
GITNUXSOFTWARE ADVICE
Equipment Rental LeasingTop 10 Best Online Rental Management Software of 2026
Ranked comparison of online rental management software for property and equipment managers, covering Asset Panda, Buildxact, Samanage and others.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Propertyware is the best fit if you run lease-aware workflows for a single-family rental portfolio and need smooth onboarding, billing, and maintenance across the same system, whereas MRI Software suits larger property teams that want lease-driven operations tied to connected tenant accounting and maintenance.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Propertyware
Lease-driven operational workflows connect tenant lifecycle changes to resident billing and maintenance execution.
Built for fits when a property management team needs lease-aware workflows across onboarding, billing, and maintenance..
MRI Software
Editor pickLease administration ties lease abstraction outputs to ongoing tenant ledger activity, reducing manual reconciliation between operations and accounting.
Built for fits when property teams need lease-driven operations with connected tenant accounting and maintenance workflows..
Yardi Breeze
Editor pickBreeze inherits workflow and data consistency from Yardi’s property suite, reducing reconciliation between tenant activity and back-office records.
Built for fits when property teams need automated leasing and maintenance workflows tied to an existing Yardi-backed data model..
Comparison Table
Propertyware
SMBProperty management software specialized for single-family residential rental portfolios.
Lease-driven operational workflows connect tenant lifecycle changes to resident billing and maintenance execution.
Propertyware is designed around property and portfolio workflows, including tenant onboarding tasks, lease administration processes, and service execution through work order management. Resident ledger activity and payment tracking are tied to the tenant record so staff can follow the operational history for each unit. Automation is built into recurring property processes such as maintenance scheduling and lease-related administration, which reduces manual handoffs between leasing, accounting, and maintenance.
A key tradeoff is that the depth of lease and billing workflows requires careful configuration of property types, accounting mappings, and process rules. Teams get the best results when a property management company already has defined operational procedures for billing, maintenance routing, and lease changes, and it needs the system to enforce consistency across a multi-property portfolio.
- +Lease-linked workflows keep onboarding, billing, and service execution in sync
- +Work order management supports structured routing for maintenance requests
- +Resident ledger history is centralized for faster dispute triage
- +Role-based workflows help restrict actions across property teams
- –Lease and accounting configuration takes governance discipline to avoid downstream errors
- –Some edge-case billing scenarios may require manual handling
- –Reporting depth can feel constrained without disciplined data entry
- –Large portfolios may need process tuning to maintain admin throughput
Property management operations
Standardize leasing-to-maintenance handoffs
Fewer missed tenant actions
Onsite service coordinators
Route and track maintenance work orders
Faster completion tracking
Show 2 more scenarios
Accounting and property finance
Maintain consistent resident ledger entries
Cleaner month-end reviews
Ledger activity stays attached to the tenant record to support reconciliation workflows.
Multi-property admins
Control access across teams
Lower operational risk
Role-based workflows limit actions per property role to reduce accidental edits.
Best for: Fits when a property management team needs lease-aware workflows across onboarding, billing, and maintenance.
MRI Software
enterpriseEnterprise property management platform for large-scale residential and commercial rental operations.
Lease administration ties lease abstraction outputs to ongoing tenant ledger activity, reducing manual reconciliation between operations and accounting.
MRI Software supports rental operations with lease abstraction and ongoing lease administration workflows that keep documents, terms, and derived obligations tied to properties. Tenant onboarding and tenant ledger activity connect operational events to accounting outcomes, which helps teams manage gross and net lease structures without exporting data across tools. Work order management and preventive maintenance scheduling support recurring maintenance cycles that create auditable operational history for each asset or unit.
A key tradeoff is that MRI Software works best when teams commit to configuration discipline for tenant onboarding rules, charge logic, and maintenance workflows. It tends to fit organizations handling frequent CAM charges reconciliation and operating expense recovery processes where operational events must post cleanly to the tenant accounting ledger. Teams with only basic rent collection needs may find the breadth adds administration overhead.
