Lease payout operations for property managers

Give referring agents a place to submit their referral—then prepare everything accounting needs.

The firm-branded portal captures the placement, brokerage details, and W-9 while the agent is motivated. Your team confirms the lease once; PropertyPayouts creates every related payout and closes one approved AP and payroll run.

↗

The memorable front door

Referring agents can start the referral packet themselves

Put the firm-branded link in MLS remarks or your leasing email. The agent submits the tenant referral and can attach the brokerage W-9. Nothing is owed until your team confirms the signed lease.

Referral payout workflow

Five property events created eight payouts. Seven are already complete.

All payouts (8)

Each lease, renewal, or new account can create multiple connected payouts. PropertyPayouts keeps them together through approval and accounting.

Payee	Type	Basis	Status	Amount
412 Alder Court · lease signed Aug 3 · rent $1,600 · owner billed $1,280
CLCardinal Leasing PartnersOutside brokerage · paperwork received with referral	ReferralAccounts payable	30% of one month$1,600 × 30%	Nothing outstanding	$480.00
NPNina PatelLeasing staff · internal	Lease-upPayroll	FlatPer placement	Nothing outstanding	$175.00
88 Marlow Street · lease signed Aug 1 · rent $2,395 · owner billed $2,395
BOBlue Oak RealtyOutside brokerage · first payout	ReferralAccounts payable	30% of one month$2,395 × 30%	W-9 requested	$718.50
DCDevon ClarkeLeasing staff · internal	Lease-upPayroll	FlatPer placement	Nothing outstanding	$175.00
720 Grove Park · lease signed Jul 30 · rent $1,895 · owner billed $1,516
HVHarbor & Vine RealtyOutside agent · W-9 requirement satisfied	ReferralAccounts payable	30% of one month$1,895 × 30%	Nothing outstanding	$568.50
MLMarcus LeeLeasing staff · internal	Lease-upPayroll	FlatPer placement	Nothing outstanding	$175.00
305 Brayton Place · renewal signed Aug 2 · owner billed $200
PRTheo WhitakerLeasing staff · internal	RenewalPayroll	FlatPer renewal	Nothing outstanding	$100.00
1140 Sable Ridge · management started Aug 1 · rent $2,100 · fee 8%
MLMarcus LeeBusiness development · internal	New accountPayroll	One month × fee$2,100 × 8%	Nothing outstanding	$168.00

Showing 8 of 8

Step 1 of 4 · record what happened

Record a lease event

Choose the property and confirm the rent. The stored rule creates every related payout automatically.

The lease what happened, and where

Event

Property

Unit (if the property has more than one)

Tenant (optional)

Monthly rent

Dates & milestones used to know when each payout can move

Lease signed

Expected possession

Expected first month’s rent

This is a reminder date—not confirmation that rent was received.

Lease end date (optional)

Potential renewal payoutNear the lease end date, ask whether this renewal created another payout.

Who is owed the outside payee, and who handled it here

Who brought the tenant?

Payee name

Email for the document request

The only address we ever write to. Never shared, never used for anything else.

Who handled this lease?

How it splits from the property’s rule

Split rule (defaults from the property)

Agent payout (rate or amount)

Enter 30% or $480 — either works.

Anything to record optional · never shown to the payee

Internal note

Every obligation from this event

Bill the property owner80% of one month’s rent

+$1,280.00

Outside agent30% of one month’s rent

−$480.00

Leasing staffFlat, per placement · internal

−$175.00

PropertyPayouts takes it from here

✓

Two payouts createdThe referral payment and the internal lease-up payout.

Only the outside agent is asked for anythingCardinal has never been paid here, so a W-9 and payee details are requested. The staff payout needs nothing.

Both join the approval queueApproved together with everything else ready that week.

You collect documents once. Cardinal’s next payout skips the request entirely.

Event

412 Alder Court

Applied split rule

Lease end

Renewal payout

!

Payouts from this event

Payouts

One signing, more than one person owed. Open any of them.

