A clear, click-by-click guide for using Pendo or PendoPay.
TL;DR / Key Takeaways
- Add a property → unit → tenant (in that order) for clean reports later.
- Invite tenants to the tenant portal so they can pay online, get receipts, and message you.
- Store the lease, IDs, and insurance in the tenant profile to keep everything in one place.
- Use recurring rent, late-fee rules, and reminders to prevent gaps and errors.
- When a tenant moves out, archive the profile (don’t delete) to preserve history.
Before You Start (5-Minute Prep)
- Have the lease start date, rent amount, and payment frequency ready.
- Decide if you’ll accept Pre-Authorized Debit (PAD) via PendoPay — recommended for on-time rent.
- Gather digital copies of the lease, key handover form, and insurance proof (PDF or JPG).
Tenants get automatic receipts, a clear ledger, and optional Auto-Pay with PendoPay. It’s easier for both sides.
Step 1: Create the Property
- Go to Properties → Add Property.
- Enter the address and nickname (e.g., “Main St. – Upper Suite”).
- Add basic details and notes. Save.
Why it matters: Reports, deposits, and expense tracking roll up to the property. Clean setup now = clean books later.
Step 2: Add the Unit
- Inside the property, click Add Unit.
- Name it clearly (e.g., “Unit 201” or “Basement”).
- Set beds/baths, parking notes, and internal tags. Save.
If it’s a house with multiple suites, create each suite as its own unit. Your vacancy and rent roll will be accurate.
Step 3: Add the Tenant Profile
- Open the unit → Add Tenant.
- Enter the tenant’s full name, email, and phone.
- Add co-tenants/roommates now to avoid missing records later.
- Click Create Tenant.
Optional but smart: Upload ID verification, proof of insurance, and the signed lease under Documents in the tenant’s profile.
Step 4: Set Up the Lease and Rent Rules
- In the tenant profile, choose Lease → New Lease.
- Enter start date (and end date if fixed term).
- Add base rent, payment frequency, due date, and any recurring charges.
- Set deposit(s) collected (e.g., damage, pet) and amounts.
- Configure late-fee policy (if permitted in your province) and grace days. Save.
Late fee rules and deposit laws vary by province. Always follow your provincial tenancy regulations.
Step 5: Invite Tenants to Pay Online
- In the tenant profile, click Invite to Portal.
- Select payment options (e.g., PAD via PendoPay) and send the invite.
- The tenant’s status will change from Invited to Active once accepted.
Why it helps: Online payments create a time-stamped ledger, and tenants can set up Auto-Pay and receive instant receipts.
Step 6: Add One-Time Charges or Credits
- Go to Tenant → Charges → Add Charge/Credit.
- Use clear labels like “Key replacement” or “Move-in pro-rate credit”.
- Choose whether to apply to the next invoice or apply immediately.
Step 7: Share Documents and Message in One Place
- Upload files under Documents (lease, inspection reports, rent increase notices).
- Use the Messages tab to manage rent questions and maintenance updates.
Accessibility tip: When uploading a file or screenshot, add a short description (e.g., “Signed lease – Unit 201, March 1 start”) to make it searchable later.
Step 8: Daily / Weekly Management That Actually Helps
- Dashboard alerts: See upcoming rent, failed payments, and lease expiries.
- Record offline payments: Log e-Transfers, cash, or cheques to keep ledgers accurate.
- Reminders: Turn on rent reminders for tenants; turn on owner notifications for failed payments.
- Reports: Use Rent Roll for monthly status and Tenant Ledger for full payment history.
Step 9: Lease Renewal, Transfers, and Move-Outs
- Renew Lease: Go to Lease → Renew, update the rent amount, and set the new term.
- Transfer tenant: Use Move Tenant to keep history intact.
- Tenant move-out:
- Record final rent and charges
- Refund or apply the deposit per local rules
- Upload inspection photos
- Archive tenant — never delete billed tenants, archiving preserves records.
Common Pitfalls and Easy Fixes
“My tenant didn’t receive their portal invite.”
Ask them to check spam or re-send it. Confirm the email address on file is correct.
“A payment was returned—now what?”
Check Payment History, message the tenant, and consider a short-term reminder schedule. Record any manual replacement payment.
“I want to split a charge among roommates.”
Add a recurring charge (e.g., Internet $150) and assign to one payer with notes on the split, or use shared charges as appropriate.
“I need to increase rent at renewal.”
Use Lease → Renew, input the new amount, and upload the rent increase notice (per province rules) to the Documents tab.
FAQs
Can I add multiple tenants to one unit?
Yes. Add each roommate as a co-tenant for proper record-keeping and receipts.
Can tenants pay partially?
Yes. You can record partial payments, and if paying online, the ledger will auto-update balances.
How do I export reports for tax or bookkeeping?
Use Reports → Tenant Ledger or Property/Unit Statements and export to CSV or PDF.
Where does PendoPay help the most?
- PAD Auto-Pay = fewer missed payments
- Instant receipts + tenant ledger
- Clean audit trail for rent, deposits, and late fees
Want to streamline your rent collection and stay organized year-round? Start a free 30-day Pendo trial or book a demo today.
