From lease to payment. One system.
- 1
Upload your leases
Drop in any lease. Vestibule reads and structures the key terms automatically.
- 2
Extract the data
Rent schedules, escalations, deposits, and key dates — all captured and organized.
- 3
Generate billing
Invoices and recurring charges are created directly from lease terms.
- 4
Collect and track payments
Tenants pay through the platform. You see what’s paid, what’s overdue, and what’s coming in — instantly.
Commercial buildings aren’t run on a system
Leases live in PDFs. Rent rolls are tracked separately. Critical dates are managed manually. Information is spread across brokers, property managers and ownership. There’s no single source of truth.
Every way your tenants pay, reconciled and posted automatically.
ACH, payments on the platform, and checks all land in one ledger — matched to the right lease and the right charge, then written to your accounting system without anyone re-keying a thing.
- Executed lease PDF
- ACH payments
- Checks in the mail
- Their AP system
- Work order requests
- Long email threads
- One dashboard for the portfolio
- A tenant portal carrying your brand
- Accurate tenant statements
- Every payment accounted for
- You know exactly where the money is
01However your tenants want to pay
Commercial tenants pay differently, and most of them won’t change for you. ACH, card, on-platform payment, their own accounts payable system, or a check in the mail. Vestibule takes all of it.
Pay statement · October 2026
Due Oct 1, 2026Suite 300, 40 Vandam Street
Reminders from Harborline Properties: statement issued Sep 21 · due-day notice Oct 1 · late fee warning Oct 8
02Reminders go out without you sending them
Pick when statements go out — the third Monday, the first of the month, whatever your leases call for — and Vestibule handles the rest. Tenants get the statement when it’s issued, a notice on the day rent is due, and a warning before a late fee applies. It’s built in, so there’s no separate tool to wire up and no rules to maintain. We stay on top of your tenants, so you don’t have to.
03Know where a payment stands
Initiated, clearing, cleared, failed. The moment a tenant starts a payment, Vestibule marks it and tells you — so a tenant who’s paying looks different from a tenant who isn’t, well before the money lands.
- Meridian Market Cleared · ACH · Oct 1$48,750.00
- Halcyon Fitness Clearing · ACH · initiated Oct 14$32,000.00
- Solano Dental Group Initiated · ACH · Oct 16$18,375.00
- Kestrel Fabrication Failed · ACH returned · Oct 6$35,550.00
04All charges, not just rent
Rent escalations, CPI adjustments, real estate taxes, insurance, CAM, work order chargebacks, late fees. Vestibule knows what each lease allows and bills all of it when it’s due.
Charge schedule · Bellweather Analytics, Suite 300
From the lease| Charge | Billed | Amount |
|---|---|---|
| Base rent | Monthly | $39,000.00 |
| Rent escalation, 3.0% | Feb 1, 2027 | $40,170.00/mo |
| Operating expense escalation (CAM) | Monthly | $2,340.00 |
| Real estate tax escalation | Monthly | $1,860.00 |
| Insurance | Monthly | $315.00 |
| Electricity, submetered | Monthly, by meter | Varies |
| Work order chargebacks | As incurred | At cost |
| Late fee, 5% of unpaid balance | 10 days after due | If late |
05Straight into your accounting system
Invite Vestibule into Yardi, MRI or AppFolio the way you’d add an employee, and ledgers post automatically. Prefer to keep it manual? Export payment ledgers for every tenant as a CSV and import them yourself. Either way, your general ledger doesn’t change, your chart of accounts doesn’t change, and your controller doesn’t have to relearn anything.
Accounting system
Export ledger (CSV)- Yardi Voyager Connected as a user · 3 of 3 entities mapped · chart of accounts unchangedConnected
Posts when cleared · 2
- Halcyon Fitness Clearing · Harborline Atlantic LLC$32,000.00
- Solano Dental Group Initiated · Harborline Atlantic LLC$18,375.00
No one re-keys a payment. No one exports a spreadsheet on Friday to find out what happened Monday.
Everything an owner asks, answered before they ask.
Who’s paying, what’s expiring, what’s coming back, and what it all does to next year’s cash flow — without waiting on a monthly report.