Payee	Reason	Basis	Amount	Status

Financial summary

Release conditions

Facts about this lease

Confirmed once, for the whole event. Everything waiting on a condition releases together — outside agents and your own staff alike.

Payout 2026-0418

Cardinal Leasing Partners · $480.00

412 Alder Court · referral fee · created Aug 3

Waiting on payee

!

Waiting on Cardinal Leasing Partners’ W-9 and payee details

First payout to this agent, so there is nothing on file. PropertyPayouts is following up on its own.

Payout packet1 of 3 requirements complete

↻

Next: automatic reminder in 3 daysDana Ruiz is the contact for Cardinal Leasing Partners and owns the next step. Nothing is due from your team.

Payout packet

Activity

Aug 3 · 8:14 AMTwo payouts created from the split rule

$480.00 to the outside agent, $175.00 lease-up.

Aug 3 · 8:14 AMCardinal Leasing Partners’ W-9 and payee details requested from Dana Ruiz

One secure link. Reminders every 3 business days.

From the same event

Notes and evidence

Never shown to the payee

BM

Comments and attachments stay with the payout and appear in the approval queue. Do not attach bank details.

Triangle Property Management <noreply@propertypayouts.com>Replies go to payouts@trianglepm.com

to dana@cardinalleasing.com

You will be paid $480.00 for 412 Alder Court

You will be paid $480.00 for placing a tenant at 412 Alder Court — 30% of one month’s rent, our standard referral rate.

Since this is our first payment to you, we need a W-9 and an address to send the check to. One secure link, about two minutes. We will only ask again if your information changes or an updated form is required.

Checks are mailed within two weeks of receiving your details, and we will email you the day yours goes out.

Secure link · no account needed

she taps the link

https://referrals.trianglepm.com/payee/9f3a2b71c4

no login

Triangle Property Management

You will be paid $480.00

Your referral payment has been approved. Send these two items so it can be included in the next payment run.

Payout 2026-0418

Property412 Alder Court

ForReferral fee

How this was calculated

Monthly rent$1,600.00

Referral rate30%

Amount$480.00

No bank details, ever. Triangle mails you a check — we only need to know who to make it out to and where to send it. Checks go out within two weeks, and you will get an email the day yours is mailed.

Step 3 of 4 · approve complete payouts

Manager review

Review only payouts whose calculations, paperwork, and release conditions are complete. Approve the week in one pass.

Ready for review

7

$1,841.50 total

Events represented

5

Three placements, a renewal, a new account

Documents outstanding

0

Nothing here is waiting on anyone

Complete payouts

Select everything, approve once. Anything overridden is flagged here so it cannot be released unseen.

Payee	Event	Referral type	Amount	Route
Cardinal Leasing PartnersOutside brokerage	412 Alder Courtplacement	Tenant referral	$480.00	AP
Harbor & Vine RealtyOutside brokerage	720 Grove Parkplacement	Tenant referral	$568.50	AP
Nina PatelInternal · payroll	412 Alder Courtlease-up	Tenant referral	$175.00	Payroll
Devon ClarkeInternal · payroll	88 Marlow Streetlease-up	Tenant referral	$175.00	Payroll
Marcus LeeInternal · payroll	720 Grove Parklease-up	Tenant referral	$175.00	Payroll
Theo WhitakerInternal · payroll	305 Brayton Placerenewal	—	$100.00	Payroll
Marcus LeeInternal · payroll	1140 Sable Ridgenew account	Owner referral	$168.00	Payroll

7 selected · $2,080.00Approving moves them into staging. Bookkeeping receives nothing until the payment run is released.

Approved and staged for export

Approved payouts collect here until you close an export run for accounting.

Nothing staged

Nothing approved yetApproved payouts collect here until someone releases them as a payment run.

Triangle Property Management via PropertyPayouts <notifications@propertypayouts.com>Reply-to: accounting@trianglepm.com

to bookkeeping@trianglepm.com

Payment run 2026-32 is ready

2 vendor checks totaling $1,048.50
5 payroll payouts totaling $793.00

Approved by Sarah Mitchell. Open the secure run to review each destination and download the files you need.

