Rent Manager Integration
Payments & AccountingWhat It Does
Rent Manager is a comprehensive property management and accounting platform built for mid-market owner-operators running mixed commercial, residential, and industrial portfolios. Unlike lightweight PM tools focused solely on residential units, Rent Manager handles the full accounting general ledger, lease administration, work order management, and owner reporting that multi-asset portfolios demand under one roof.
Why Real Estate Professionals Use It
Mid-market property management firms — operating 50 to 2,000 units across office, retail, industrial, and multifamily assets — consistently find that generic accounting tools like QuickBooks fall short of the lease-administration complexity they face daily. CAM reconciliations require allocating shared expenses across tenants according to their pro-rata share and lease terms; rent escalations fire on specific anniversary dates or CPI triggers; owner statements require NOI rollups by property that reconcile to the GL line-by-line. Rent Manager was built for exactly this environment.
AI Solutions for Payments
Ebook
CTO's Guide to AI Implementation
Security, compliance, and vendor evaluation frameworks for AI operations
Solution
AI Transaction Coordinator
Automate document collection, deadline tracking, and stakeholder updates
Solution
Commission & Pipeline Tracker
Real-time dashboard showing deal progress and expected commissions
Key Features for Real Estate
Discover how Rent Manager powers real estate automation workflows
1 of 8
Feature
rmAPI — Documented REST Interface
Rent Manager ships a documented REST API (rmAPI) that exposes tenants, leases, payments, work orders, vendors, GL entries, and owner ledgers as structured endpoints. OAuth 2.0 authentication. Read and write access available for most objects.
Real Estate Impact
Unlike property management tools that lock data behind a closed UI, rmAPI lets you build two-way integrations: pull live rent rolls into investor dashboards, push payment confirmations into owner portals, or trigger n8n workflows the moment a lease status changes.
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Automation Workflows
Ready-to-deploy workflows powered by Rent Manager + NextAutomation
Workflow 1 of 5
Intermediate
Payment Received → Owner Statement Refresh and Tenant Confirmation
When a rent payment posts in Rent Manager, an automation immediately updates the owner's running ledger, queues an updated monthly statement if all expected rents for the period are collected, and sends the tenant a payment confirmation with receipt. Property managers are notified only if a payment is partial or late.
Trigger: Payment posted in Rent Manager via rmAPI payment webhook or scheduled rmAPI poll
Workflow Steps
1rmAPI payment event captured in n8n (webhook or polling interval)
2Retrieve tenant record and lease details via rmAPI to confirm amount and period
3Check if all expected rent payments for the property are now collected for the period
4If all collected: update owner ledger running balance via rmAPI; flag statement as ready to generate
+3 more steps
Tenants receive immediate confirmation of every payment without PM staff generating receipts manually. Owners see their ledger update in real time. Property managers focus their attention on exceptions — late or partial payments — rather than routine receipting.
Triggers & Actions
Connect Rent Manager to your workflows with powerful triggers and actions
Triggers
Payment Posted
Fires when a tenant payment is recorded in Rent Manager, including the payment amount, date, tenant ID, unit, and period applied.
Trigger an instant tenant receipt email and an owner ledger update the moment rent hits Rent Manager.
Work Order Status Changed
Fires when a work order status transitions (open, assigned, in progress, completed, on hold), including the work order ID, property, vendor, and status details.
When a work order moves to 'Completed', trigger a tenant satisfaction follow-up and post the invoice cost to the property GL.
Lease Created or Modified
Fires when a new lease is created or an existing lease term is modified, including lease start/end dates, rent amount, and tenant details.
When a new commercial lease is created, trigger a welcome sequence for the tenant and add the lease expiration to a shared calendar for renewal tracking.
Lease Expiring Soon
Scheduled query via rmAPI that surfaces leases expiring within a configurable lookback window (e.g., 30, 60, or 90 days).
Trigger a personalized renewal outreach sequence for each tenant whose lease expires within 90 days.
Vendor Invoice Received
Fires when a vendor invoice is created in Rent Manager's accounts payable module, including vendor, amount, property, and GL account coding.
Route invoices above a configurable threshold for principal approval before payment is processed.
Unit Vacancy Status Changed
Fires when a unit transitions from occupied to vacant or vice versa, including the unit details, property, and effective date.
When a unit becomes vacant, automatically trigger a make-ready work order and a listing syndication workflow.
Actions
Create Work Order
Creates a new work order in Rent Manager assigned to a vendor with trade classification, priority, description, and property details.
When a tenant maintenance request is received and AI-classified, create a routed work order in Rent Manager without PM manual entry.
Post GL Journal Entry
Posts a manual journal entry to Rent Manager's general ledger against a specific property and account.
At month-end, post amortized insurance and tax prepayment entries automatically based on a schedule stored in the workflow.
Update Tenant Record
Updates fields on a tenant record in Rent Manager including contact information, notes, and custom fields.
