Everything after the lease is signed, in one place.
Vestibule connects your leases, tenants, payments and accounting system so rent gets collected, obligations stay visible and your portfolio stays current. Built for commercial landlords.
Welcome back, Dana
Here’s an overview of your properties and rent collection.
+ New
Needs attention
- 3 delinquent tenants $24,500.00
- 2 leases expiring (< 45 days) Review →
Work orders
- Outstanding2 unassigned · 4 open > 5 days6
- In progressCurrently assigned3
- CompletedLast 30 days18
Lease expirations
- Harborline Freight Co.Building C · Northline Industrial Park 2 leasesOct 22, 2026
- Calderon & Rowe LLPSuites 1150 & 1180 · 1200 Harbor Street 2 leasesNov 3, 2026
Next 6 months5
Next 12 months9
Portfolio snapshot
Monthly rent roll
$824,500
Annualized rent roll
$9,894,000
Occupancy
88%
Vacancy
12%
Active leases
42
Total SF managed
247,500
Outstanding balances · September
| Tenant | Unit / property | Balance owed | Days overdue |
|---|---|---|---|
| Marrow & Vance Design | Suite 505 · The Aldridge Building | $9,800 | 22 days |
| Bellweather Supply | Suite 210 · Fulton Exchange | $8,200 | 14 days |
| Kestrel Analytics | Suite 220 · The Aldridge Building | $6,500 | 8 days |
The owner dashboard, with this month live. Pick a property or a month and every figure follows. One sample portfolio runs through the whole site — four properties, 42 leases, 247,500 square feet.
The problem
Two questions, every Tuesday morning.
What came in, and what is about to run out. Both answers already exist — spread across a PDF, a spreadsheet, a bank portal and somebody’s inbox.
$758,540 of $824,500 in, with 3 leases past due
- Paid$758,540.0037 leases
- In transit$41,460.002 leases
- Past due$24,500.003 leases
In transit is rent submitted and not yet cleared — one to three business days on an ACH.
9 leases carrying $1,299,120 of annual rent
- Q4 2026 5 leases 22,960 SF $810,720
- Q1 2027 1 lease 2,900 SF $127,200
- Q2 2027 1 lease 1,700 SF $78,000
- Q3 2027 2 leases 7,200 SF $283,200
Annual rent is the figure at risk in each quarter, not the total already collected.
The lease says one thing. Operations happen somewhere else.
Rent schedules, free rent, escalations, pass-throughs and options are written into the lease, then re-keyed into spreadsheets and calendars. Every handoff is another place to lose one.
Rent arrives three ways. The answer should be in one place.
One tenant pays online, one sends an ACH from its bank, one mails a check. Three trails to reconcile before anyone can say what a building collected.
What it does
The four things Vestibule does
One portfolio, four ways in. See the whole product
What an owner can see
See what is happening across every property without waiting for a monthly report. Track collections, delinquency, expirations, lease options and tenant obligations from one portfolio view.
Rent roll
| Tenant | Property | Suite | SF | Monthly charge | Term ends | Status |
|---|---|---|---|---|---|---|
| Calderon & Rowe LLP | 1200 Harbor Street | 1150 | 6,200 | $23,460 | Nov 3, 2026 | ACH in transit |
| Harborline Freight Co. | Northline Industrial Park | Building C | 8,400 | $18,000 | Oct 22, 2026 | ACH in transit |
| Pell & Sons Hardware | Fulton Exchange | 118 | 2,900 | $10,600 | Mar 31, 2027 | Current |
| Bellweather Supply | Fulton Exchange | 210 | 2,300 | $8,200 | Jul 31, 2027 | 14 days past due |
| Marrow & Vance Design | The Aldridge Building | 505 | 2,560 | $9,800 | Dec 31, 2026 | 22 days past due |
| Kestrel Analytics | The Aldridge Building | 220 | 1,700 | $6,500 | Apr 30, 2027 | 8 days past due |
Expirations — next four quarters
| Quarter | Leases | SF | Annual rent |
|---|---|---|---|
| Q4 2026 | 5 | 22,960 | $810,720 |
| Q1 2027 | 1 | 2,900 | $127,200 |
| Q2 2027 | 1 | 1,700 | $78,000 |
| Q3 2027 | 2 | 7,200 | $283,200 |
| Total | 9 | 34,760 | $1,299,120 |
Obligations
- Certificates of insurance38 current · 3 due within 60 days · 1 lapsed4 to chase
- HVAC maintenance contracts11 required · 11 on fileCurrent
- Renewal optionsNext deadline: Suite 410, Fulton ExchangeNov 30, 2026
- Estoppels outstanding1200 Harbor Street refinance2 of 12
Portfolio reporting — rent roll, occupancy, delinquency and what’s coming back, on one screen.
