- Police verification pending. The tenant has not been police verified where the society requires it.
Daily expiry and the renew-or-vacate decision
Every day, leases past their end date are marked Expired and the office is told to either renew the lease or start the move-out. That one notification is what most societies are missing: the decision lands with a named office on a known date, rather than being discovered at the next dues cycle.
Renewing on the same terms is a matter of extending the end date, which makes the lease Active again. A new rent or a new agreement is recorded as a renewal. Ending the tenancy hands over to the move-out checklist, where notice, dues, keys, inspection and deposit settlement are checked step by step.
A rent roll, read on a single date
The rent roll lists every lease in the property with its rent and deposit. Read on a given morning, it is also the office’s to-do list.
| Unit | Term | Monthly rent | Deposit agreed / received | Flags on 1 Nov 2026 |
|---|---|---|---|---|
| A-302 | 1 Dec 2025 – 31 Oct 2026 | ₹32,000 | ₹64,000 / ₹64,000 | Expired — renew or start move-out |
| B-1104 | 1 Feb 2026 – 31 Dec 2026 | ₹45,000 | ₹90,000 / ₹60,000 | Expiring in 60 days · Deposit pending |
| C-207 | 1 Jun 2026 – 30 Apr 2027 | ₹28,500 | ₹57,000 / ₹57,000 | Police verification pending |
| D-505 | 1 Oct 2026 – 31 Aug 2027 | ₹38,000 | ₹76,000 / ₹76,000 | Agreement missing · Tenant KYC pending |
| Shop G-04 | 3 years from 1 Dec 2024, 5% a year | ₹1,20,000 → ₹1,26,000 | ₹7,20,000 / ₹7,20,000 | Rent escalation due 1 Dec 2026 |
What the rent roll tells a committee that a folder of agreements cannot
Five rows are enough to see the pattern. One tenancy has ended with nobody deciding what happens next. One deposit is ₹30,000 short of what was agreed, two months before the lease ends — exactly when it will be argued about. One tenant is in occupation without the verification the society asks for, and one lease has no signed agreement on file at all. The shop’s escalation is due in a month and will be missed unless somebody raises the revised bill.
None of this is visible from a folder of PDFs, and all of it is visible from the rent roll. Because each lease hangs off the unit record, the same facts appear on the unit’s profile next to its owners, occupants, bills and documents, so the person answering a question about a flat sees the tenancy without asking for it.
Indian rules the lease record has to respect
KeyMatrix records these terms; it does not decide them. The agreement and your state’s law do, and a tenancy-law adviser should settle anything in doubt.
- The 11-month lease
- Section 17 of the Registration Act, 1908 makes a lease of immovable property for more than a year compulsorily registrable. Many residential agreements are written for 11 months to stay below that line; longer leases are registered and stamped under the state’s rules.
- Stamp duty
- Payable on a lease agreement at a rate set by each state, and often linked to rent, deposit and term. It is paid outside KeyMatrix; the stamped and signed agreement is what goes on file.
- Deposit caps
- The Model Tenancy Act, 2021 caps a deposit at two months’ rent for residential premises and six months’ for non-residential — but only in states that have adopted it. Elsewhere the agreement decides.
- Police verification
- Many city police forces require landlords to submit tenant details for verification. Whether a society insists on it is set in its own rules.
- Escalation clause
- A yearly increase, commonly somewhere between 5% and 10% for residential lets and often fixed for longer commercial terms. The agreed figure is stored on the lease so the alert fires on the right date.
- Notice period
- The notice either side must give to end the lease. The move-out checklist checks it has been served before the tenancy can close.
From first draft to the next term
The order an office usually works in. Nothing stops a step being done early.