🏠 Help for Landlords
Complete guides to help you manage your rental properties efficiently with IntaRent
🚀 Quick Start Guide
Welcome to IntaRent! Follow these steps to get your rental property management up and running in minutes.
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Create Your Account
Visit the registration page and sign up as a landlord. Choose your preferred language and currency during setup. -
Add Your First Apartment
Navigate to "Apartments" and click "Add New Apartment." Enter property details including address, size, number of rooms, and any amenities. -
Invite Your Renters
Go to "Renter Management" and add your tenant's email address. They'll receive an invitation to create their account and access the platform. -
Set Up Expense Categories
Configure expense categories that match your property needs: utilities, maintenance, repairs, insurance, etc. -
Configure Meter Types
If you track utilities, set up meter types (water, gas, electricity) so renters can submit readings. -
Start Managing
Begin adding expenses, tracking deposits, and communicating with your renters through the platform!
📋 Core Features for Landlords
Apartment Management
Add and manage multiple properties with detailed information, photos, and documents in one centralized location.
Renter Management
Track current and past tenants, manage lease information, and maintain complete rental history.
Expense Tracking
Record all property expenses, categorize them, upload receipts, and calculate renter-shared costs automatically.
Deposit Management
Track security deposits, record deductions, and maintain transparent documentation for move-out reconciliation.
Meter Reading
Track utility consumption with historical data, automated reminders, and photo verification.
Financial Reports
Generate detailed reports with charts and visualizations to analyze property performance and tax preparation.
Issues & Requests
Manage maintenance requests from renters with a built-in ticketing system and complete communication history.
Document Storage
Store leases, contracts, certificates, and other important documents securely in the cloud.
💰 Managing Expenses
How to Add an Expense
- Navigate to the apartment dashboard
- Click "Add Expense"
- Select expense category (utilities, maintenance, etc.)
- Enter amount, date, and description
- Specify if the expense is shared with renter or landlord-only
- Upload receipt or invoice (optional)
- Mark as paid or unpaid
- Save
Expense Categories
IntaRent includes pre-configured categories:
- Utilities: Water, gas, electricity, internet
- Maintenance: Routine upkeep and repairs
- Insurance: Property insurance premiums
- Property Tax: Annual tax payments
- Repairs: Major repairs and renovations
- Management Fees: Property management costs
- Other: Miscellaneous expenses
Mark expenses as "renter-shared" if they should be visible to and shared with your tenant. Mark as "landlord-only" for private expenses like mortgage payments or tax preparation fees.
Best Practices for Expense Tracking
💡 Tip: Keep Receipts
Always upload receipt images or PDFs. They're essential for tax deductions and resolving disputes.
💡 Tip: Track Everything
Even small expenses add up. Record every property-related cost for accurate financial reporting.
💡 Tip: Set Regular Categories
For recurring expenses (monthly utilities), create a consistent categorization system for easier reporting.
💬 Communicating with Renters
Issues & Requests Ticketing System
The ticketing system provides a structured way for renters to report maintenance issues and make requests. Benefits include:
- Complete communication history
- Status tracking (New, In Progress, Resolved)
- Photo attachments for visual documentation
- Email notifications for new tickets
- Priority management
How to Handle Maintenance Requests
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Receive Notification
You'll be notified when a renter creates a ticket. -
Review Details
Read the description and view any photos attached. -
Update Status
Change status to "In Progress" to acknowledge you're working on it. -
Respond to Renter
Add comments to communicate timeline or ask questions. -
Mark as Resolved
Once fixed, update status to "Resolved" with resolution notes.
Quick responses build trust. Try to acknowledge maintenance requests within 24 hours, even if you can't fix them immediately.
🎛 Meter Reading Management
Tracking utility consumption helps ensure fair billing and transparency with your renters.
Setting Up Meter Types
- Go to apartment settings
- Navigate to "Meter Types"
- Add meter types: Water, Gas, Electricity, etc.
- Specify units (m³, kWh, etc.)
- Set reading schedule (monthly, quarterly)
How Renters Submit Readings
Renters can:
- Navigate to "Meter Readings" in their dashboard
- Enter current meter values
- Upload photos of the meter
- Submit for landlord review
Automated Reminders
IntaRent can send automatic email reminders to renters when it's time to submit readings. Configure reminder frequency in apartment settings.
