Introduction
Welcome to Property Desk, a system designed to make property management simple and organized.
This guide will help you understand how to use the system step-by-step, even if you are using it for the first time.
Property Desk allows you to manage your entire property portfolio from one place, including:
• Owners
• Buildings
• Units
• Tenants
• Contracts
• Rent payments
• Reports
Understanding the System Structure
Property Desk follows a simple structure.
1️⃣ Owner (Landlord)
An owner is the person or company that owns the property.
Each owner can have:
• One or more buildings
• Multiple units within those buildings
• Reports showing the performance of their properties
2️⃣ Buildings
A building belongs to an owner and contains multiple units.
Examples:
• Residential building
• Office building
• Commercial complex
3️⃣ Units
A unit is the individual property that can be rented.
Examples:
• Apartment
• Office
• Retail shop
• Warehouse
Each unit contains information such as:
• Unit number
• Floor
• Size
• Status (rented, vacant, maintenance, etc.)
4️⃣ Tenants
Tenants are the individuals or companies renting the units.
Tenant profiles typically include:
• Contact information
• Identification documents
• Contracts associated with them
5️⃣ Contracts
Contracts define the rental agreement between a tenant and a landlord.
A contract includes:
• The rented unit
• Tenant name
• Contract duration
• Annual rent amount
• Payment structure
6️⃣ Rent Payments (Cheques)
Rent payments are recorded as cheques linked to contracts.
Each cheque records:
• Cheque number
• Amount
• Due date
• Bank name
• Payment status
Tracking cheque statuses allows you to monitor which payments have been cleared and which are still pending.
Typical Workflow
Most users will follow this order when entering data.
Step 1 — Create an Owner
Start by adding the property owner and their contact information.
Step 2 — Add Buildings
Create the buildings owned by that landlord.
Step 3 — Add Units
Add the individual units within each building.
Set the unit status depending on its condition.
Step 4 — Add Tenants
Create tenant profiles with their contact information.
Step 5 — Create a Contract
Create a contract linking:
• The tenant
• The rented unit
• The rent amount
• Contract dates
Step 6 — Record Rent Payments
Add the cheques associated with the contract.
This allows the system to track payments and generate reports.
Using Reports
Reports help you understand how your properties are performing.
Owner Portfolio Report
This report provides a summary of the owner's properties.
It shows:
• Total units
• Rented units
• Vacant units
• Units under maintenance
• Units under legal status
This gives the owner a quick overview of their portfolio.
Monthly Rent Collection Report
This report focuses on rent payments.
It allows you to see:
• Total rent due
• Payments received
• Pending payments
• Detailed cheque information
You can filter the report by date to view a specific period.
Exporting Reports
Reports can be exported as PDF documents, which makes it easy to:
• Share with property owners
• Send to management
• Keep records for accounting
Best Practices
To keep your system organized:
• Always assign units to the correct building and owner
• Update unit status regularly
• Record payments as soon as they are received
• Use reports to monitor property performance