How to Create a Paperless Leasing Process That Tenants Actually Prefer

Still printing lease agreements? Chasing down signatures? Watching tenants roll their eyes when you hand them a 30-page document to sign in triplicate?

You’re not just wasting paper. You’re wasting time, money, and tenant goodwill.

Here’s the truth: Today’s renters don’t want paper. They want convenience. They want speed. They want to handle their rental business from their smartphone while sitting on their couch.

And if you’re still stuck in the paper era, you’re not just frustrating yourself—you’re actively turning away good tenants who expect better.

The Hidden Costs of Paper-Based Leasing

Before we fix the problem, let’s understand what paper leasing is really costing you:

• Hours wasted printing, scanning, filing, and searching for documents
• Money down the drain on printing, postage, and storage costs
• Delayed move-ins while you wait for paperwork to be returned
• Lost documents that mysteriously disappear between signing and filing
• Frustrated tenants who expect modern, digital experiences
• Environmental impact from thousands of wasted pages per year

One property manager told us they spent an average of 3.5 hours per lease on paperwork alone. With 50 units turning over annually, that’s 175 hours of administrative busywork.

That’s an entire month of full-time work just pushing paper!

Why Tenants Hate Your Paper Process (Even If They Don’t Say It)

Today’s renters have managed their entire lives digitally for years. They book vacations, order groceries, buy cars, and even find their significant others online.

Then they encounter your leasing process, and suddenly they’re transported back to 1995.

Here’s why they secretly hate it:

• It’s inconvenient – They need to take time off work to come to your office, or print, sign, and mail documents
• It’s slow – Days or weeks of back-and-forth instead of minutes online
• It’s error-prone – Missing initials, skipped pages, and illegible handwriting cause delays
• It’s anxiety-inducing – “Did I miss something? Did they receive my paperwork?”
• It feels outdated – It signals that your property management might be outdated in other ways too

The message you’re sending? “We’re behind the times, and we’re making it your problem.”

7 Steps to Create a Paperless Leasing Process Tenants Will Love

Ready to step into the modern era? Here’s how to create a digital leasing experience that tenants will actually prefer:

1. Start With Digital Applications

The problem: Paper applications are tedious to fill out, easy to make mistakes on, and often submitted with missing information.

The solution: Online rental applications that guide applicants through each step and prevent submission until all required fields are complete.

• Allow tenants to apply from anywhere, anytime
• Capture all necessary information the first time
• Integrate with screening services for faster approvals
• Track application status in real-time

With Propertese: Our digital application system guides tenants through each step, automatically flags missing information, and integrates directly with screening services—cutting your application processing time by up to 80%.

2. Implement Electronic Signatures

The problem: Physical signatures require in-person meetings or mailing documents back and forth, creating massive delays.

The solution: Legally binding e-signature technology that allows tenants to sign documents from any device.

• Send leases for signature instantly
• Receive signed documents back in minutes, not days
• Ensure every required field is signed
• Create a clear audit trail of who signed what and when

With Propertese: Our e-signature integration is legally binding in all 50 states and works on any device. Tenants can review and sign a lease in under 10 minutes, and you’ll get instant notification when it’s complete.

3. Create a Centralized Document Hub

The problem: Tenants lose important documents and constantly ask for additional copies of leases, addendums, and policies.

The solution: A secure online portal where tenants can access all their documents anytime.

• Store leases, addendums, inspection reports, and policies
• Allow 24/7 access from any device
• Eliminate the “I never received that” excuse
• Reduce calls and emails requesting copies

With Propertese: Our tenant portal keeps all documents organized and accessible. Tenants can log in anytime to view their lease agreement, payment history, maintenance requests, and important notices—all in one place.

4. Streamline Rent Collection and Payments

The problem: Paper checks are inconvenient for tenants and create extra work for you with manual deposits and bookkeeping.

The solution: Online payment options that tenants prefer and that automatically update your accounting.