Delivered by PropertyPayouts · approved items only · no account required

bookkeeping opens the link

https://app.propertypayouts.com/runs/2026-32

PropertyPayouts secure run · no login

Payment run

Run 2026-32

Released Aug 5, 2026 by Sarah Mitchell

Approved and closed

No run released yetApproved payouts stage in Manager review until someone releases them. Accounting gets one run, not a trickle.

Total run$1,841.507 payouts

Accounts payable$1,048.502 vendor checks

Payroll$793.005 staff payouts

3 confirmations need an answerAccounting can confirm these because it knows whether rent landed. Confirmed payouts return to Manager review for approval and a future run.

PropertyPayouts prepares the run. Your existing accounts-payable and payroll systems still send the money.

Outside this payment run

Confirm rent received

Confirmed items return to Manager review. They are not added to this payment run.

960 Kestrel WayTenant referralHarbor & Vine Realty · $540.00 held

Expected Aug 42 days overdue

720 Grove ParkTenant referralHarbor & Vine Realty · $568.50 held

Expected Aug 6Due today

1820 Halloway RoadTenant referralDanforth Group · $612.00 held

Expected Jul 298 days overdue

Accounts payable

Outside-agent checks

Grouped by payee. Open a statement only when you need the supporting detail.

Payee / event	Approved by	W-9	Amount	Statement

Preview check export

One row per payment · ready for QuickBooks, a bank portal or the firm’s existing check process

Payable to	Address 1	Address 2	City	ST	ZIP	Amount	Memo

Payroll

Staff payouts

Grouped by employee, with the underlying properties preserved as remittance detail.

Employee / event	Approved by	Type	Amount	Statement

Preview payroll export

One row per employee · combined payouts shown as detail

Employee	Pay period	Earnings code	Amount	Memo

Settings

Split rules

What each kind of event bills and owes. Set once, applied every time.

Your rules

Rules are attached to a property or an event type, so nobody chooses one when creating a payout.

Tenant placement — standard

In use

Line	Direction	Type	Basis	Rate / amount

Each line is a flat amount or a percentage of one of five bases. To give someone everything left over, use 100% of what is left after the fixed lines. Two lines at 50% split it evenly. No formulas.

Release conditions

Facts every event under this rule needs confirmed, and when you expect them

A condition is a fact about the event, confirmed once — whoever confirms it releases every payout waiting on it. Nearly every payout waits on something: a lease has to be signed before anyone is owed. What differs is how far down the chain each payee sits — your leasing agent may release on signing while an outside broker waits for possession and the first month's rent to arrive. That is why the mapping is per payout.

Preview

Example monthly rent

Management fee

When it takes effect

Effective from

Version

Existing payouts do not change. Anything already created keeps the version of the rule it was created under, so last month's numbers stay exactly as they were approved.

Payees

Everyone this firm pays, and what is on file for them.

All payees

Outside agents need documents once. Internal payees never do.

Payee	Type	On file	Payouts	Total

Outside agent

Payee

Payouts

Property / event	Reason	Date	Amount	Status

What is on file

Your team · about two minutes

Confirm what happened

One pass a week. Everything here is a payout that is calculated and ready, waiting on a fact only your team knows.

Nobody outside the firm can answer these. A broker cannot tell you whether the first month's rent landed, so PropertyPayouts never asks her — it asks the person who knows, grouped so you answer the same question once.

Upcoming lease ends

Potential renewal payouts 2

Created from the lease end date and “Track it” choice entered with the original placement.

220 Riverbend DriveLease ends Oct 31	Potential renewal payout
9 Copperline WayLease ends Nov 14	Potential renewal payout

Lease-triggered payouts

Renewals

The one thing PropertyPayouts asks you on a schedule: did these renew?

Need a decision

3

Surfaced 60 days before expiry

Potential payout

$450

Across the three leases

Next reminder

In 2 weeks

For anything still undecided

Leases needing review

A decision creates the payout for you — you never start one by hand.