- +Lease administration workflows keep terms connected to downstream tenant accounting
- +Work order management supports preventive maintenance scheduling for recurring tasks
- +Tenant ledger activity links operational events to financial outcomes
- +Portfolio-oriented configuration supports consistent processes across properties
- –Requires careful configuration to keep onboarding, charges, and maintenance rules aligned
- –UI complexity increases when many workflows are enabled at once
- –Some specialized property workflows can depend on configuration depth
- –Admin tasks can increase during large property rollouts
Property accounting teams
Post lease obligations to tenant ledgers
Fewer manual journal entries
On-site property managers
Route and track work orders
Faster issue resolution
Show 2 more scenarios
Multi-property operations
Standardize onboarding across portfolios
More consistent tenant setup
Operations teams apply consistent tenant onboarding steps that align with charge and ledger rules.
Facilities and maintenance planners
Schedule recurring maintenance tasks
Improved maintenance compliance
Planners run preventive maintenance schedules that generate repeatable maintenance workflows.
Best for: Fits when property teams need lease-driven operations with connected tenant accounting and maintenance workflows.
Yardi Breeze
SMBSimplified cloud property management for smaller portfolios under the Yardi umbrella.
Breeze inherits workflow and data consistency from Yardi’s property suite, reducing reconciliation between tenant activity and back-office records.
Yardi Breeze is built around property workflows and lease administration processes that fit directly into Yardi’s ecosystem. Tenant communications and operational tasks align with common leasing operations like managing tenant access, tracking requests, and keeping tenant financial views consistent with ledger activity. Automation is stronger when Breeze is used with Yardi’s surrounding modules because shared data reduces duplicate entry.
A key tradeoff is that governance and configuration matter, because workflow outcomes depend on how property, unit, and lease settings are modeled in the broader Yardi context. Breeze fits well when onboarding volume is high and staff need repeatable handling of tenant requests and follow-ups across multiple assets. Teams that need deep customization without relying on adjacent Yardi products may find integration effort and workflow constraints more noticeable.
- +Tight fit with Yardi ecosystem data and workflows
- +Configuration-driven tenant and operational process automation
- +Consistent tenant financial visibility linked to ledger work
- +Centralized reporting for multi-property operational tracking
- –Workflow results depend on upfront configuration discipline
- –Advanced customization can require ecosystem-aligned design
- –Non-Yardi stacks may face deeper integration work
- –Some tenant and operational workflows feel staff-role dependent
Multifamily operations teams
Standardize tenant request workflows
Fewer handoff delays
Property accounting teams
Coordinate tenant ledger activity
Cleaner month-end close
Show 2 more scenarios
Leasing teams
Run repeatable onboarding steps
Faster-ready apartments
Onboarding workflows track documents and follow-ups so staff can maintain consistent lease administration sequences.
Regional property managers
Track work across many assets
Better portfolio visibility
Operations reporting summarizes work status and outcomes across properties without building parallel spreadsheets.
Best for: Fits when property teams need automated leasing and maintenance workflows tied to an existing Yardi-backed data model.
Buildium
SMBCloud-based property management platform for residential and association managers.
Tenant portal paired with configurable resident-facing notifications and request tracking within the same lease administration context.
Buildium is an online property management system focused on everyday landlord and community workflows like tenant billing, maintenance requests, and document tracking. It couples a tenant portal with role-based administration to support staff work queues and resident-facing access.
Buildium also includes accounting-oriented controls such as a tenant ledger view and configurable rules for charges and receipts. Extensibility is mainly driven by its integration options and an automation-friendly environment rather than custom code inside the core workflow engine.
- +Tenant portal supports self-serve requests and payment workflows
- +Configurable tenant ledger activity gives clear per-tenant history
- +Maintenance request workflow routes work with status tracking
- +Role-based administration supports separation between staff duties
- –Automation depth for complex billing rules can require careful setup
- –Some workflows depend on integrations rather than native modules
Best for: Fits when property managers need tenant portal workflows and staff role controls without building custom tooling.
AppFolio Property Manager
enterpriseProperty management software covering residential, commercial, and student housing portfolios.
Bidirectional tenant self-service for submitting requests that feed work orders with standardized statuses and assignment tracking.
