Help with Leasebook

What happens to my data?

Your agency’s records are stored in the European Union. Only the people your agency invites can sign in to see them, and each login sees what its role allows.

We back up every night and keep a copy away from the main server. You can export your records whenever you want them.

A demonstration uses an example agency, so you don’t need to share any records to see Leasebook. If you have a question about information you have shared with us, email hello@leasebook.ie.

Can I get my records back out?

Your account can export the records it is allowed to read as one structured file (JSON), including document details and file checksums.

Contact activity records are included in full. Delivery and audit logs include the most recent entries.

Who can see what?

Staff access is set by role, so each person sees what their role needs.

A tenant sees their own linked tenancy and permitted property records. A landlord login sees assigned properties and their own statement. Adding someone as a contact does not give them a login.

What can a tenant see?

The available tabs show property details, documents, repairs and maintenance, rent, and the calendar. What you can see depends on the invitation and the features included for that property.

You can report a repair, add updates to it and message your agency. Other property records are read-only.

What does a demonstration involve?

A demonstration uses an example agency, so you don’t need to share any of your own records. We walk through it together and answer your questions.

How is Leasebook priced?

While Leasebook is new, there's no charge for the agencies who join us now. Before that changes, we agree a price per property with you. We don't publish a price list or take card payments online.

If your agency needs something Leasebook doesn't do, tell us and we'll say honestly whether and when we can add it. You can export all your records any day, and a walkthrough uses example records.

Who do I contact for help?

For help using Leasebook, email support@leasebook.ie with the screen name and what you were trying to do. We send an automatic receipt with a ticket reference, and we reply within 24 hours. Reply to that email to keep the conversation together.

For tenancy or property matters, contact your managing agency directly. In an emergency, call 999 or 112.

Email Leasebook

Where do reminders appear?

Reminders appear in your attention queue and on the calendar inside Leasebook, with the date each one is due.

Add a property

Open Portfolio & rentals, then Properties. Choose Add property. In the window that opens, enter a Property name and the service Address. Select the Country before completing the fields that apply to it. Choose Add property to save the record.

Use a short Property name that your colleagues will recognise. It is the label used when you select this property on a tenancy, repair or import row. Check the address against your own source before saving: an incorrect address can make later records look as though they belong to another property. If a building has several flats, add the building first, then record its units before assigning a tenancy to a flat.

Adding a property creates a record for your agency. It does not invite a landlord, create a tenancy, import previous rent, or decide which Irish rules apply. Those are separate steps. After saving, the new property's record opens; choose Add tenancy as the next step. If you already have a spreadsheet of several properties, Import a spreadsheet may be quicker; preview every row and compare the result with your book.

Add a tenancy and its rent history

Open Portfolio & rentals, then Rentals & compliance. Choose Add tenancy. Select the Property and, where applicable, its unit. Enter the Tenant name, Start date and rent terms. Tenant email and phone are optional. Choose Add tenancy only after checking the dates and amount against your source.

If the start date is in the past, the form opens Rent before today. Choose All rent before today was paid, A balance is owed today, or Enter each payment, according to the records you hold. The balance choice is available to an owner, admin or finance colleague. Enter a balance only when you know it; choosing the wrong opening position changes how the rent history reads. Enter each payment lets you record the earlier payments yourself. Do not treat an empty history as proof that rent was paid.

After saving, open the tenancy row with Open and check its Rent ledger. A new tenancy gets its schedule when the opening position and rent terms permit it. If the row says it has no rent schedule yet, choose Set up rent to complete the missing setup. The tenancy record does not register the letting with the RTB or send an invitation to the tenant.

Record a payment and undo it

Open Portfolio & rentals, then Rentals & compliance. Find the tenancy and choose Open. In Rent and payments, find the period the payment belongs to. If there are no entries yet, choose Generate 12 months first. Choose Record payment. Enter Amount of this payment (€) and Date received. You can add a Reference and Method if you have them. Check the date and amount against the bank or receipt before choosing Record payment in the window.

Each payment is a separate dated line. If the tenant paid in two parts, record the first amount and then use Record payment again for the second. The ledger shows what has been received and what remains due for that period. It does not move money or collect rent. If a bank statement suggested the match, review the suggestion before recording the receipt.

To correct the most recent payment on a rent entry, choose Undo last payment on that entry and review the confirmation. This reverses the last active payment; it does not silently replace the entry with a new amount. Then record the correct payment with its actual date. Check the Rent ledger again after either action so your agency's record agrees with its source.

To see who is behind on rent this month, check the arrears overview and outstanding badges in Rentals & compliance.

Import your portfolio from a spreadsheet

Open Portfolio & rentals, then Import a spreadsheet. In that dialog, choose Download CSV template, or prepare a CSV with a type column. The import guide lists the supported row types, columns, limits and the order for rows that refer to one another. Choose the file or paste its text, then choose Preview import. A selected file takes priority over pasted text.

The preview reads the rows without adding them. Check the ready, duplicate, dependent and error rows. For each error, correct the source and use Edit import before previewing again. Finance rows such as expenses and fee agreements need the right permission and a stable source key. A dependent row can still be skipped if its property or contact does not import, so a preview marked ready is not a promise that every row will land.

When the reviewed counts agree with your source, choose the import button showing the ready or reviewed row count. Read the final imported, duplicate and skipped totals. Check the resulting records in Properties and Rentals & compliance against your own spreadsheet. A completed review cannot be committed a second time. Keep your source file so you can correct and explain any skipped rows.

