Custom Property Management Software

Tenant profiles with contact records, identification documents, emergency contacts, and full communication history. Lease records covering start date, end date, rent amount, payment frequency, break clauses, and renewal options. Move-in and move-out workflows with inspection checklist, key issue records, and condition report sign-off. Document storage per tenancy for signed leases, guarantor agreements, references, and correspondence. Automated lease expiry alerts sent to the property manager and tenant at configured intervals -- 90 days, 60 days, 30 days. Custom fields for any portfolio-specific data your team needs to track.

Multi-unit portfolio management tracks income and expenses at the individual unit level, not just at the property level -- so a 50-unit building shows rent collected, vacancy periods, maintenance spend, and net income per unit, not just per building. This unit-level granularity is required for owner statements, CAM (Common Area Maintenance) reconciliation on commercial leases, and 1099 tax form generation for owner disbursements at year end. Tenant screening is integrated directly into the application workflow via TransUnion ResidentScore or Experian RentBureau APIs -- the property manager initiates a screening check from the applicant record, the bureau returns a risk score and report, and the result is stored against the application with a timestamp for audit purposes. Vacancy tracking records each unit's days-on-market from listing date to lease start date, producing a portfolio-level metric that identifies units or property managers with consistently above-average vacancy periods. Eviction workflow tracks formal notice issue dates, court filing dates, hearing dates, and writ of possession dates with automated reminders so critical legal deadlines are not missed.

Automated rent reminders sent to tenants by email and SMS before each payment date. Payment processing via direct debit, bank transfer, or card -- collected against the correct lease and reconciled automatically. Late fee calculation applied at configured intervals once a payment goes overdue. Arrears workflow that escalates based on the number of days outstanding: reminder at day 3, formal notice at day 14, escalation flag at day 21. The property manager sees a live arrears dashboard with every overdue balance, the days outstanding, and the actions already taken -- without opening a bank statement.

ACH rent collection is implemented using NACHA-compliant ACH debit transactions processed through Stripe's ACH product or a direct ACH originator integration, giving landlords a low-cost collection method (typically $0.80-$1.00 per transaction versus 2.9% for card) for regular recurring rent. Tenants authorise ACH mandate once during onboarding and payments are collected automatically on each due date. Failed ACH returns (R01 insufficient funds, R02 account closed, R03 no account) are processed automatically: the system marks the payment as failed, triggers the arrears workflow, notifies the tenant, and optionally retries on a configured schedule. For US portfolios, the rent collection module generates 1099-MISC or 1099-NEC forms for owner disbursements at year end -- required for property managers disbursing more than $600 per year to any owner. Owner statement generation produces monthly income and expense detail per property: gross rent collected, vacancy credit, maintenance invoices, management fee, and net disbursement -- in the format that Yardi, AppFolio, and Buildium produce for property management company clients, adapted to your portfolio structure.

Tenants submit requests through the tenant portal with category selection, description, and photo upload -- no phone call required. Requests are assigned to an approved contractor by trade category and property location. The contractor receives job details, access instructions, and the tenant's availability window. Job status is updated at each stage: assigned, scheduled, in progress, completed. Tenant confirms completion and signs off from their portal. The property manager sees every open job across the portfolio in one view, with overdue jobs flagged automatically. Full job history is retained per unit for future reference.

Work order dispatch is automated using vendor assignment rules: each trade category (plumbing, electrical, HVAC, general) is mapped to one or more approved vendors by property region. When a request is categorised, the system selects the appropriate vendor based on the rules and sends a work order via email or SMS with the job details, unit access instructions, and tenant contact. Vendors acknowledge receipt and confirm a scheduled time, which is communicated back to the tenant automatically -- no phone coordination required from the property manager. For higher-value jobs, a quote request workflow sends the work order to multiple vendors and holds dispatch until the property manager approves the selected quote. Emergency requests (water leak, no heat, security breach) are flagged as P1 and routed to the on-call vendor with a 15-minute escalation if no acknowledgement is received. The maintenance cost history per unit feeds directly into owner statements and provides the maintenance expense detail required for CAM reconciliation on commercial tenancies.