AppFolio Property Manager handles online rental management from lead intake through leasing, tenant onboarding, rent collection, and ongoing lease administration workflows. The system supports work order management with preventive maintenance scheduling and centralized request intake, which reduces manual routing between staff and vendors.
AppFolio also manages tenant billing via a tenant ledger and supports recurring charges and operating expense recovery logic for common lease types. Admin control centers on role-based permissions and audit-ready activity tracking across property and accounting actions.
- +Work order intake routes requests to the right team with status visibility
- +Preventive maintenance scheduling supports recurring inspections and task follow-up
- +Tenant ledger keeps rent and charges organized for month-end review
- +Role-based permissions segment access across leasing, maintenance, and accounting
- –Lease configuration for operating expense recovery can require careful setup
- –Complex reporting may need additional configuration to match internal workflows
- –Some automation depends on consistent property taxonomy and naming conventions
- –External data exchange can involve more coordination than basic exports
Best for: Fits when property managers need end-to-end leasing plus maintenance workflows with governed staff access and traceable actions.
DoorLoop
SMBProperty management software for landlords and property managers across residential and commercial rentals.
Workflow-driven tenant onboarding that ties application status, lease steps, and move-in tasks to resident communication.
DoorLoop is an online rental management system aimed at property and small-midsize teams that need tenant-facing workflows tied to leasing operations. It centralizes common lease administration steps like applications, screening status tracking, lease documents, and move-in scheduling so tasks do not live across email threads.
The system also supports maintenance intake, work order assignment, and tenant notifications to keep day-to-day service requests connected to resident records. Automation centers on workflow triggers across onboarding and operational steps rather than on deep financial postings.
- +Tenant-facing onboarding workflows reduce email back-and-forth
- +Maintenance intake feeds directly into assigned work orders
- +Lease document and move-in task tracking stays in one workflow
- +Notification rules keep applicants and residents informed
- –Limited depth for accounting-oriented ledger and GL coding workflows
- –Complex automations require careful workflow configuration discipline
- –API and integration surface is not positioned for enterprise provisioning
- –Reporting is oriented to operations and tasks more than reconciliation
Best for: Fits when property managers need tenant onboarding and maintenance workflows with less accounting complexity.
Rent Manager
enterpriseProperty management software for mixed portfolios including residential, commercial, and short-term rentals.
Tenant ledger postings connect rent charges and payments so balance history stays auditable per tenant.
Rent Manager focuses on end-to-end rent collection and lease administration workflows, tying tenant accounts to payment activity instead of treating payments as an add-on. The system supports recurring charges, ledger-style tracking of tenant balances, and document-driven lease data entry for day-to-day management.
Admin workflows cover property setup, role-restricted access for staff, and operational reporting used to reconcile rent roll outputs. Automation is primarily rule-driven around postings, reminders, and task generation rather than deep custom code extensibility.
- +Tenant account ledger keeps charge and payment history in one place
- +Lease administration tools reduce re-keying by storing lease terms centrally
- +Role-restricted admin access supports basic internal separation of duties
- +Operational reports support rent roll and balance reviews without manual exports
- –API surface and automation extensibility are limited for custom integrations
- –Some workflows depend on careful configuration of charge templates
Best for: Fits when property managers need strong rent and ledger workflows with controlled admin roles.
RealPage
enterpriseUnified property management and rental operations platform for multifamily and single-family housing.
Lease administration workflow controls that standardize recurring tenant account changes across portfolios without re-entry.
RealPage delivers online rental management capabilities built around large-scale property operations and standardized lease administration workflows. Its system covers rent collection orchestration, tenant and account administration, and operational controls for work order and maintenance execution across portfolios.
RealPage also integrates with common payment and property data flows used by multi-property landlords, with automation intended to reduce manual rework in recurring cycles. Governance is handled through role-based access patterns and administrative configuration that aligns reporting, approvals, and downstream accounting processes.
- +Strong lease administration processes for recurring rent and account changes
- +Work order and maintenance workflows support portfolio execution at scale
- +Integrations reduce manual handoffs between resident, payments, and operations
- +Administrative configuration supports centralized controls across many properties
- –Tenant-facing workflows require more setup than smaller PMS deployments
- –Cross-module reporting can feel complex without established configuration standards
- –Customization often depends on disciplined data and process definitions
- –Automation coverage varies by operational workflow and may require add-on configuration
Best for: Fits when property groups need standardized operations and lease administration workflows across multiple assets.