📊 Financial Reports & Analytics
Generate comprehensive reports to understand property performance and prepare for tax season.
Available Reports
- Expense Summary: Total expenses by category and time period
- Income vs. Expenses: Compare rental income against costs
- Monthly Reports: Detailed breakdown by month
- Quarterly Reports: Perfect for quarterly tax estimates
- Annual Reports: Complete year-end financial overview
- Custom Date Ranges: Generate reports for any date range
Financial reports are available starting with the Basic subscription tier. View pricing details.
🧾 Document Management
What You Can Store
- Lease Agreements: Current and past rental contracts
- Property Certificates: Energy certificates, safety inspections
- Insurance Documents: Policy information and claims
- Repair Records: Invoices and receipts for repairs
- Renter Documents: ID copies, employment verification
- Photos: Property condition before/after tenancy
Supported File Types
Upload documents in these formats:
- PDF (recommended for contracts)
- DOC, DOCX (Word documents)
- JPG, JPEG, PNG, GIF (images and photos)
Storage Limits
- Free: No document storage
- Intro: 50 MB
- Basic: 200 MB
- Advanced: 500 MB
- Professional: 1 GB
💡 Tip: Compress Images
Use online tools to compress photos before uploading. This saves storage space while maintaining quality.
🔐 Security & Privacy
Your Data is Protected
IntaRent uses enterprise-grade security measures:
- SSL/TLS Encryption: All data transmitted is encrypted
- Secure Servers: Hosted in Frankfurt, Germany (GDPR compliant)
- Regular Backups: Automated daily backups prevent data loss
- Two-Factor Authentication: Optional 2FA for enhanced account security
- Role-Based Access: Renters can only see data you share with them
What Renters Can See
Renters have limited access:
- ✅ Their own expenses and shared expenses
- ✅ Their meter readings
- ✅ Their own tickets and communications
- ✅ Apartment details you've shared
- ❌ Your landlord-only expenses
- ❌ Other renters' information
- ❌ Financial reports (landlord-only)
🎯 Tips for Success
Make the Most of IntaRent
📅 Stay Consistent
Update expenses weekly rather than monthly. It's easier to remember details and keeps your records accurate.
📸 Document Everything
Take photos of property condition during move-in and move-out. Store them in the document management system.
💬 Communicate Clearly
Respond to renter tickets promptly and professionally. Good communication prevents disputes.
📊 Review Reports Monthly
Check financial reports every month to spot trends, identify cost savings, and stay on budget.
🔔 Enable Email Notifications
Turn on email notifications so you never miss an important renter request or expense alert.
💾 Backup Important Documents
While IntaRent is secure, maintain offline backups of critical documents like lease agreements.
💎 Choosing the Right Subscription Tier
Which Plan is Right for You?
Free Tier - Best for: First-time landlords with 1 apartment
- Test IntaRent with no commitment
- Basic expense tracking
- Renter management
Intro Tier (€5/month) - Best for: Small landlords wanting ad-free experience
- No advertisements
- Document uploads
- Email notifications
Basic Tier (€8/month) - Best for: Professional landlords needing full features
- Financial reports
- Ticketing system
- Premium support
Advanced Tier (€15/month) - Best for: Managing 2-3 properties
- Up to 3 apartments
- All Basic features
- Advanced reporting
Professional Tier (€30/month) - Best for: Property managers with multiple units
- Up to 10 apartments
- All features included
- Priority support
🔧 Common Questions & Troubleshooting
How do I archive a renter?
When a tenant moves out, navigate to Renter Management, select the renter, and click "Archive Renter." This preserves their history while marking them as inactive.
Can I have multiple renters per apartment?
You can have one active renter per apartment at a time. Historical renters are preserved in archives.
How do I change my subscription tier?
Go to Settings → Subscriptions and select your desired plan. Changes take effect immediately for upgrades, at the end of the billing period for downgrades.
What if I need more than 10 apartments?
Contact us at [email protected] for enterprise pricing and custom solutions.
How do I delete an expense?
Navigate to the expense, click the three-dot menu, and select "Delete." This action cannot be undone.
Can renters see my financial reports?
No, financial reports are landlord-only. Renters can only see expenses you've marked as "renter-shared."
