Ejar platform property management: how landlords and managers work with Ejar day to day

Ejar is the integrated digital network that regulates Saudi Arabia's rental sector, and every residential and commercial lease should be registered on it. Ejar platform property management means running your portfolio around that fact: Ejar holds the official contract, renewals and residential rent payments, while your own system handles owners, accounting, maintenance and reporting, linked by the Ejar contract number.

This guide is for landlords, property management companies and real estate offices that handle dozens or hundreds of leases. It explains what Ejar actually does, how digital rent payment works, which renewal and notice rules Ejar publishes, what your internal system still has to do, and how to mirror Ejar contract numbers and reconcile Ejar payouts. Everything here is based on what Ejar and the Real Estate General Authority (REGA) publish as of October 2026.

What does Ejar handle for landlords and property managers?

Ejar is more than a contract register. According to Ejar's published list of services and its rental provisions, the platform covers most of the lease lifecycle:

• Contract documentation. All residential and commercial lease contracts should be registered on Ejar, which describes itself as the official reference protecting both parties. If a lessor refuses to register, the tenant can request registration or file a complaint with REGA.
• Rent payment and tracking. Rent on new residential contracts is paid through Ejar's digital channels, and the platform tracks payments against each contract.
• Renewal and rent changes. Automatic renewal, notices of non-renewal and requests to change the rent at renewal all run through Ejar.
• Security deposits. The deposit is held digitally from the tenant's Ejar wallet when the contract is documented and refunded at expiry or termination based on the agreed move-out form.
• Move-in and move-out. Electronic condition forms, completed and approved by the parties within seven days, record the state of the unit at the start and end of the lease.
• Other services. Transferring a lease to a new tenant without ending it, registering a paper contract when one party refuses electronic documentation (the "rental incident" service), transferring financial liability for the unit to the person actually using it, and a rental index of price ranges by unit type and location.

What Ejar does not do is run your business. Owner agreements, management fees, maintenance, the general ledger, VAT invoices and portfolio reporting all sit outside its lease services. That gap is what a property management system built around Ejar is for.

How does rent payment through Ejar work?

REGA announced on 2 January 2024 that, beginning gradually from 15 January 2024, rent for all new residential lease contracts is paid through Ejar's digital channels: mada, and SADAD using biller number 153. The points that matter for landlords and managers:

• On covered contracts, rent paid outside these channels is not recognised as valid proof of payment, and Ejar is gradually stopping electronic receipt vouchers for new residential contracts.
• The lease is first documented through a REGA-licensed broker. Rent paid through Ejar is then deposited into the lessor's bank account registered in the contract within five business days.
• Partial payments are allowed if both parties agree.
• Commercial lease contracts are excluded from the restriction, so commercial rent can still arrive through other routes agreed in the contract, such as bank transfer.

For a manager, this creates two collection streams with different evidence. Residential rent is proven by Ejar's payment record and reaches the bank a few days later. Commercial rent is proven by your own receipt and bank statement, and if you are VAT-registered it also needs a tax invoice, which our guide to VAT on commercial rent in Saudi Arabia explains.

What renewal and notice rules does Ejar publish?

The rental provisions published on Ejar change how renewals have to be managed. As stated on Ejar at the time of writing:

• Automatic renewal. Contracts longer than three months renew automatically unless either party gives notice of non-renewal at least 60 days before the end date. A tenant can cancel automatic renewal without conditions, but only before that 60-day period begins.
• Rent changes at renewal. A lessor who wants to raise or lower the rent submits a "Request to Modify Rental Value" through Ejar 90 days before the contract expires. Outside Riyadh, an increase needs the tenant's explicit approval. In Riyadh, the service accepts only requests to decrease rent.
• Silence has consequences. A request stays open until 60 days before the contract ends. If the tenant has not responded by then, it is treated as rejected, automatic renewal is cancelled and the contract ends at its term. An accepted change applies to the renewed contract, not the current one.
• Non-renewal in Riyadh. A lessor can request non-renewal only if the tenant fails to pay, the property has structural problems affecting safety, or the lessor or a first-degree relative needs to occupy it.
• Renewal fees. Ejar states that automatic renewal is funded from the lessor's Ejar wallet, which must hold the amount before the 60-day period starts, and wallets can be recharged through SADAD or mada. If the lessor does not pay the fees, the contract still renews and the fees are recorded as a debt owed by the lessor.