Hemlane
SMBRental property management platform combining software tools with local service coordinator access.
Tenant request intake with assignment-driven status tracking and tenant updates in a single workflow.
Hemlane automates tenant communications, work request intake, and rent-related status workflows inside one operational dashboard. The system supports tenant onboarding with digital forms, manages move-in and move-out coordination, and centralizes property contacts and tasks.
Rental operations get structured around recurring tasks and assignment-driven work order tracking with audit-friendly activity history. Hemlane also connects to payment and property data workflows using integrations designed for day-to-day rental management.
- +Tenant-facing request workflow reduces back-and-forth on status updates.
- +Task assignment and activity history support reviewable operations.
- +Move-in and move-out coordination uses structured checklists and forms.
- +Integrations cover common rental payment and data handoffs.
- –Lease-level data for complex billing scenarios can be limited.
- –Workflow configuration needs governance discipline across teams.
Best for: Fits when rental operators want tenant communication plus task-driven operations in one system.
Landlord Studio
SMBRental property management and accounting app for self-managing landlords.
Built-in tenant portal for rent, statements, and lease-related notices, with activity reflected in tenant ledger balances.
Landlord Studio targets small property managers that need tenant-facing workflows and accounting-grade lease administration in one place. It centers on online rent collection, tenant communications, lease tracking, and tenant ledger visibility tied to move-in and move-out activity.
It also supports recurring charges and payments workflows that feed reconciliations through its billing ledger and exported accounting views. For teams that value configuration over customization, the system’s value is in workflow consistency rather than deep integration extensibility.
- +Tenant portal keeps rent status, notices, and payments in one workflow
- +Lease tracking and ledger views tie charges to tenant balances
- +Recurring charges reduce manual posting across leases and units
- +Exportable accounting views support GL coding workflows
- –Limited API surface for custom integrations compared with developer-first vendors
- –Less granular permissions and audit controls than enterprise property stacks
- –CAM reconciliation and operating expense recovery require careful charge setup
- –Work order management depth is not comparable to dedicated maintenance suites
Best for: Fits when small property managers need tenant onboarding, rent workflows, and ledger-backed lease administration.
Conclusion
After evaluating 10 equipment rental leasing, Propertyware stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right online rental management software
Online rental management software connects leasing workflows, tenant communications, maintenance execution, and tenant ledger activity into one operational system. This buyer’s guide covers Propertyware, MRI Software, Yardi Breeze, Buildium, AppFolio Property Manager, DoorLoop, Rent Manager, RealPage, Hemlane, and Landlord Studio.
The comparisons focus on integration depth across modules, the way each product ties lease administration outputs to billing and work orders, and the degree of automation that can be configured without breaking lease-driven accounting rules. The evaluation also examines admin and governance controls that affect routing, approvals, and the consistency of tenant-facing actions.
Online rental management software for lease-aware operations and tenant ledger workflows
Online rental management software manages tenant onboarding, lease administration, tenant communications, and maintenance execution through workflow-driven modules that update a shared operational record. Propertyware is built around lease-driven operational workflows that connect tenant lifecycle changes to resident billing and maintenance execution, with work order management supporting structured routing for maintenance requests.
MRI Software centers lease administration workflows that tie lease abstraction outputs to ongoing tenant ledger activity, which reduces manual reconciliation between operations and accounting. Across these tools, the key differentiator is whether lease terms become control data that drives work orders, tenant statements, and ledger postings without re-entry.
Lease-to-ledger workflow controls across onboarding, billing, and maintenance
Lease-aware operations depend on whether lease terms propagate into tenant ledger postings and maintenance execution without re-entry. Propertyware links tenant lifecycle changes to resident billing and maintenance execution using lease-driven operational workflows.
The strongest setups also control tenant onboarding steps so resident-facing actions align with downstream work order routing and tenant statement behavior. MRI Software focuses on lease administration that ties lease abstraction outputs to ongoing tenant ledger activity to reduce manual reconciliation between operations and accounting.
