Leasing and property documents, all in one tracked place.
Gather applications, proof of income, insurance certificates and photo evidence from tenants and contractors — without the email back-and-forth.
The problem
Property management is a constant document exchange with tenants, applicants and contractors — applications, proof of income, insurance certificates, repair photos. Clivanta turns each of these into a tracked request with a clean, timestamped record, so nothing is collected over a long email thread and nothing quietly slips. Every party uploads against the specific item you asked for, on any device.
- Leasing documents collected over long email threads
- Maintenance issues reported without usable photo evidence
- Insurance certificates that quietly expire
- Move-in and move-out condition disputes with no record
Where it fits
Tenant onboarding and leasing
Collect applications, proof of income, references, pet vet records and renter's insurance as one structured pack, and see at a glance which applicants are complete and which are still missing documents.
Maintenance with proof
A tenant uploads photos and videos of the damage against a maintenance item, and the contractor later uploads photos of the completed repair and their invoice on the same item — one record from report to resolution.
HOA and architectural review
Residents submit architectural plans, contractor licences and material samples for renovation approvals, each tracked so the review board is never waiting on an unclear request.
Move-in / move-out inspections
Exchange signed condition reports and dated photo evidence of the property's state, kept on the record so a later deposit or damage dispute is settled with evidence rather than recollection.
Documents you'll collect
How Clivanta handles it
The same reliable loop, whatever you're collecting.
Per-item requests
Every ask is its own tracked item with a status, due date, files and version history.
Reusable packs
Standardise a request list once and launch it for every client, matter or vendor.
Automatic reminders
Escalating, per-item reminders chase what's outstanding so you don't have to.
Portal or reply-by-email
Counterparts upload through a magic-link portal, or simply reply by email.
Immutable audit trail
Every request, upload, version and acceptance is logged with actor and timestamp.
Scoped, secure access
Each party sees only their own items; internal notes and threads stay private.
Frequently asked questions
Can tenants and contractors upload photos easily?
Yes. Both tenants and contractors open a simple portal from a magic link on any device — no account required — and upload photos, videos or documents directly, or reply by email. Making it effortless is why applications, condition photos and certificates actually come back rather than stalling in an inbox.
Can contractors and tenants both use one request?
Yes. Each party gets a scoped view of only their own items, so a tenant can report damage with photos, and a contractor can later upload the repaired-state photos and the invoice against the same maintenance item. Everyone contributes to one clean record without seeing anything that does not concern them.
Is there a record for move-in and move-out disputes?
Yes. Signed condition reports and dated photo evidence of a property's state are captured against the item and written to an insert-only log with timestamps. If a deposit or damage dispute arises later, you have an objective, time-stamped record rather than conflicting recollections.
Are insurance certificates chased before they expire?
Yes. You can schedule a reminder that automatically requests a renewed renter's insurance certificate or contractor certificate of insurance before the current one lapses. That closes the common gap where coverage quietly expires and nobody notices until there is a claim.
Can we reuse a standard leasing checklist?
Yes. You build your leasing or tenant-onboarding checklist once as a reusable pack — application, proof of income, references, insurance — and launch it for every applicant in seconds. Each launch snapshots the pack, so refining your checklist never disturbs applications already underway.
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Collect month-end, quarter-end and payroll documents from clients on a recurring schedule — tracked and reconciled without the email chase.
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