Tenant Portal
A self-service web app where tenants view their balance, make payments, submit maintenance requests, and download documents. No need to call you.
How tenants access the portal
The portal is at portal.rental-flow.app. Tenants log in with their email address and a password they set when they accept the invite.
- Enter the tenant's email on their profile tab in the main app.
- Click the Invite button next to the email field.
- The tenant receives an email with a secure link to set their password.
- After setting their password they can log in any time at your portal address.
The Invite button shows a checkmark and changes to Resend once the tenant has been invited. Use Resend if they lose the original email.
What tenants can do in the portal
The portal has six tabs across the bottom. Here is what each one shows.
Dashboard
The first thing a tenant sees when they log in. Shows their current balance, next charges due, last payment, lease dates, and move-in date.
Pay
Tenants can pay by ACH bank transfer or credit/debit card. The outstanding charges are shown before payment. ACH is cheaper; credit card carries a small processing fee. The tenant sees the fee amount before confirming — you control whether fees are passed through or absorbed in Settings > Portal.
Fee: $35.40 (2.9% + $0.30)
Fee: $5.00 (0.8%, max $5.00)
Ledger
Full transaction history with charges, payments, and a running balance. Useful when a tenant wants to verify their payment history or question a charge.
| Date | Description | Charge | Payment | Balance |
|---|---|---|---|---|
| 6/1/26 | Pet Income | $50.00 | $1,175.00 | |
| 6/1/26 | Rent Income | $1,125.00 | $1,125.00 | |
| 5/1/26 | ACH Payment | $1,175.00 | $0.00 | |
| 5/1/26 | Pet Income | $50.00 | $50.00 | |
| 5/1/26 | Rent Income | $1,125.00 | $1,175.00 | |
| 4/1/26 | ACH Payment | $1,175.00 | $0.00 | |
| Balance due | $1,175.00 | |||
Maintenance
Tenants submit maintenance requests from the Maint tab. They tap + New Request, describe the issue, pick a category, and optionally attach a photo. The request appears instantly in your Work Orders tab with a blue New badge.
After you respond, the tenant sees your reply in the same thread and can reply back — no phone calls needed. The thread stays open until the work order is completed or cancelled.
Documents
Documents you send through the main app appear here, organized into Leases, Notices, and Miscellaneous. Tenants can view or download any document at any time without contacting you.
Sending documents to tenants
There are two ways to send a document to a tenant's portal:
- From the Documents page: open a template, click Send to Portal, choose the tenant and document category. The app merges the template with that tenant's data and delivers the PDF. See Documents for how merge fields work.
- From the tenant's Docs tab: click Send to Portal, select a PDF file from your computer, choose a category (Lease, Notice, or Misc) and a title. Use this to send any PDF, not just templates.
Portal demo mode
When you load demo data in the main app, the demo banner shows a Portal demo code. Anyone can use this code at your portal address to log in as a demo tenant and see what the portal looks like from the tenant's perspective, useful for showing prospective tenants what to expect before they sign a lease.
Localization
The portal is fully localized in English, Spanish, and French. Each tenant sees the portal in whatever language their browser is set to.