Two practical consequences follow. First, every lease now has two critical dates before expiry, day 90 and day 60, and missing either one can lock in a renewal at the old rent or end a contract you meant to keep. Second, these rules are set by regulators and can change, so treat Ejar's current published provisions as the reference rather than a copy stored in your system, and review them before each renewal season.

What does Ejar do, and what must your own system do?

The simplest way to design a property system is to decide, area by area, which side is the record of truth.

Area	Ejar	Your property management system
Lease contract	Official registered contract: parties, unit, rent, term and payment frequency	Mirror of the contract keyed on the Ejar contract number, plus owner, management fee and internal terms
Residential rent	Collected through mada and SADAD, tracked against the contract, deposited to the lessor within five business days	Instalment schedule, matching of each Ejar payment to its bank credit, arrears and reminders
Commercial rent	Contract registration	Collection, receipts and, for VAT-registered lessors, ZATCA tax invoices
Renewals	Automatic renewal, non-renewal notices, rent-change requests	Alerts before day 90 and day 60, owner approvals and a log of each decision
Deposit and unit condition	Deposit held in the tenant's wallet; move-in and move-out forms	Links to the forms, repair costs and recharges to the owner or tenant
Owners	Outside Ejar's lease services	Owner statements, fees, expenses and net payouts
Maintenance	Outside Ejar's lease services	Requests, work orders and contractor costs per unit
Accounting and audit	Outside Ejar's lease services	Ledger postings, VAT codes, e-invoices and a full audit trail

How should your system mirror Ejar contract numbers and status?

Without a public integration (see below), mirroring is a discipline built into the software rather than a data feed. The rules we apply:

1. Make the Ejar contract number mandatory. A lease can exist as a draft without it, but the system should not activate a rent schedule, owner income or invoices until the number is recorded.
2. Keep an internal status that tracks Ejar. For example: draft, awaiting Ejar documentation, documented, rent-change request open, notice given, renewed, expired or terminated. These are your internal labels, not Ejar's; their job is to show at a glance where each lease stands on the platform.
3. Change on Ejar first. Amendments, rent changes, transfers and terminations happen on Ejar. The system then records the outcome, the effective date and who checked it, so internal records never run ahead of the official contract.
4. Store the evidence. Attach the documented contract, move-in and move-out forms and any accepted rent-change request to the lease record.
5. Check for drift. Schedule a periodic review in which staff compare rent, frequency, dates and parties against Ejar, and have the system flag any lease not checked within the period.

How do you reconcile Ejar payouts with your bank and owner ledgers?

Rent paid through Ejar reaches the lessor's registered bank account within five business days, so the payment and the bank credit happen on different days. A clean monthly reconciliation looks like this:

1. Generate the schedule. The system creates instalments from each lease's rent and payment frequency, including any agreed partial payments.
2. Record the Ejar payment. When Ejar shows an instalment as paid, staff record it against the contract and instalment, moving it into a clearing account such as "rent in transit".
3. Match the bank credit. When the deposit lands, match it to the payments in transit by amount, date and the account registered in the contract, then clear the transit balance.
4. Chase exceptions. Anything still in transit after five business days, or any credit with no matching payment, goes to an exceptions list with an owner and a due date.
5. Close for owners. Only matched, cleared rent flows into the owner statement, net of management fees and approved expenses.

Watch whose bank account is registered on each contract. Where rent goes straight to an owner's account rather than the manager's, the system must still record the collection for the owner statement and fee calculation, while recognising that the cash never passed through the manager's books.

Is there an Ejar API for property management software?

Ejar's public website describes services for lessors, tenants and licensed brokers, including tools for brokerage offices, but at the time of writing it publishes no developer API or integration documentation for third-party software. That has three consequences:

• Treat any claim of "direct Ejar integration" with care unless the provider can show the official route Ejar or REGA has granted for it.
• Design your system to work by mirroring, as described above, so it stays useful without a live connection.
• If Ejar or REGA grants your organisation an official route, the same data model of contract numbers, statuses and instalments can then be filled automatically instead of by staff.

Avoid shortcuts such as automated scraping of Ejar accounts or sharing one login across staff. They create security and compliance risk, and the tenant data in both systems is personal data under the PDPL, as our PDPL compliance guide explains.

Where should you start?

Start with an audit: list every lease, check it against Ejar, and note missing contract numbers, mismatched rents and any renewal falling within the next 90 days. Then decide whether to extend your existing accounting or ERP platform, as our ERP guide for Saudi Arabia describes, or build a dedicated system. Amwaj designs and builds both as part of our custom ERP and business software service, and our property management system page shows what that looks like for landlords and managers.