Scheduled inspection workflows with automatic reminders to the property manager and advance notice to the tenant. Inspection forms completed on a mobile app from the property -- room by room, with photo capture against each item. Condition ratings recorded at move-in and move-out for deposit dispute reference. Generated PDF inspection reports sent to the tenant and stored against the tenancy record. Inspection history per property showing condition trends over time. Works offline and syncs when connectivity is restored -- no interrupted inspections because of poor signal.

Inspection templates are configurable per property type: a residential single-family home template covers different room categories than a multi-unit apartment or a commercial unit. Each room item has a condition selector (Excellent, Good, Fair, Poor, Damaged) and a notes field; photos are captured in-app and automatically attached to the item they document. Move-in and move-out reports are linked within the system -- at move-out, the inspector sees the move-in condition rating and photo for each item alongside the current state, making comparison immediate and creating the documented evidence record required for deposit deduction disputes. Lease management includes CAM reconciliation support for commercial properties: estimated CAM charges collected throughout the year are reconciled against actual operating expenses at year end, with the true-up calculation (additional charge or credit to the tenant) computed from the income/expense data already in the system. This eliminates the manual spreadsheet reconciliation that commercial property managers typically perform annually.

Owner-facing portal giving landlord clients visibility of their portfolio without requiring a phone call or email to the property manager. Monthly income and expense statements generated automatically from rent receipts and maintenance costs logged in the system. Occupancy rate and void period summary by property. Maintenance cost analysis by property and category. Owner approval workflows for maintenance jobs above a defined cost threshold -- the owner receives a notification, reviews the quote, and approves or declines from the portal. Statements available for download in PDF or CSV format for the owner's accountant.

Owner statements follow the income/expense format that Yardi Voyager and AppFolio use as an industry standard: gross scheduled rent, less vacancy loss, less concessions, equals gross collected rent; then maintenance expenses, management fee, insurance, taxes, and other operating expenses deducted to produce net operating income and net disbursement. For property management companies managing portfolios on behalf of multiple owners, the disbursement module calculates each owner's share based on ownership percentage, deducts the management fee and any approved expenses, and records the disbursement against the owner account. At year end, 1099 tax forms are generated per owner for the total disbursements exceeding the IRS threshold -- eliminating the manual 1099 preparation that most property management companies handle outside their operational software. Days-on-market tracking per unit records the time from listing date to executed lease, providing a vacancy efficiency metric that owners can see alongside their financial statements.

Integration with Xero, QuickBooks, and Sage for rent income posting, maintenance expense recording, and supplier invoice management. Rent receipts posted to the correct income account and property cost centre automatically. Maintenance invoices from contractors posted to the maintenance expense account against the right property. Bank reconciliation data passed to the accounting system so the bookkeeper isn't manually matching entries. GL chart of accounts mapped during setup to match the property management company's existing account structure. Removes double entry and eliminates the reconciliation errors that come from two systems with different data.

For US property managers, the integration handles trust accounting requirements that apply in most states: tenant security deposits and prepaid rent held in trust are tracked separately from operating funds, and disbursements from trust are reconciled against the trust ledger before being released to owner accounts. The QuickBooks integration uses the QuickBooks Online API to create sales receipts for rent payments, vendor bills for maintenance invoices, and journal entries for management fee accruals -- all coded to the correct income/expense accounts and property class dimensions. Xero integration uses the Xero API equivalently, mapping to tracking categories for property and ownership entity dimensions. For property management companies using Buildium or AppFolio as their primary platform but needing custom functionality built alongside, the integration layer reads from those platforms' APIs and writes back to accounting without duplicating data between systems. The chart of accounts mapping is confirmed during setup so that the property management software and accounting system agree on account codes from day one.