The portal your tenants see
Give every tenant one branded place to pay rent, view statements and lease terms, find building information, upload documents, submit work orders and receive updates from your team.
Balance due
$23,460.00
Due Oct 1, 2026
Suite
1150
1200 Harbor Street · Office · 6,200 SF
Lease term
Nov 2026
Nov 4, 2021 – Nov 3, 2026
Open work orders
1
#4471 · HVAC, no cooling
Recent
- Work order #4471 updatedTechnician scheduled for Sep 17Sep 16
- Statement issuedSeptember 2026 · $23,460.00Sep 15
- Building noticeFire alarm test — Oct 2, 7:00–9:00amSep 14
- Payment clearedAugust 2026 · $23,040.00 · ACHAug 29
Who to talk to
- Property teamDana Whitfield — building issues and work orders
- BillingStatements, charges and payments
- Building officeFreight, access cards, after-hours HVAC
Due from you
- Certificate of insuranceSample accepted form attachedNov 30
Tenant portal. The header belongs to the landlord; Vestibule runs underneath it.
How rent gets collected
Track rent however your tenants already pay — through Vestibule, ACH, their AP system, or a check mailed to your own office that you scan on the spot and deposit straight to your bank — and keep every payment tied to the right tenant, lease and statement. Vestibule works directly with Yardi, MRI and AppFolio; your accounting system stays the system of record.
Pay statement · September 2026
$23,460.00 due Oct 1, 2026
Suite 1150, 1200 Harbor Street
How would you like to pay?
Payment status
Cleared
Payment history · Suite 1150
| Period | Method | Amount | Status |
|---|---|---|---|
| September 2026 | ACH | $23,460.00 | Cleared |
| August 2026 | ACH | $23,040.00 | Cleared |
One history, however the rent arrived.
Demonstration — no payment is taken and no account details are collected. Figures are the sample portfolio’s.
Tenant payment screen — try it. Pick a route and watch the payment land in the same ledger whichever one you choose.
What happens when something breaks
A tenant reports it from their portal with photos. Your team picks it up, the conversation stays on the request, and when the lease says the tenant pays for it, the charge is added there and lands on their next statement. Nobody re-keys it into the accounting system, and nobody has to ask where it got to.
Meridian Property GroupRequests
Requests
Open6
Showing 3 of 6.
In progress3
Completed18
Showing 2 of 18.
Freight lift call button sticks
REQ-4476
- Property
- Northline Industrial Park
- Unit
- Building C
- Tenant
- Harborline Freight Co.
- Submitted
- Sep 15, 2026
Description
The call button on the freight lift has to be pressed twice.
Attachments
Conversation
- Harborline Freight Co.Sep 15, 3:22 PM The call button on the freight lift sticks — you have to press it twice to get a response.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
Dana WhitfieldAssigned
Restroom sink leaking
REQ-4470
- Property
- Fulton Exchange
- Unit
- Suite 118
- Tenant
- Pell & Sons Hardware
- Submitted
- Sep 9, 2026
Description
Water pooling under the sink in the staff restroom.
Attachments
Conversation
- Pell & Sons HardwareSep 9, 7:48 AM Water pooling under the sink in the staff restroom. Photos attached.
- Meridian Property GroupSep 9, 8:15 AM Shut-off is behind the panel — we have turned it off for now. Plumber coming to quote.
- Meridian Property GroupSep 12, 2:10 PM Quote in. Waiting on your approval before we schedule, as the lease puts this on the tenant.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
Dana WhitfieldPlumber quoting
Access cards for two new staff
REQ-4467
- Property
- The Aldridge Building
- Unit
- Suite 220
- Tenant
- Kestrel Analytics
- Submitted
- Sep 5, 2026
Description
Two new hires starting Sep 22 need building access.
Conversation
- Kestrel AnalyticsSep 5, 11:03 AM Two new hires start Sep 22 and will need building access cards.
- Meridian Property GroupSep 5, 11:40 AM Send us their names and we will have the cards cut.
- Kestrel AnalyticsSep 8, 9:02 AM Names sent through to the building office.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
UnassignedUnassigned
HVAC not cooling
REQ-4471
- Property
- 1200 Harbor Street
- Unit
- Suite 1150
- Tenant
- Calderon & Rowe LLP
- Submitted
- Sep 14, 2026
Description
The suite stops holding temperature in the afternoon.
Attachments
Conversation
- Calderon & Rowe LLPSep 14, 9:12 AM The suite stops holding temperature after about 2pm. It was 79 degrees at the windows yesterday.
- Meridian Property GroupSep 14, 10:04 AM Logged with the building engineer. He will look at the unit serving your floor this afternoon.
- Meridian Property GroupSep 15, 4:26 PM Engineer found a failed contactor. Part is ordered.
