A small property office in Ontario usually runs on a spreadsheet per building, QuickBooks for the books, a bookmark to the bank for rent deposits, a filing cabinet of leases, and email and text threads with tenants and contractors going back months.
Then a tenant calls about a leak at nine at night and the plumber for that building is in a different spreadsheet from the unit number. Or an owner asks for a year-end summary and three files have to be reconciled by hand.
We build custom software for property managers, landlords, condo boards and small real estate offices that puts the tenants, the tickets, the rent, the leases and the contractors in one place.
Things we could build for property managers
- A tenant record with the lease dates, the rent history, every ticket, every message and every document on one screen, searchable by name, unit, building or phone.
- Maintenance tickets that tenants submit online, or that your office logs from a phone call, sent to the contractor you've set for that building, with a text to the tenant when the plumber is booked.
- Rent tracking that shows what's due and what's come in for every unit, records partial payments, and matches e-transfers against the statement export from your bank.
- A year-end statement for each owner with only that owner's buildings on it, and contractor invoices charged back to the right building.
- Move-in and move-out inspections with photos, stored against the unit.
- A lease and document archive with renewal alerts before the dates sneak up.
- A contractor list with rates, insurance expiry dates and past jobs for each building.
You don't have to build all of this at once. The tickets or the rent tracking make a natural first piece, and the rest can follow.
The per-unit program
The per-unit programs have nowhere to put a building with split utilities, or an owner who wants the statement laid out their own way, so those end up back in a spreadsheet. A custom tool has a place for them, and there's no per-unit fee.
The money questions, including what you own when it's done, are answered on the work with us page.
Common questions from property managers
Tenant information is sensitive. How is it protected?
Tenant information is personal information under Canadian privacy law, and the tool is built with that in mind. Only the people you give logins to can see it.
When a tenant leaves, their file is kept for as long as your obligations require and then removed. The handover document explains how to answer a tenant who asks what you hold about them. Where the records live is under privacy on the work with us page.
Can owners and tenants log in?
Yes, if you want them to. An owner logs in and sees their own buildings, statements and tickets, never another owner's, and never a tenant's personal details beyond what's on the statement.
A tenant can submit a ticket and see its status. A part-time assistant can be given tickets without rent or leases. You decide who sees what.
Our office staff aren't technical. Will they manage?
It's built around how your office works now, in the words your office already uses for buildings, units and tenants, and we walk your staff through it when it goes live.
Getting started
A short, free call about how your office runs now is the first step. Request a call, or use the estimate form for a written price.