Lease-driven operational workflow linkage
Propertyware connects tenant lifecycle changes to resident billing and maintenance execution through lease-linked workflows, with work order management supporting structured routing for maintenance requests. RealPage standardizes lease administration workflows that drive recurring rent and tenant account changes across portfolios.
Lease abstraction that feeds tenant ledger postings
MRI Software ties lease abstraction outputs to ongoing tenant ledger activity, which reduces manual reconciliation between operations and accounting. Rent Manager stores lease terms centrally and supports an auditable tenant account ledger that keeps charge and payment history together.
Work order management integrated with request intake
AppFolio Property Manager routes tenant self-service request submissions into work orders with standardized statuses and assignment tracking. DoorLoop connects maintenance intake directly into assigned work orders so tenant-facing onboarding and task execution stay in one workflow.
Preventive maintenance scheduling tied to recurring execution
MRI Software supports work order management with preventive maintenance scheduling for recurring tasks. AppFolio Property Manager adds preventive maintenance scheduling for recurring inspections with task follow-up.
Tenant portal workflows with governed staff actions
Buildium pairs a tenant portal with configurable resident-facing notifications and request tracking within the same lease administration context. Hemlane focuses on tenant request intake with assignment-driven status tracking and tenant updates in a single workflow.
Choose by workflow governance depth and the direction of lease data flow
Selecting online rental management software requires deciding where lease administration becomes control data and where operational teams must align configuration to avoid ledger drift. Propertyware and MRI Software emphasize lease-driven operations that propagate into tenant ledger and maintenance workflows, but both demand careful governance when enabling many rules.
The second decision is whether tenant-facing workflows are tightly coupled to internal work order routing or whether they are mostly communication and status display. AppFolio Property Manager and DoorLoop connect tenant self-service intake to work orders with governed statuses, while Landlord Studio centers tenant portal delivery and ledger-backed lease administration with fewer enterprise-grade controls.
Map lease terms to tenant ledger behavior and check audit traceability
Confirm that lease administration outputs create ongoing tenant ledger changes that reduce reconciliation work. MRI Software ties lease abstraction outputs to tenant ledger activity, while Rent Manager keeps charge and payment history auditable per tenant through its tenant account ledger.
Decide whether operations must be lease-first or portal-first
Choose lease-first if tenant onboarding, statements, and maintenance routing must follow lease terms without re-keying. Propertyware and RealPage emphasize lease administration as control data that drives recurring rent and tenant account changes into downstream operations.
Test work order routing based on intake type and standardized statuses
Validate that tenant request intake routes into work orders with predictable assignment behavior and status visibility. AppFolio Property Manager routes requests to the right team with status visibility, while DoorLoop feeds maintenance intake directly into assigned work orders.
Audit preventive maintenance coverage for recurring inspections and follow-up
Check whether preventive maintenance scheduling supports recurring tasks that generate work order execution paths. MRI Software supports preventive maintenance scheduling for recurring tasks, and AppFolio Property Manager supports recurring inspections with task follow-up.
Evaluate tenant portal depth and the permissions model behind resident actions
Confirm tenant portal workflows support request tracking and payment behavior with staff controls that prevent ungoverned edits. Buildium provides configurable tenant portal notifications and request tracking in the same lease administration context, while Landlord Studio provides a tenant portal that includes rent, statements, and lease-related notices with ledger-reflected balances.
Check governance requirements for complex billing and operating expense recovery
Run a workflow simulation for operating expense recovery and lease configuration complexity before rollout. AppFolio Property Manager requires careful setup for operating expense recovery, and Propertyware and MRI Software both require governance discipline to keep lease and accounting configuration aligned.
Who should buy which lease-aware rental management workflow
Property managers should select online rental management software based on whether their teams prioritize lease-driven accounting alignment or workflow-first operational throughput. The best match depends on how tenant onboarding and maintenance execution relate to tenant ledger and lease abstraction outputs.
Organizations with multiple assets and recurring tenant changes typically need standardized lease administration workflows that reduce re-entry. Teams with mixed operational capacity may prefer tighter tenant portal workflows that reduce email back-and-forth while still feeding task routing.