When a tenant updates their contact information via a portal form, sync the change to Rent Manager immediately.
Retrieve Rent Roll
Pulls the current rent roll for one or more properties via rmAPI, returning tenant, unit, lease term, rent amount, and payment status for each active lease.
Pull a live rent roll on the first of the month to populate an investor-facing LP reporting dashboard without a property manager exporting a spreadsheet.
Get GL Entries by Property and Date Range
Retrieves general ledger entries filtered by property, account, and date range via rmAPI.
Pull prior-month GL data to assemble a formatted owner statement or feed actual operating data into a pro forma update.
Create or Update Owner Ledger Entry
Posts a debit or credit to an owner's ledger in Rent Manager, including distribution payments, management fee charges, and reserve contributions.
When a distribution is approved and wired, post the distribution debit to the owner ledger in Rent Manager to keep the ledger reconciled to the actual bank activity.
Setup Guide
Get started in approximately 2–3 hours for core authentication, property mapping, and first payment workflow; 1–2 additional hours per advanced workflow (owner statements, CAM reconciliation)
Prerequisites
- Rent Manager account (licensed; online or on-premises deployment)
- rmAPI credentials: client ID, client secret, and base URL for your Rent Manager instance (request via Rent Manager's integration partner program at rentmanager.com/integrations)
- n8n instance (cloud or self-hosted) with HTTP Request node access for direct rmAPI calls
- List of property IDs and unit IDs from your Rent Manager instance (used to scope API queries)
- Optional: document storage location (SharePoint, Google Drive, or S3) for lease PDF retrieval in AI-assisted workflows
1
Register for rmAPI Access
Log in to your Rent Manager account. Navigate to Admin → API Access and request API credentials, or contact Rent Manager support to register as an integration partner. You will receive a client ID and client secret for OAuth 2.0 token exchange. Note your instance base URL (e.g., https://yourcompany.rentmanager.com).
Rent Manager uses OAuth 2.0 client credentials flow. Tokens are short-lived; build token refresh into your n8n workflows from the start rather than storing a static token.
2
Authenticate and Test rmAPI in n8n
In n8n, add an HTTP Request node. Set the URL to your rmAPI token endpoint (e.g., https://yourcompany.rentmanager.com/v12/authentication/token). POST your client_id and client_secret in the request body. Copy the returned access_token and use it as a Bearer token in a second HTTP Request node to GET /v12/tenants. Verify tenant records return successfully.
Store your client_id and client_secret in n8n Credentials as a generic HTTP Header credential, not as plain text in workflow nodes. This makes credential rotation straightforward when needed.
3
Map Your Property IDs and Account Codes
Query the rmAPI /v12/properties endpoint to retrieve the numeric property ID for each asset you manage. Also query /v12/glaccounts to retrieve the GL account codes for your standard accounts (rent income, CAM income, operating expenses, management fees). Save these mappings in a reference table or n8n environment variables — you will use them in every workflow you build.
Create a simple spreadsheet or n8n environment variable set with property names mapped to their rmAPI property IDs. Workflows that reference property IDs by name rather than number are much easier for the next person on your team to maintain.
4
Build and Test Your First Workflow: Payment Confirmation
Start with the payment-confirmation workflow because it has a clear trigger (payment posted), a clear action (send email), and is low-risk if something goes wrong. In n8n, set up a scheduled poll of the rmAPI /v12/payments endpoint every 15 minutes, filter for payments posted since the last run, and send a confirmation email to each paying tenant using their rmAPI contact record. Run against a test payment before enabling in production.
Use a polling interval rather than relying on webhooks for your first integration. Once your workflows are stable and you understand Rent Manager's data model, explore rmAPI webhook configuration for real-time event delivery.
5
Configure Owner Statement Workflow
Build the month-end owner statement workflow using the GL entry retrieval action. Parameterize the workflow with the prior month's date range and a list of property/owner pairs. Test by running the workflow against last month's data and comparing the output to statements your team produced manually. Validate totals match before enabling automated delivery.
Keep a manual review step (n8n's 'Wait for Approval' node or a Slack approval message) in the owner statement workflow until you have run three consecutive months cleanly. Owner statements are high-stakes; a single incorrect statement damages trust significantly.
6
Enable Lease Expiry and Work Order Workflows
With the core payment and reporting workflows running, add the lease expiry alert and work order routing workflows. For lease expiry, verify the rmAPI lease expiration date format and test with a lease expiring in 10 days before enabling the 90-day trigger. For work order routing, configure your AI classification prompt with the trade categories and vendor names used in your Rent Manager vendor list.
For the work order routing workflow, start with 'routine' priority only and keep a human-review step for 'urgent' and 'emergency' classifications for the first month. AI classification for maintenance trades is accurate for common requests but should have a human backstop for edge cases during the initial calibration period.
Frequently Asked Questions
Common questions about Rent Manager integration
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