01Every entity, with its own accounts
Commercial portfolios are held one building to an LLC, and each one gets its own bank accounts in Vestibule — rent collection and security deposits kept separate, with as many accounts linked as an entity needs. See a single building on its own, or every entity you own rolled up, without a spreadsheet tying them together.
02A rent roll that’s current
Every lease, tenant, suite and payment across the portfolio, accurate as of now rather than as of the last export. Occupancy, delinquency and collections sit alongside it.
Rent roll by entity · as of Oct 16, 2026
Accurate as of now| Entity | Leases | Base rent / mo |
|---|---|---|
| Harborline 40 Vandam LLC 40 Vandam Street · Office · 42,000 RSF | 7 | $213,300.00 |
| Harborline Atlantic LLC 600 Atlantic Avenue · Retail / office · 18,000 RSF | 4 | $97,750.00 |
| Harborline Maspeth LLC 57-10 Grand Avenue · Industrial · 60,000 SF | 3 | $110,500.00 |
| Portfolio 115,100 of 120,000 RSF leased | 14 | $421,550.00 |
03What’s coming back, and when
Expirations, renewal windows and option deadlines across the next four quarters, with what each one does to cash flow if it renews and if it doesn’t. Vacancy is easier to plan for when you can see it a year out.
Base rent in place, by quarter
3 expirations · $112,500.00/mo · 26.7% of base- Nov 30, 2026Pinegrove Health Suite 500 · not renewing$42,000.00/mo
- Dec 31, 2026Kestrel Fabrication Unit C · renewal proposed$31,500.00/mo
- Jul 31, 2027Bellweather Analytics Suite 300 · option notice due Oct 31, 2026$39,000.00/mo
04Lease terms you can operate from
Rent schedules, escalations, CPI adjustments, options and obligations extracted from every lease and checked against what’s actually being billed. The answer to a lease question takes a search, not a phone call.
05Tenant obligations, tracked
Certificates of insurance, HVAC maintenance contracts, and anything else the lease requires a tenant to carry. See who’s current, who’s lapsed and what’s due, across every building — instead of finding out when something goes wrong.
06Your team, with the right access
Bring in your team with the access each of them needs — owner, property manager, leasing admin, finance admin. Your tenants do the same on their side, with admin, office manager and finance manager roles, so the person who signs the lease isn’t the only one who can use the portal. Notifications follow the same rules: work orders reach whoever handles them, and a summary of who’s paid this month reaches whoever needs it. Nobody has to go looking.
Harborline Properties · landlord roles
- Owner2 people
Every entity · approvals - Property manager1 person
Work orders, notices, obligations - Leasing admin1 person
Leases, expirations, options - Finance admin1 person
Collections, statements, accounting posts
New work orders go to the property manager. The monthly who’s-paid summary goes to the owner and the finance admin.
Bellweather Analytics · tenant roles
- Admin1 person
Lease, users, everything below - Office manager1 person
Work orders, building notices - Finance manager1 person
Statements and payments
The finance manager can pay without being the lease signatory.
The owner stops being the last to know.
Your brand in front of your tenants, every month.
Vestibule gives every tenant a portal built in your identity — statements, lease documents, compliance requirements, work orders and building updates, all in one place.
01A portal that carries your name
The tenant portal is yours. Your logo, your identity, in front of every tenant each time they log in to pay rent or check a date. Vestibule runs underneath it.
Bellweather Analytics · Suite 300, 40 Vandam Street
Lease
- TermFeb 1, 2022 to Jul 31, 2027
- PremisesSuite 300 · 7,200 RSF
- Renewal optionNotice by Oct 31, 2026
- Statements issueThird Monday, monthly
Requirements
- Certificate of insuranceThrough Mar 15, 2027
- HVAC maintenance contractDue Jan 31, 2027
Contacts
- Property teamMessage
- BillingMessage
Powered by Vestibule
02Their whole lease, in one stream
Every statement, document and notice from the day they sign to the day they leave, in one running record. Statements are generated from the lease and arrive on schedule, itemized down to the charge — base rent, CAM, real estate taxes, insurance, utilities, work order chargebacks — with every line traceable to the clause that allows it.
