Rental agency franchises: share leads between offices without mixing the books
In Rentamos, the head office of a rental agency network shares a lead with a franchise office from the lead record: the lead is copied into the office's account and the head office sees its status. Each office is its own organization, with its own owners, bookings and invoices. Built for mid-term and long-term rental networks.
Key facts
- The seven AEFI networks add up to more than 700 offices and over 6,600 professionals.
- AEFI expects 65% of new real estate franchise offices in 2026 to open in mid-sized cities.
- Rentamos modeled its franchise module on the network of Globexs, a furnished rental agency since 2002.
The network problem: the lead reaches the office without the apartment
In a network of rental agencies, the inquiry usually comes in through the head office's website or phone line. The apartment that fits, though, is managed by an office in another city. If the handover happens by email or WhatsApp, nobody knows afterwards whether the tenant signed, who handled them or what commission each side is owed.
Public figures for the sector cover real estate networks in general. The seven networks in AEFI, the Spanish association of real estate franchisors, including Century 21, Keller Williams and Remax, add up to more than 700 offices and over 6,600 professionals. We found no public figures for networks that only do rentals.
Share the lead, with the commission and status in view
In Rentamos, the head office and each franchise office are separate organizations, linked by a franchise network. The head office shares a lead with an office straight from the lead record. Rentamos creates a copy in that office's account, with the contact details, the locations the lead is looking in and any attached documents.
The original lead moves to the Shared status and leaves the head office's pending queue. At the office, the lead arrives as Shared Pending and shows up in its Pending tab. The head office keeps seeing the lead's live status at the office, read-only: in the lead list, in the lead header and in the franchise tab.
If an agent works in both accounts, an Open in button takes them straight to the office's copy of the lead. Locations can also be assigned as territories, and an exclusive territory blocks sharing its leads with any other office.
Each network has its own commission model: a percentage of the service fee, a percentage of revenue, a flat amount per booking or a mix. The Commissions screen tracks every commission from calculated to confirmed, invoiced and paid.
Shared owners, separate books
Many networks win owners centrally and rent out their apartments through the local office. If the office used the head office's customer record directly, its invoices would point into another company's accounts.
So when an office assigns a head-office owner to a property, Rentamos creates a local copy of that owner in the office's account. Invoices, owner receipts and deposit returns stay in the office's own books. The copy is not synced afterwards; the office edits it like any of its own customers.
Reports per office
Because each office is its own organization, its bookings, invoices and reports contain only its own data. On the franchise overview, the head office sees how many leads it has shared in total and this month, the pending commissions and the running commission total.
How it started at Globexs
Rentamos was built at Globexs, which has rented out furnished apartments in Spain and Belgium since 2002, and the franchise module follows the way its network works. Several rules came from the offices' daily use. One example: a shared lead had to leave the head office's queue and land in the inbox the office checks every day.
Limits worth knowing
- Leads flow from the head office to its offices. An office cannot share a lead with another office in the network or send it back to the head office.
- Entry fees, brand royalties and master franchise models are not handled.
- It is built for mid-term rentals and long-stay rentals, not for sales networks.
- The module is off by default and switched on by the Rentamos team; pricing is quote-based (see pricing).
If you run a network of offices and want to see it with your own cases, book a free 20-min call.
Step by step
1. Link the head office and each office in a network · 15 min per office
Each office works in its own Rentamos organization. From the head office account, go to Franchise → Networks and add each office as a franchise network.
2. Assign territories to each office · 10 min
Under Franchise → Territories, link locations to each office. Mark a territory as exclusive if its leads may only go to that office; Rentamos then blocks sharing them anywhere else.
3. Set the network's commission · 5 min
When you edit the network, choose the commission type: percentage of service fee, percentage of revenue, flat fee per booking or mixed. Then set the calculation base and the cycle: monthly, quarterly or per booking.
4. Share the lead from its record · A few seconds
Open the lead and click the Share to Franchise icon. Pick the office (offices whose territory matches are marked as suggested), add a note and confirm. Contact details, locations and documents travel with the lead.
5. Track status and commissions · Weekly
Franchise → Shared Leads lists the leads sent and received, with their current status at the office. Franchise → Commissions lists each commission with its status: calculated, confirmed, invoiced or paid.
Sources and expert input
Frequently asked questions
How do offices in a real estate franchise share leads?
In Rentamos, the head office shares the lead from its record with the right office. The office gets a copy in its own account, and the head office can see its status at any time.
Can a franchise office pass a lead to another office?
No. In Rentamos, leads flow from the head office to its offices, not between offices in the network. If an office gets an inquiry from another area, the head office passes it on.
How do you keep each office's accounts separate in a network?
Each office is its own organization in Rentamos, with its own bookings, invoices and reports. If it uses a head-office owner, Rentamos creates a local copy so the invoices stay in the office's account.
How are commissions between franchise offices calculated?
Each network sets its model: percentage of service fee, percentage of revenue, flat fee per booking or mixed. Commissions are tracked by status until they are paid.
What changed in this guide
- First published.
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