The inbox is not
a pipeline.
Tenant applications, screened and decided. Rental applications without the email archaeology: every application lives in one pipeline — collected, screened and decided — with screening built in, decisions recorded automatically and nothing lost in an inbox.
Tenant screeningBulk actionsOne pipeline
Five statuses, and that is the whole shape
Counts are the live pipeline shown further down this page.
One pipeline for everything
Twenty applications,
and you can say where
every one of them is.
Nothing lost in an inbox is a claim about time, so the board states it as time: how many applications sit in each status, and how long the oldest one has been waiting there. Search by name, email or application ID. Select several and move them together — that is what a Monday morning after a listing goes live actually needs.
Pending review
3 days
Under screening
5 days
Approved
11 days
Rejected
12 days
Withdrawn
14 days
Ageing is counted from the moment the application landed, not from when somebody opened it.
Illustrative applications across five units. The bulk reject here carries one reason for the whole batch, recorded against each application individually — a batch action does not become an unexplained one. Approving and rejecting a single file is the next section, because that is where the reason comes from.
Screening built in · one-click decisions
Five checks, then
a decision — and
never the other
way round.
Credit, background, eviction history, income verification and references, run without leaving the application. The approve and reject buttons stay closed until all five are back, so a decision cannot be taken on a file that is still half open. When it is taken, the reason is written with it — and that recorded reason is the most defensible thing in the product.
Application RF-2026-0412
Sofia Marchetti
Unit 4A, Whitefield
Submitted 5 days ago
- 1Credit checkScore, open accounts and payment history.Not run
- 2Background checkIdentity and public records.Not run
- 3Eviction historyFilings and judgments against the applicant.Not run
- 4Income verificationStated income against evidence, as a multiple of rent.Not run
- 5ReferencesPrior landlord and employer.Not run
Two illustrative files, one clean and one with an adverse finding. Which screening provider runs each check is configured per market; what does not vary is that the result attaches to the application and the decision cannot be recorded without one.
How it works
Collect. Screen. Decide.
Three stages, in order, once. The product is deliberately this short.
- 01
Collect
Applications arrive in one dashboard instead of an inbox, tracked from the moment they land, with nothing copied into a spreadsheet. The arrival time is the start of the clock, which is why the board can tell you the age of the oldest item in each status rather than only how many there are.
- 02
Screen
Credit, background, eviction-history, income and reference checks run in-app as each application moves from pending to under screening. The results attach to the application rather than arriving as five separate emails that somebody has to reunite with the file.
- 03
Decide
Approve or reject in a click, with the reason recorded. Clear backlogs with bulk actions when applications surge — a listing going live on a Friday produces a Monday that is a volume problem, not a judgement problem.
Five features, and no sixth
One pipeline for everything
Every application at a glance, filtered by status: pending review, under screening, approved, rejected, withdrawn. Five states, so there is no drawer for the ones nobody has classified.
Screening built in
Credit checks, background checks, eviction history, income verification and references, run without leaving the app.
One-click decisions
Approve or reject in a click, with the reason recorded automatically for your records.
Bulk actions
Move many applications through the pipeline at once when volume spikes.
Searchable records
Find any applicant instantly by name, email or application ID.
Scope
What RentFlow
does not do.
An application pipeline is a small problem currently solved with an inbox, a spreadsheet and a folder of PDFs, and that is precisely why it deserves its own system rather than a tab inside a larger one. Being clear about the edge is part of the offer.
- —Lease generationRentFlow records a decision. It does not draft, template or execute the agreement that follows one.
- —Rent collectionNo rent runs, no arrears ledger, no payment schedule. Money owed under a signed tenancy is a finance problem and belongs in FlowZa Finance.
- —Maintenance and works ordersNo tickets, no contractors, no inspections. Nothing here follows the applicant past the point of approval.
- —Tenancy managementRenewals, notices, deposits and end-of-tenancy are not modelled. The application is the unit of work and it ends when it is decided.
- —A published customer quoteThere is no testimonial on this page. RentFlow is live and in use, and we will publish a quote when a real, named customer gives us one to attribute. An invented endorsement would tell you less than this sentence does.
Where it hands over
RentFlow ends at the decision. An approved applicant, with their screening results and the recorded reason, is available over the RentFlow API and as an export, so whatever you use to run the tenancy afterwards can pick the file up without anybody retyping it. What RentFlow does not do is become that system: it is a screening and decision application, and it is priced as one.
Questions letting teams ask
Does RentFlow manage the tenancy after approval?
No. It collects the application, runs the screening and records the decision. Leases, rent, deposits, renewals and maintenance are outside it. An approved applicant, with the screening results and the recorded reason, is available over the RentFlow API and as an export so the system you use to run the tenancy can pick it up — but RentFlow itself stops at the decision.
Where do the five checks come from?
They are run from inside the application rather than from five separate portals, and which provider serves each check is configured per market, because credit and eviction data are national. What is constant is where the result lands: attached to the application, dated, and visible to whoever takes the decision.
Can a decision be taken before the checks are back?
The approve and reject actions stay closed until all five have returned. This is a small rule with a large effect: it means an approval on file is always an approval taken on complete information, and a rejection always has a screening record sitting behind whatever reason was given.
What exactly is recorded with a decision?
The decision, who took it, when, and the reason. Where an adverse check drove it, the finding is the reason. Where no check drove it — the unit was let to someone else — that is recorded as the reason instead. A decision without a reason is not a state the product can be left in, which is the point of recording it automatically rather than asking someone to remember.
Does a bulk action skip the reason?
No. A bulk move carries one reason for the batch and writes it against each application separately, so a file moved in a group of forty reads the same afterwards as one moved on its own.
How do we find an application from six weeks ago?
By name, email or application ID. Decided applications stay in the pipeline under approved, rejected or withdrawn rather than being cleared away, so the record of what was decided and why survives the decision.