• Offer multiple payment methods (ACH, credit card, etc.)
• Set up automatic recurring payments
• Send automatic payment reminders
• Provide instant payment confirmation

With Propertese: Our integrated payment system automatically records transactions, sends receipts, and updates your accounting system. Tenants can set up autopay and never worry about rent day again.

5. Digitize the Move-In/Move-Out Process

The problem: Paper inspection forms get lost, don’t include photos, and are difficult to compare later.

The solution: Digital inspection tools that create thorough, time-stamped records with photos.

• Complete inspections on a mobile device
• Include date-stamped photos as evidence
• Have tenants sign off electronically
• Compare conditions easily when tenants move out

With Propertese: Our digital inspection system lets you document property condition with photos, get electronic tenant sign-off, and store everything securely for easy access when it’s time for move-out.

6. Implement Digital Maintenance Requests

The problem: Phone calls about maintenance issues are often unclear, lack documentation, and can occur at inconvenient times.

The solution: Online maintenance request systems that capture all necessary information upfront.

• Allow tenants to submit requests 24/7
• Require photos and detailed descriptions
• Track request status from submission to completion
• Maintain a history of all repairs for each unit

With Propertese: Our maintenance request system lets tenants submit detailed information and photos, automatically notifies your maintenance team, and provides real-time status updates to everyone involved.

7. Provide Outstanding Support During Transition

The problem: Some tenants may be hesitant to adopt new technology if they don’t understand how it benefits them.

The solution: Clear communication, simple instructions, and excellent support during the transition period.

• Explain how the paperless process benefits tenants
• Create simple how-to guides with screenshots
• Be available to answer questions during the transition
• Listen to feedback and make improvements

With Propertese: We provide customizable tenant guides, video tutorials, and responsive support to ensure a smooth transition for all your tenants—even those who aren’t tech-savvy.

The Results: What Happens When You Go Paperless

Property managers who implement a paperless leasing process with Propertese report dramatic improvements:

• 75% faster lease execution – From days/weeks to hours
• 93% reduction in data entry errors – No more misreading handwriting
• 68% fewer calls about paperwork – Tenants find their own answers
• 91% of tenants prefer the digital experience – Better tenant satisfaction
• 4.2 hours saved per lease – More time for meaningful work
• Thousands saved annually in printing, mailing, and storage costs

One property manager told us: “We used to spend entire days just processing paperwork. Now we press a few buttons and it’s done. Our tenants love it, and we’ve cut our administrative costs by more than half.”

Making the Switch: How to Implement Without Disruption

Ready to go paperless? Here’s how to make the transition smooth for both you and your tenants:

1. Start with new leases – No need to digitize existing paper leases right away
2. Pilot with a small group – Test with tech-savvy tenants before rolling out widely
3. Provide options during transition – Offer both paper and digital for a short period
4. Create clear instructions – Simple guides for each digital process
5. Gather feedback – Ask tenants what’s working and what could be improved
6. Make adjustments – Refine your process based on real-world use

With Propertese’s comprehensive property management platform, you can implement these changes gradually or all at once, depending on what works best for your organization.

The Bottom Line: Better Experience, Less Work

A paperless leasing process isn’t just about saving trees (though that’s a nice bonus). It’s about creating an experience that today’s tenants expect and prefer, while dramatically reducing your administrative workload.

With Propertese’s integrated leasing tools, you can:

• Attract better tenants with a modern, efficient process
• Fill vacancies faster with streamlined applications and instant approvals
• Reduce administrative costs by eliminating paper-based busywork
• Improve tenant satisfaction with convenient, 24/7 access to services
• Future-proof your business with scalable, digital processes

The best part? You don’t need to be a tech expert to make it happen. Propertese handles the technical details, so you can focus on providing great service to your tenants.

Ready to create a paperless leasing process that tenants actually prefer?

Book a free Propertese demo today and see how easy it can be to leave paper behind.