Lease renewal performance analytics dashboard for property management executives

Lease Renewal Performance Analytics for a 3rd Party Property Manager

This case study is for real estate investment and management leaders who want clear, defensible lease renewal performance analytics without manual work. It shows how a 3rd party property manager turned approximations into trusted numbers that drive owner confidence, team accountability, and smarter decisions.

Executive Summary

  • Who: 3rd party property manager with ~1,200 single-family units in the Southeast

  • Problem: No reliable way to track lease renewal rates or rent increases over time

  • Risk: Inability to prove performance to owners or fairly reward internal teams

  • Gap: Standard PMS reports showed only “as-of-date” snapshots

  • Solution: Custom analytics connecting leases and rent changes

  • Proof: Renewal rates and rent increases tracked by property, location, and unit type

  • Result: Stronger owner reporting, better leasing coaching, clearer strategy

The Business Problem

The CEO needed trustworthy numbers to answer simple but high-stakes questions:
How many leases are renewing? How much rent are we actually increasing? And which teams are driving results?
Without clear visibility, revenue opportunities were missed and performance discussions were based on estimates instead of facts.

The “Before” Reality

  • Lease renewal rates were approximated, not measured

  • Multiple rent rolls had to be exported and stitched together manually

  • Early terminations and evictions distorted the picture

  • Rent changes over time were hard to reconstruct

  • As the portfolio grew, the process broke down and became unmanageable

Why Existing Tools Weren’t Enough

  • The PMS produced point-in-time reports, not trends

  • There was no built-in way to connect leases to rent changes over time

  • Data lived in separate systems and spreadsheets

  • Answers took days and still lacked confidence

The Solution

We worked directly with the Rent Manager API team to link recurring charges to individual leases.
We then built a custom Power BI dashboard that shows:

  • Lease renewal rates

  • Expiring leases

  • Rent increases over time

Leaders can now see performance by property age, location, rent tier, and unit type—instantly.

The Results

  • Renewal rates reported with confidence to current and prospective owners

  • Clear differentiation versus competing property managers

  • Fair, data-backed evaluations of leasing and customer success teams

  • Targeted coaching plans based on root causes of non-renewals

  • Stronger focus on renewals instead of costly tenant churn

“When renewal performance is visible and trusted, leaders stop guessing and start managing what actually drives long-term revenue.”

Double Down on Improving Renewals

If you’re guessing your lease renewal rate, you’re leaving money on the table. Let’s analyze your lease renewal performance and uncover where savings and growth are hiding.

Book a strategy call

Q&A

How did this improve owner reporting?
Owners now see verified renewal and rent growth metrics, not estimates.

Why couldn’t standard PMS reports handle this?
They show snapshots, not how leases and rents change over time.

Did this replace existing systems?
No. It extended their PMS and service-ticket tools with better analytics.

Who benefits most from this visibility?
CEOs, leasing managers, and asset-focused leadership teams.