220 Riverbend Drive

T. Alcott · lease ends Oct 31 · renewal payout

$200.00outside agent

New monthly rent

New term ends

9 Copperline Way

R. Osei · lease ends Nov 14 · renewal payout

$200.00outside agent

New monthly rent

New term ends

1140 Sable Ridge

Likely holdover · staff renewal payout

$50.00payroll

New monthly rent

New term ends

Firm rule: a month-to-month holdover still earns the renewal payout. Change it in Split rules.

Referral intake

Inbound referrals

Agents who placed a tenant, and anyone who sent you an owner — both report it here, with their paperwork, before payment becomes urgent.

Waiting on you to confirm

Check the submission against your records, choose the split rule, then confirm. No payout exists until both are done.

2 to review

Referral	Referral type	Property	Paperwork	Split rule
CLCardinal Leasing PartnersSubmitted by Dana Ruiz · first payout	Tenant referral	412 Alder CourtMove-in Aug 3	W-9 + address received✓ Email verified Aug 3 ·	Split rule for 412 Alder Court
OROakhill Realty GroupSubmitted by T. Bramwell · first payout	Tenant referral	720 Grove ParkMove-in Jul 30	Asked to be told first✓ Email verified Aug 4	Split rule for 720 Grove Park
DGDanforth GroupTom Danforth · paid 6 times since 2023	Owner referral	1820 Halloway RoadOwner signed Aug 4	Already on file✓ W-9 collected Mar 4 · nothing requested	Split rule for 1820 Halloway Road

🔒 referrals.trianglepm.com

TP

Triangle Property ManagementBroker resources

Agent Referral Portal

Agent referrals

Submit a tenant referral

Use this secure form to submit a tenant referral or owner referral. Our team will verify the details against our records and contact you when the referral payment is approved.

✓No account requiredSubmit now, then confirm through one email link.

✓No bank informationWe only request the legal payee, mailing address and W-9.

✓Your firm verifies the leaseNo amount is promised until the placement is confirmed.

Referral submission

Tell us about the placement

Most submissions take about two minutes.

Referral type

The placement which lease this is about

Property address

Tenant move-in date

Your email

Payment destination only if we confirm the placement

Brokerage legal name

Mailing address

City

State

ZIP

Brokerage W-9 send it now or after confirmation

Upload the brokerage W-9PDF, JPG or PNG · deleted after delivery to bookkeeping

Ready to send?Triangle Property Management verifies the referral before any payout is created.

Not a lease

Management accounts

New properties taken under management. No tenant, no lease — the payout comes off the management fee.

These are kept separate on purpose. A management account has an owner, a start date and a fee percentage — but no tenant, no lease and no rent-as-at-signing. Forcing it through the lease model would put empty columns on every lease and a special case at every turn.

Accounts started this quarter

Each one creates a payout from the management fee, not from a lease.

Property	Owner	Started	Monthly rent	Fee	Payout	Referred by
1140 Sable RidgeSingle family	H. KanellosFirst income Aug 15	Aug 1	$2,100.00	8%	$168.00Marcus Lee · payroll	Won directly
77 Larkspur BendTownhome	D. FerraroFirst income Jul 15	Jul 8	$1,850.00	8%	$148.00Marcus Lee · payroll	DGDanforth Group
2308 Willow ForkDuplex · both units	Braeburn HoldingsFirst income Jul 1	Jun 24	$3,200.00	7%	$224.00Marcus Lee · payroll	Won directly

Nina Patel · leasing

My work

Log a placement while it is fresh, answer what is waiting on you, and see what you are owed. Nothing else.

Waiting on you

Facts only you would know. Answering releases the payout for approval — it does not pay anyone.