| Charge | Lease clause | Amount |
|---|---|---|
| Base rent | §3.1 | $39,000.00 |
| Operating expense escalation (CAM) | §4.2 | $2,340.00 |
| Real estate tax escalation | §4.3 | $1,860.00 |
| Insurance | §4.5 | $315.00 |
| Electricity, submetered (September) | §6.1 | $1,184.50 |
| Work order chargeback, WO-1042 | §9.2 | $640.00 |
| Total due Oct 1, 2026 | $45,339.50 |
03Compliance they can actually meet
Certificates of insurance, HVAC maintenance contracts, and whatever else the lease requires them to carry — with samples of exactly what you’ll accept and the deadlines that go with them. Tenants can see what’s expected of them and when it’s due, for the whole lease term, not just at move-in.
Lease record Suite 300 · since Feb 1, 2022
- Oct 8, 2026Building noticeFire alarm test, Thursday Oct 8, 7:00 to 9:00 AM
- Oct 1, 2026Payment initiated · $45,339.50ACH · Business Checking ••4821
- Sep 22, 2026WO-1042 completedVendor invoice attached · $640.00 billed to October statement
- Sep 21, 2026Statement · October 2026$45,339.50 · due Oct 1
- Sep 15, 2026WO-1042 submittedCracked glass panel, conference room door · 2 photos
- Sep 1, 2026Payment cleared · $44,712.25September 2026 statement
Requirements whole lease term
- Certificate of insuranceCurrent
Renew by Mar 15, 2027 · Sample: what we accept - HVAC maintenance contractDue
Due Jan 31, 2027 · Sample contract
Documents
- LeasePDF
Executed Jan 14, 2022 - First amendmentPDF
Executed Mar 3, 2024 - Certificate of insurancePDF
On file · expires Mar 15, 2027
04One place to talk to you
Tenants message the property team from the portal, and building notices land there too — alarm tests, elevator outages, freight hours. Billing questions reach billing, building issues reach the property team, and the conversation sits alongside their lease and their balance, so nobody explains the context twice.
05Work orders both sides can follow
A tenant submits a request with photos and follows it to completion — status in the portal, updates by email. Your team responds in the same thread, attaches invoices, and bills it back to the statement when the lease allows. Nobody asks for a status update, because the status is already there.
Work orders · 5
- WO-1048Roof leak over stockroomOpen600 Atlantic · Retail A · Meridian Market
- WO-1047Thermostat unresponsive, east zoneIn progress40 Vandam · Suite 600 · Ardent Capital Partners
- WO-1046Dock door 2 not sealingScheduled Oct 1957-10 Grand · Unit B · Redgate Foods
- WO-1045Replace flickering fixturesCompleted Oct 940 Vandam · Suite 200 · Corbett & Hale LLP
- WO-1042Cracked glass panel, conference room doorCompleted Sep 2240 Vandam · Suite 300 · Bellweather Analytics
WO-1042 · Suite 300 · Bellweather Analytics
- Sep 15, 2026Submitted by tenant · 2 photos attached
- Sep 16, 2026Harborline: scheduled with Clearview Glass for Sep 22
- Sep 22, 2026Completed · vendor invoice attached · $640.00
- Sep 22, 2026Tenant notified by email
06One tenant, every lease they hold
A tenant with three suites across two buildings sees all three in one place — separate leases, separate terms, one login, one balance. Expansion space, relocations and multi-building tenants are handled as what they are.
Northfield Logistics · 3 leases, 2 buildings
One login- Suite 400 · 40 Vandam Street
Headquarters · 5,400 RSFExpires Jun 30, 2029$32,940.00 - Suite 410 · 40 Vandam Street
Expansion, 2024 · 2,100 RSFExpires Jun 30, 2029$12,810.00 - Unit A · 57-10 Grand Avenue
Warehouse · 24,000 SFExpires Mar 31, 2030$52,000.00 - One balance · October 2026Due Oct 1, 2026$97,750.00
Tenants who can see their lease dispute less, pay faster, and renew more often.
$12 per lease, per month.
- You only pay for active leases — a vacant suite costs nothing
- Billed monthly
- No setup fee
- No long-term contract
- Start with one property