- Meridian Property GroupSep 16, 8:30 AM Part arrives tomorrow. Technician scheduled for Sep 17, 8:00 AM.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
Dana WhitfieldTechnician scheduled Sep 17
Ceiling light flickering
REQ-4465
- Property
- The Aldridge Building
- Unit
- Suite 505
- Tenant
- Marrow & Vance Design
- Submitted
- Sep 8, 2026
Description
The ceiling light in the main office is flickering.
Attachments
Conversation
- Marrow & Vance DesignSep 8, 8:47 AM The ceiling light in the main office is flickering.
- Meridian Property GroupSep 8, 9:31 AM Our electrician is booked for Sep 18. It is a ballast, and it is on us under Art. 11.2.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
Dana WhitfieldElectrician booked Sep 18
Roof leak over the stockroom
REQ-4459
- Property
- Fulton Exchange
- Unit
- Suite 210
- Tenant
- Bellweather Supply
- Submitted
- Aug 28, 2026
Description
Water coming through the stockroom ceiling after rain.
Attachments
Conversation
- Bellweather SupplyAug 28, 7:15 AM Water coming through the stockroom ceiling after last night’s rain. We have moved stock off that side.
- Meridian Property GroupAug 28, 8:02 AM Roofer is out today to tarp it. Permanent repair booked for Sep 19.
- Meridian Property GroupSep 12, 4:30 PM Tarp is holding through this week’s rain. Repair still on for Sep 19.
Billed back
Nothing charged yet. If the lease allows it, the charge is added here and lands on the next statement.
Point of contact
Dana WhitfieldVendor booked Sep 19
After-hours HVAC
REQ-4468
- Property
- 1200 Harbor Street
- Unit
- Suite 1150
- Tenant
- Calderon & Rowe LLP
- Submitted
- Sep 3, 2026
Description
Extended HVAC for two late working nights.
Conversation
- Calderon & Rowe LLPSep 3, 6:42 PM We are working late Thursday and Friday. Can we get HVAC past 6pm both nights?
- Meridian Property GroupSep 3, 7:05 PM Booked for both nights. After-hours HVAC is billable under Art. 9.4 — we will send the vendor invoice through.
- Meridian Property GroupSep 9, 11:20 AM Vendor invoice attached: $420.00. Added to your September statement.
Billed back
$420.00Art. 9.4
On the September 2026 statement — posted from this request, not typed again.
Point of contact
Dana WhitfieldClosed Sep 9 · billed back
Dock leveler repair
REQ-4452
- Property
- Northline Industrial Park
- Unit
- Building C
- Tenant
- Harborline Freight Co.
- Submitted
- Aug 18, 2026
Description
Dock leveler would not raise on bay 3.
Attachments
Conversation
- Harborline Freight Co.Aug 18, 6:30 AM Dock leveler on bay 3 will not raise. We are down to two bays.
- Meridian Property GroupAug 18, 7:12 AM Vendor dispatched. Hydraulic line, they think.
- Meridian Property GroupAug 21, 2:44 PM Line replaced and tested. Bay 3 is back in service — structural, so no chargeback.
Billed back
Nothing charged to the tenant — this one was the landlord’s under the lease.
Point of contact
Dana WhitfieldClosed Aug 21
Tenant requests in the product. Filter by property and the columns re-count; pick a card and read the request beside it. The one that ends in a $420.00 chargeback is the same $420.00 line on Calderon & Rowe’s September statement.
Commercial operators running on Vestibule
Office, retail, industrial and mixed-use portfolios — landlords, owner-operators and property managers.
Pricing
$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
Posts toYardi · MRI · AppFolio · or a CSV export
CustomersJustin Management · Republic Investment Company
How it fits
Built for the way commercial landlords actually operate.
Your accounting system stays the system of record
Vestibule sits between the lease, the tenant and the accounting workflow you already run. It works directly with Yardi, MRI and AppFolio — natively where the system offers an API, and through employee-level access where it does not. Nothing moves out of the system your controller already reconciles in.
Each entity stays separate
Commercial portfolios are held one building to an LLC. Properties, leases, bank accounts and permissions stay organised around the ownership structure you already have, with rent collection and security deposits kept apart.
Everyone sees only what they should
Owner, property manager, leasing admin and finance admin on your side. Admin, office manager and finance manager on the tenant’s. Access follows the role, and so do notifications — work orders reach whoever handles them, collections reach whoever needs them.
Rent moves on established payment infrastructure
Electronic payments run on regulated banking rails rather than anything Vestibule built itself. Tenants never receive wire instructions by email, and your remittance details never travel in a PDF — which is how misdirected rent usually happens.
Your tenants see your brand
Vestibule powers the experience underneath. Your ownership or management company stays in front of every tenant, every month.
Next step