Automated Tenant Tracker – Tenant Management Prototype

A project demonstrating a complete automation system for property managers using Google Sheets, Google Apps Script, and Zapier.

Built with synthetic data to simulate real-world property management workflows.

Automates:

• Monthly tenant record creation
• Overdue payment detection
• Archiving of old months
• Sending professional overdue reports via email monthly

Features

Google Sheets + Apps Script

• Custom menu for easy manual triggering
• createNewMonth() – Auto-generates rows for the new month from master tenant list
• updateOverdue() – Automatically flags past-due payments as "Overdue"
• Archiving – Moves completed months to an Archive tab

Zapier Integration

• Triggers every 6th of the month
• Queries "Overdue" rows
• Formats into clean HTML email using Formatter (Line-item to Text)
• Sends report via Gmail

Fully scalable — works with 5 or 500 tenants.

Screenshots

Static tenant database

Current month with auto-generated rows and overdue flags

Historical data storage

onOpen() menu for manual control

tracker.gs – onOpen(), createNewMonth(), updateOverdue()

archive.gs – Archiving logic

Monthly email automation

Final HTML email output

End-to-end system overview

How It Works

1. Sheet Structure

   • Tenants Master List – Core tenant data
   • Monthly Payment Tracker – Active month
   • Archive – Past months

2. Google Apps Script (in /scripts/)

   • tracker.gs
     • onOpen(): Adds custom menu
     • createNewMonth(): Populates new month
     • updateOverdue(): Daily overdue check
   • archive.gs: Moves old data to Archive tab

3. Triggers

   • Time-driven: updateOverdue() monthly
   • Manual or time-driven: createNewMonth() and archiving

4. Zapier

   • Schedule → Google Sheets lookup → Formatter → Gmail

Code

All scripts are in the /scripts/ folder:

• tracker.gs – Menu, new month creation, overdue detection
• archive.gs – Monthly archiving

Feel free to copy and customize!

Let's Connect

Interested in automating your workflows?

Reach out:
drjollof@gmail.com
linkedin.com/in/adesinausman