Application Processing Overview

Application Processor Step-by-Step Workflow

Step 1: Receive & Review New Applications

Step 2: Verify Applicant Documentation

Credit Check

• Locate the credit report under the applicant’s profile.
• Minimum credit score: 650.
• If 620-649, the applicant may qualify with a double deposit, provided no stronger applicants exist and all other approval criteria is met.
• If below 620, move to the denial process.

Income Verification

Check Proof of Income (Required Documents)

• Open the Documents section of the application.
• Ensure the applicant has uploaded at least one of the following:
• W-2 Employee: Last 3 months’ pay stubs.
• Self-Employed: Previous year’s tax return (1040)
• New Job Offer: Offer letter stating salary, start date, and employer contact info.
• If income verification is missing or incorrect, email the applicant via AppFolio requesting proper documents.

• Household Income: Must be 3.5x the monthly rent. If earning 3x rent, they may be considered with a double deposit if all other approval criteria is met.
• Roommates: Each must earn at least 2.5x the monthly rent.
• Single Applicants: Must be 3.5x the monthly rent. If earning 3x rent, they may be considered with a double deposit if all other approval criteria is met.
• If income is insufficient, move to the denial process.

Rental History Check

• Check the Rental Verification section in the application and SEND requests to listed landlords for the necessary rental history.
• Contact previous landlords (if provided) and confirm:
• No more than one late payment in 12 months.
• No history of NSF payments (insufficient funds).
• No lease violations or evictions.
• If the applicant owes money to a previous landlord, deny the application.

Employment Verification

Verify Employment (If Needed)

• If employment details are unclear, call the employer using the contact info in the application.
• Confirm salary, position, and length of employment.
• If unemployed, confirm sufficient savings or alternate income.

Background Check

Review Criminal History

• Open the background report in AppFolio.
• Denial Reasons:
• Violent crimes or property damage offenses.
• Any convictions that could pose a risk to neighbors or property.

Step 3: Check Pet Policy Compliance (If Applicable)

• Go to PetScreening.com and check if the applicant has submitted a pet application.
• Ensure the pet meets criteria:
• Cats & dogs only, max 35 lbs each.
• Must be at least 1 year old.
• No aggressive breeds (pit bulls, rottweilers, etc.).
• If the pet does not qualify, notify the applicant they must remove the pet from their application.

Step 4: Make an Approval or Denial Decision

• Income is too low.
• Credit score is below 620.
• Poor rental history (evictions, NSF payments, landlord debt).
• Criminal background disqualifies them.
• Pets do not meet policy requirements.

Step 5: Update AppFolio & Notify Applicant

• Mark the application “Approved” in AppFolio.
• Send the lease agreement via AppFolio and notify the applicant.
• Set deadlines for signing and paying the security deposit.

• Select “Deny” in AppFolio.
• Send a formal denial email stating:
• The application was not approved.
• Due to fair housing laws, do not provide a specific reason.
• Inform them they can request a free copy of their credit report.

Step 6: Finalize the Application Process

• Update the application status to approved, denied, or withdrawn.
• If approved, move the applicant to the lease signing stage.
• If denied, archive the application for record-keeping.

Step 7: Update MLS/AF statuses

• Handle status updates (A>AU>P>C) in MLS and AppFolio. {Wiki link to be added here}
• "Active Under Contract": When an application is approved.
• "Pending": When a fully signed lease is received.
• "Leased": When the tenant has moved in.

Step 8: Update Lease Commission Spreadsheet {Wiki link to be added here}

• Add a reminder to update the spreadsheet on the lease start date.