Managing a multifamily portfolio isn’t just about keeping units leased—it’s about ensuring every dollar owed is collected accurately, and every lease term is enforced. Yet even well-run operations often overlook costly errors buried in their lease files.
According to a recent survey, over 20% of operators admit to losing more than $100,000 annually due to lease administration errors.
A ValenceDocs® customer’s June 2025 audit of over 12,500 leases uncovered 5 recurring errors silently draining millions in revenue.
1. Missing or Underbilled Fees
Commonly overlooked charges include parking, pets, storage, and utilities. Even small amounts add up quickly when multiplied across units.
- Audit Findings: Over 2,200 discrepancies in the Pet Additional Rent field alone.
- Financial Impact: $72,243 in undercharged pet rent and $8,860 in overcharges.
2. Security Deposit Errors
Issues like incorrect charges, failing to reflect legal interest requirements, or inconsistent refund policies can create financial risk and compliance headaches.
- Audit Findings: 1,963 discrepancies uncovered.
- Financial Impact: $273,731 undercharged, $202,841 overcharged.
3. Expired Concessions Not Removed
Rent concessions are meant to be time-limited incentives. When they’re not removed on schedule, unintended discounts continue indefinitely.
- Audit Findings: 1,412 errors found.
- Financial Impact: $2.6 million in undercharges, $1.1 million in overcharges.
4. Incorrect Rent Amounts
Common errors include failing to apply approved rent increases, discounts extending beyond their term, or simply charging the wrong market rent—all of which lead to compounding revenue losses.
- Audit Findings: 936 errors, affecting nearly 10% of units.
- Financial Impact: $195,877 undercharged, $76,409 overcharged in a single month.
5. Stated Monthly Rent (Custom Field)
ValenceDocs integrates with Blue Moon Software’s industry-standard, legally vetted lease forms, and allows custom field audits to meet unique management needs.
- Audit Findings: 274 incidents identified.
- Financial Impact: $66,467 in undercharges, $26,215 in overcharges.
The Aggregate Impact
Across just these five error types, ValenceDocs identified $3.3 million in undercharged revenue and $1.5 million in overcharged amounts—in just one month.
Why These Errors Persist
These issues often go unnoticed because manual lease reviews are time-consuming and error-prone. Property management teams are rightly focused on operations, leasing, and resident service—not combing through paperwork for billing discrepancies.
Solutions like automation, digital document management, and routine audits help property managers:
- Catch issues early
- Ensure consistent revenue collection
- Maintain regulatory compliance
How Lease File Audit by ValenceDocs® Can Help
ValenceDocs delivers a modern, scalable approach to lease administration:
Core Features
- Centralized Lease Repository: All documents in one place
- Automated Error Detection: Systematic, repeatable reviews
- Custom Field Auditing: Catch errors in non-standard data
- Regulatory Compliance Checks: Stay ahead of legal requirements
- Actionable Dashboards & Reports: Prioritize and resolve issues quickly
Operational Benefits
- Scalable Review Workflows: Audit large portfolios efficiently
- Revenue Leak Identification: Spot undercharges before they compound
- Audit Trail & Version Control: Maintain transparency and accountability
- Blue Moon Forms Support: Integrate industry-standard leases
- Team Collaboration & Notifications: Keep everyone on the same page
Takeaway for Multifamily Leaders
Your lease files are more than just legal paperwork—they’re the blueprint for your revenue. Small errors, if left unchecked, silently drain cash flow. But with regular audits and smart lease management processes, you can recover these losses, improve NOI, and boost your portfolio’s value.
With Lease File Audit by ValenceDocs®, you can make these best practices part of your standard operating procedure—and ensure no revenue is left on the table.
Click here for a free personalized demo and stop the silent drain from watering down your profitability.
