AI for property management
AI for lease renewals: how Darcy's agent works
Quick answer
For leases ending in 60 to 90 days, Darcy prices each renewal from comparable units and the resident's history, within your policy and local rent rules. It drafts the offer with term options, and approved offers go out for e-signature. Your team approves every offer at first. Negotiation, non-renewal decisions, and legal notice timing stay with your staff.
How lease renewals work today
A renewal takes many steps. Most teams run renewals like this:
Run the expiration report. Staff list leases that end in the next 90 to 120 days.
Review each resident. Staff check the payment history, open work orders, and complaints.
Check the market. Staff look up what comparable units rent for now.
Set the price. A manager picks the renewal rent within the owner's policy and local rent rules.
Prepare the offer. Staff write a letter with term options, such as 12 months or 6 months.
Send the offer and follow up. Staff send the letter and chase residents who do not answer.
Negotiate. Some residents ask for a lower increase or a different term.
Sign. The resident signs a renewal or a new lease, often by e-signature.
Update the records. Staff update the lease record and the rent charge. If the resident leaves, the team plans the unit turn.
Local rules shape steps 4 and 6. Oregon is one example. ORS 90.323 requires at least 90 days' written notice before a rent increase and allows no more than one increase in 12 months for most tenancies. ORS 90.324 caps the annual increase at the lesser of 10% or 7% plus the annual change in the West Region consumer price index. Other states and cities have different rules, or none.
What Darcy does at each step
For leases ending in 60 to 90 days, Darcy prices the renewal from comparable units and the resident's history, within your policy and local rent rules. It drafts the offer with term options. Approved offers go out for e-signature.
Step | Who does it today | What Darcy does | What your team approves |
|---|---|---|---|
Run the expiration report | Property manager | Works the leases that end in 60 to 90 days | The list, if you exclude a unit |
Review each resident | Property manager | Uses the resident's history in the price | Nothing extra. The records show in the offer. |
Check the market | Leasing staff or revenue manager | Uses comparable units | Which units count as comparable |
Set the price | Manager or owner | Prices within your policy and local rent rules | Every price, until you hand over pricing |
Prepare the offer | Office staff | Drafts the offer with term options | The offer text and terms |
Send the offer | Office staff | Sends approved offers for e-signature | Approval is the trigger |
Negotiate | Manager | No confirmed capability. Your team still does this. | Not applicable |
Update the records | Office staff | Darcy's leasing module holds renewals in the lease pipeline | Final lease terms |
For the pricing logic in more detail, read AI for renewal pricing.
What your team still does
Negotiation. When a resident pushes back, a person decides.
Notice timing. Darcy works leases that end in 60 to 90 days. If your market requires 90 days' notice for an increase, ask in the demo how the renewal window is set for those properties.
Non-renewals. A decision not to renew has legal limits in many places. Your team and your attorney make that call.
Move-out planning. When a resident declines, your team schedules the unit turn.
How review and approval work
Darcy starts by preparing work for your team to review. For renewals, each offer reaches a manager with the price, the term options, and the comparable units and history behind it. Nothing goes out for signature until a person approves it.
As Darcy learns your policies and your team's decisions, you hand it more tasks to run on its own, one type of work at a time. A team might first let Darcy send offers that fall inside a narrow band of its policy. Offers near the policy limit, or in markets with rent rules, can stay in review. Every action shows the records it used, so an owner can see why a unit got a 3% increase and not 5%.
What to measure
Renewal rate, by property and by unit type.
Offers sent on time, as a share of leases in the window.
Average increase on renewal compared with the increase on new leases.
Days from offer to signature.
Manager edits per offer. Fewer edits mean Darcy's pricing matches your policy.
For definitions, see lease renewal, renewal rate, and loss to lease. To see Darcy price renewals for a property like yours, book a demo.
Questions, answered
When does Darcy start a renewal?
Darcy works leases that end in 60 to 90 days. If a local rule requires a longer notice period, ask in the demo how the window is set.
Does Darcy follow local rent rules?
Darcy prices renewals within your policy and local rent rules. Your team still approves each offer, and your attorney remains the authority on what the law requires.
How do residents sign?
Approved offers go out for e-signature. Darcy does not send an offer that your team has not approved, unless you hand that task to Darcy.
Can Darcy negotiate with residents?
No confirmed capability. Your team handles counteroffers and negotiation.
Sources and method
We read each vendor’s own pricing and product pages, then review sites and news. Prices and features change, so confirm details with the vendor before you buy.
See Darcy run on a portfolio like yours
Tell us how many units you manage and which system you use today. We’ll show you which parts of your team’s week Darcy can take on.