Lease administration teams that need operational execution tied to resident billing
Propertyware fits teams that need lease-aware workflows connecting tenant lifecycle changes to resident billing and maintenance execution, with work order management supporting structured routing.
Accounting-focused teams that want lease abstraction outputs to feed tenant ledgers
MRI Software fits teams that need lease abstraction outputs connected to ongoing tenant ledger activity to reduce manual reconciliation between operations and accounting.
Portfolio operators who standardize recurring rent and account changes across many assets
RealPage fits property groups that want lease administration workflow controls that standardize recurring tenant account changes across portfolios.
Operators who want tenant self-service intake to drive work orders with traceable assignment
AppFolio Property Manager fits managers that want bidirectional tenant self-service for request submission feeding work orders with standardized statuses and assignment tracking.
Small teams that need a tenant portal plus ledger-backed lease administration without deep governance build-out
Landlord Studio fits small property managers that want tenant portal rent, statements, and lease-related notices with activity reflected in tenant ledger balances.
Common mistakes during online rental management software selection and rollout
The most frequent failures come from treating lease administration configuration as an afterthought rather than control data that drives downstream tenant ledger postings and work order execution. Propertyware and MRI Software both require configuration governance to avoid downstream errors when lease, onboarding, charges, and maintenance rules are enabled together.
Another failure pattern is overestimating custom integration flexibility for advanced workflows. Rent Manager limits its API surface and automation extensibility for custom integrations, and Landlord Studio offers limited API surface with fewer granular permissions and audit controls than enterprise property stacks.
Choosing a tool based on tenant portal usability while ignoring lease-to-ledger propagation
Build the onboarding-to-ledger workflow test so tenant portal submissions and lease steps end up as correct tenant ledger activity, as MRI Software and Propertyware are designed to do.
Enabling many workflow rules without a configuration governance plan
Propertyware lease and accounting configuration and MRI Software workflow alignment both require governance discipline to prevent downstream errors and reconciliation gaps.
Assuming preventive maintenance behavior matches recurring inspection workflows without configuration validation
Confirm preventive maintenance scheduling supports the exact recurring task cadence needed for inspection follow-up, since MRI Software and AppFolio Property Manager both emphasize preventive maintenance but via different workflow designs.
Relying on deep custom integrations without checking API surface and extensibility constraints
Rent Manager limits API surface and automation extensibility for custom integrations, and Landlord Studio provides limited API surface for custom integration needs.
Underestimating lease and operating expense recovery setup effort
AppFolio Property Manager requires careful setup for operating expense recovery, and Propertyware indicates some edge-case billing scenarios may require manual handling.
How We Selected and Ranked These Tools
We evaluated each tool on how lease administration and tenant lifecycle changes propagate into tenant ledger activity and work order execution, because lease-linked operational workflows determine whether accounting stays aligned with maintenance execution. We weighted features at 40% and ease and value at 30% each to reflect how much workflow depth can be used without excessive operational friction.
Propertyware separated itself with lease-driven operational workflows that connect tenant lifecycle changes to resident billing and maintenance execution while its work order management supports structured routing for maintenance requests. The ranking favored products that keep lease terms as control data across onboarding, tenant-facing actions, maintenance routing, and tenant ledger history rather than treating each module as an isolated workflow.
Frequently Asked Questions About online rental management software
How do Asset Panda and AppFolio connect tenant lifecycle steps to work order management?
When do lease abstraction outputs matter, and which tools connect them to ongoing accounting workflows?
What breaks if a team runs tenant ledger postings outside the online rental management system?
Which platform roles and admin controls are best aligned with cross-property auditability in MRI Software versus Propertyware?
How do Buildium and DoorLoop differ in what their tenant portal actually drives operationally?
What integration and API expectations differ between RealPage and Hemlane for daily rental operations?
How should a data migration be planned for tenant onboarding history in Landlord Studio versus Yardi Breeze?
Where does workflow extensibility differ between Buildium and Propertyware if custom processes are required?
Which tool provides the clearest single-workflow audit trail from tenant request intake to assignment and status updates?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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