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Product workflows

One workspace for the records behind a small rental portfolio.

KeyFolioHQ helps independent landlords keep operational records connected—from a property and lease to rent entries, expenses, repairs, reports, and exports.

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What you can organize

Each workflow uses records you enter. KeyFolioHQ does not act as a property manager, collect tenant rent, or make tax decisions.

Properties and units

Keep addresses, unit details, occupancy context, monthly rent terms, and property notes attached to the right rental.

  • Property and unit records
  • Current and historical occupancy context
  • One-property Starter limit; multi-property access on higher plans

Tenants and leases

Connect tenant contact details, lease dates, deposits, rent terms, notes, and supported lease documents to a unit.

  • Tenant and lease records
  • Payment history connected to tenant records
  • Restricted signed access for lease files

Rent and expense records

Record rent-payment status and entered expenses by property, category, date, and payee so operating history stays reviewable.

  • Rent payment recordkeeping—not payment processing
  • Expense categories, receipts, and payee links
  • CSV and print/PDF exports for supported views

Maintenance and repairs

Track a repair from the initial record through priority, status, contractor, costs, invoice references, and supporting files.

  • Property and unit assignment
  • Status, priority, contractor, and notes
  • Repair and cost exports

Property and portfolio reporting

Review occupancy, recorded income and expenses, repair activity, lease timing, and P&L-style summaries from the data entered.

  • Property and portfolio views
  • Recorded net and category summaries
  • Scheduled rent kept distinct from received-rent records

Import and year-end review

Bring in supported CSV or Excel records, then use exports and eligible year-end tools to review source data and exceptions.

  • Property, tenant, expense, and payment imports
  • Tax-year review workspace on eligible plans
  • Supported 1099 preparation drafts—not filing

Clear boundaries matter.

Rent records, not rent movement

You can record payment status and balances. KeyFolioHQ does not receive, hold, transfer, or automatically reconcile tenant rent.

Preparation, not filing

Eligible workflows can organize year-end records and prepare supported 1099 drafts. They do not file returns or information returns.