2

412 Alder CourtDid the tenant take possession?	Expected Aug 8 · $655.00 held across 2 payouts
960 Kestrel WayDid the tenant take possession?	1 day late · expected Aug 4 · $540.00 held

What I am owed

Your payouts only

412 Alder CourtLease-up · created Aug 3	$175.00	Waiting on possession
1140 Sable RidgeNew account · created Aug 1	$168.00	Ready for approval
1820 Halloway RoadLease-up · Jul 28	$175.00	Paid Aug 1

Three payouts · $518.00 · one still waiting on possession

Recently logged

412 Alder Court · Aug 3Confirmed by Sarah

1140 Sable Ridge · Aug 1Confirmed by Sarah

77 Larkspur Bend · Jul 8Confirmed by Sarah

Log it and forget it. The coordinator checks it against the lease, so a mistake here costs nothing — and you never have to chase anyone for paperwork.

Manager and owner only

Reports

What leasing brought in, what went out, and what stayed.

Billed to owners

$8,517

August, 5 events

Paid to outside agents

$1,767

3 referral fees

Paid to staff

$793

5 payouts, 4 people

Retained by the firm

$5,957

70% of what was billed

By event

Every lease, renewal and new account this month, and what each one left behind.

Event	Event / origin	Billed	Outside agents	Internal	Retained
412 Alder CourtAug 3 · rent $1,600	PlacementTenant referral	$1,280.00	$480.00	$175.00	$625.00
88 Marlow StreetAug 1 · rent $2,395	PlacementTenant referral	$2,395.00	$718.50	$175.00	$1,501.50
720 Grove ParkJul 30 · rent $1,895	PlacementTenant referral	$1,516.00	$568.50	$175.00	$772.50
305 Brayton PlaceAug 2 · renewal	Renewal	$200.00	—	$100.00	$100.00
1140 Sable RidgeAug 1 · management started	New accountOwner referral	—	—	$168.00	from the management fee

5 events · $5,391 billed · $1,767 to outside agents · $793 internal

Where the money went

Twelve months, from the events PropertyPayouts recorded.

Leasing fees billed to owners$157,680

Paid to outside agents$76,288

Paid to staff$21,400

Retained by the firm$59,992

48% of every leasing fee goes back out. And because most recipients are one-time agents, nearly every payout creates a new paperwork and follow-up cycle.

Audit trail

History

Every completed payout, with the person and timestamp on each handoff.

Completed this month

Payee / event	Outcome	Approved by	Processed by	Amount
Danforth Group1820 Halloway Road · referral	Paid Aug 1	Sarah Mitchell	Jordan Ellis · AP	$612.00
Nina Patel1820 Halloway Road · lease-up	Added to payroll	Sarah Mitchell	Jordan Ellis · Aug 1–15	$175.00

Not part of this walkthrough

Payees, Properties and Settings exist in the real product. This concept demo covers the payout workflow only.

Nothing to see here yetHead back to Payouts to follow one from creation to paid.

Give referring agents a place to submit their referral—then prepare everything accounting needs.

Referring agents can start the referral packet themselves

Referral payout workflow

All payouts (8)

Record a lease event

PropertyPayouts takes it from here

412 Alder Court

Payouts

Financial summary

Release conditions

Cardinal Leasing Partners · $480.00

Waiting on Cardinal Leasing Partners’ W-9 and payee details

Payout packet

Activity

From the same event

Notes and evidence

You will be paid $480.00

Manager review

Complete payouts

Approved and staged for export

Run 2026-32

Confirm rent received

Outside-agent checks

Staff payouts

Split rules

Your rules

Tenant placement — standard

Release conditions

Preview

When it takes effect

Payees

All payees

Payee

Payouts

What is on file

Confirm what happened

Potential renewal payouts 2

Renewals

Leases needing review

220 Riverbend Drive

9 Copperline Way

1140 Sable Ridge

Inbound referrals

Customize your claim page

Submit a tenant referral

Tell us what happened

Waiting on you to confirm

Submit a tenant referral

Tell us about the placement

Management accounts

Accounts started this quarter

My work

Log a placement

Waiting on you

What I am owed

Recently logged

Reports

By event

Where the money went

History

Completed this month

Not part of this walkthrough