Reconcile a bank statement

Open Money, then Reconcile, then Bank. Choose Import bank statement. Download the bank template if needed, then choose a file or paste the rows. Preview the statement and check the dates, signed amounts, duplicates and any lines that could not be read. Confirm only the ready lines. Imported statement transactions are records of the file; no bank account is connected.

After import, review the suggested rent matches. Each suggestion shows the proposed rent entry and a reason. Compare it with the statement line and the tenant's rent ledger before choosing Record this payment. A suggestion is not a payment until you confirm it. Choose Re-check to refresh the suggestions after changing related records. If a line has no suitable match, leave it unmatched or choose Set aside; setting it aside does not delete the imported line.

If a line is duplicated, check the imported and unmatched lists before recording any receipt. A CSV import does not automatically mark rent paid or transfer money. Keep the original statement for your agency's reconciliation. When you finish, compare the newly recorded receipts with the statement and the Rent ledger so the figures tell the same story.

Issue an owner statement

Open Money, then Statements. Choose the period and scope for the owner statement, then load the draft. Read the rent received, completed repair costs, billable expenses and management fee lines against the agency's records. A draft is calculated from the current records; check warnings and missing information before you issue it.

When the figures and recipient scope are correct, choose Issue statement. This makes a numbered record whose figures stay as they were at issue. Later changes to rent or costs do not rewrite it. Issuing is separate from sending: an issued statement is not evidence that an email reached a client. Open it under Issued statements to inspect the frozen copy. If a figure was wrong, correct the underlying record and issue a new statement rather than editing the old one.

The statement is based on records in Leasebook, not on your bank balance. Compare it with the client money ledger and the source receipts before using it outside the agency. Where Send statement is available, delivery is subject to the current contact and workspace controls. Check the send result separately from the issue record.

End a tenancy

Open Portfolio & rentals, then Rentals & compliance. Find the tenancy and choose Open. Use End tenancy in its actions. Enter the End date and choose a Reason. If you choose Other, add a short explanation. Choose Review end to see what will change before confirming End tenancy.

The confirmation names future unpaid rent entries that will be removed. Paid entries stay on record. Read that list carefully, especially when the end date differs from a planned move-out date. Ending a tenancy changes its recorded status; entering an end date elsewhere is not a substitute for this action. Check the Rent ledger after confirmation and keep the source notice or agreement with the agency's own files.

Leasebook records the date and reason you entered. It does not decide whether notice was valid or whether a deposit deduction is fair. Handle any deposit return in the separate deposit record and follow your agency's process for paying money. If the dates or reason are uncertain, resolve them with the people involved before saving the end. The ended tenancy remains available as a historical record.

Record an RTB registration

Open Portfolio & rentals, then Rentals & compliance. Find the residential tenancy and choose Open. Use Edit tenancy to enter the RTB registration number and Last registered on date exactly as shown on the RTB record, then choose Save changes. You can also enter these details when choosing Add tenancy for a new record.

If you use Draft RTB form, review the Form 1 draft against the tenancy and complete the RTB's own process yourself. A draft does not register a tenancy. Record the number and date only after the RTB issues them. Leasebook does not invent a registration number or assume an unrecorded registration took place. A number without its date cannot drive an accurate renewal reminder.

Return to the tenancy and check that both values are shown. Annual registration falls due on the anniversary of the date the tenancy began. The Last registered on date is evidence that it was filed; it is not the anniversary anchor. The anniversary prompt is a reminder based on the information you entered, not a legal decision about the tenancy. Commercial leases follow different rules; check the lease classification and your agency's source before acting on a residential prompt.

Add a repair

Open Repairs. Choose Add repair. Select the Property and, if it relates to a letting, the optional Tenancy. Enter an Issue title that a colleague can recognise and use Description for the facts reported. Select Category and Priority, then choose Add repair to save the record.

You may select Colleague on your team to show who is chasing the issue. Contractor is a separate field for an external tradesperson; leave it as Assign later if no contractor has been chosen. An urgent label helps your team sort work, but it does not send someone to the property or decide how much a repair should cost.

Check the saved repair in Repairs. Add progress and supporting records as the work develops, using the actual dates and amounts your agency knows. If a completed repair cost is included on an owner statement, do not add the same cost again as a separate Repairs expense: doing so would overstate the amount. A tenant can report an issue through their permitted view, but your agency still needs to review and manage the resulting work.

Invite a tenant or landlord

Open Portfolio & rentals, then Properties. Open the property that the person should see and choose Access. Enter Their email, choose Access as tenant or landlord client, and check the property and role before choosing Send invite. A landlord client will be limited to the assigned property. A tenant's view is scoped to that property and their linked tenancy.

Adding someone under Contacts does not give them a login. The invitation is the step that lets a person create access. Check the email with the recipient before sending it, as an incorrect address can put a property record in the wrong inbox. Review the permissions shown in the invitation window: a tenant sees their linked tenancy and permitted property records, while a landlord client sees assigned property records and their own statement. Neither should see the rest of your agency's book.

After inviting, check the pending invitation and ask the recipient to use the link they receive. If a person needs access to more than one property, verify each assignment through the agency workflow. Do not use a staff invitation for a tenant or landlord client; staff roles have a different scope.