Applications, leases and inspections, signed without printing.
Documentas lets property managers take complete applications from a link on the listing, generate the lease from their own PDF and have it signed by the tenant and then the landlord.
One flat, five documents, three people.
Letting one flat produces an application, a check of the house rules, a lease, a move-in inspection and, months later, a move-out inspection. The applicant, the landlord and the property manager each touch some of them, usually by email, on paper and in a spreadsheet.
The result is applications you cannot compare, a lease retyped from the application, and an inspection report nobody signed when the deposit is disputed. Documentas puts every one of these steps on a link, with the answers and signatures in one place.
The documents, who fills and who signs
| Document | Filled in by | Signed by | How it works in Documentas |
|---|---|---|---|
| Tenant application | Applicant | Applicant accepts the house rules | Public link on the listing, answer limit, table of co-occupants |
| Lease agreement | Tenant (details come from the form) | Tenant, then landlord | Your lease PDF as the template, landlord as company counterpart |
| Move-in inspection | Property manager with the tenant | Tenant | Table per room: item, condition, notes |
| Move-out inspection | Property manager with the tenant | Tenant | Same table, compared with the move-in record |
| Short-term guest registration | Guest | Guest accepts the house rules | Guest details and a table of fellow guests |
Start with the one you need
Lease signed by tenant and landlord
Your lease PDF as the template, the tenant’s details from the form, the landlord signing after the tenant.
See the setupMove-in and move-out inspections
A table per room with condition and notes, generating a protocol the tenant signs on the spot.
See handoversTenant applications and leases
Applications from a link on the listing, then a lease generated from your own PDF, signed by tenant and landlord.
Read moreFrom listing to signed lease
- Monday: the listing goes live with a link to the application form, capped at 20 answers.
- Tuesday to Thursday: applicants accept the house rules, then enter their employment, income and co-occupants. Every application has the same fields.
- Friday: you pick a tenant from the submissions list. A second form, sent as a personal invitation, generates the lease from your PDF with their details filled in.
- Saturday: the tenant signs on their phone, then the landlord gets a link and signs. Both receive the signed lease by email.
Sound familiar?
| The problem | With Documentas |
|---|---|
| “Applicants send scattered information we have to compare.” | One form for everyone, with the same questions and a table of co-occupants. |
| “Our lease template is a PDF from our lawyer.” | Upload it as the template and place the tenant’s answers on it. |
| “The landlord has to sign too.” | Company counterparts sign after the tenant and are emailed only then. |
| “Nobody signed the inspection when the deposit was disputed.” | An inspection protocol signed on the spot, stored with no expiry date. |
Set it up the way it’s used
Cap every listing
Set the answer limit to the number of applications you can review, then close the form when the flat is let.
Two forms, not one
Keep the application public and the lease form invitation-only, so only the chosen tenant ever sees the lease.
Use the lawyer’s lease
Upload the existing lease PDF as the template rather than redesigning it, so its wording stays exactly as approved.
Inspect on a tablet
Walk the flat with the tenant, fill the room table on a tablet and let them sign before you hand over the keys.
What makes it work
Forms and data collection
Build forms with tables, required fields and terms to accept. Share by link or invitation and see every answer.
Read moreTemplates
Use the PDF contract you already have, or have the AI assistant build a template from a description.
Read moreDocuments from answers
Every form submission becomes a finished PDF from your own template, signed by the respondent and your company.
Read moreQuestions people ask
Keep reading
Tenant applications and leases
Applications from a link on the listing, then a lease generated from your own PDF, signed by tenant and landlord.
Read moreRental and handover agreements
Rental agreements and delivery or work-completion sign-offs, with every item listed and signed on the spot.
Read moreTemplates
Use the PDF contract you already have, or have the AI assistant build a template from a description.
Read moreSee it with your own documents.
Book a 15-minute walkthrough and we’ll set up your first form or signing flow with you.
A 15-minute video call. Bring the form or contract you use today.