TABLE OF CONTENTS



Property overview and purpose

The Property Notebook serves as the central hub for all property‑level information. It supports:

  • Single‑unit properties (houses)
  • Multi‑unit properties (apartments, duplexes, MH parks)
  • Associations (HOA/COA)

Information entered here drives:

  • Reporting
  • Web portal publishing
  • Rent posting
  • Renewal reminders
  • Lease creation defaults

PropertyBoss supports unlimited properties and units, limited only by your license.


Creating, editing, renaming and inactivating properties

Create a property

Navigator → Units & Leases → Create a New Property

Enter all required details across the available tabs.

Edit a property

Select the property → Edit this Property

Rename a property (use caution)

Renaming updates the property name everywhere in the system, including:

  • Reports
  • Historical transactions
  • Owner statements
  • Lease registers
  • Work orders

Large databases may take time to process. For management companies with owner clients, renames can cause confusion—use carefully.


Why properties cannot be deleted

A property may only be deleted if no leased units tied to it have ever had transactions. Any historical activity prevents deletion because it affects:

  • Owner accounts
  • Ledger accounts
  • Property P&L

Use Inactive status instead. Inactive properties do not count against your license.


Marking a property inactive

Before inactivation, ensure:

  • All active leases are closed
  • All security deposits are returned
  • All lease balances are $0

Inactivation effects:

  • Property disappears from standard reports
  • For multi‑unit properties: all units are also inactivated
  • To reactivate: Tools → View Inactive Properties and Units


Property tab

Stores the core operational and descriptive details for the property. This information powers availability, web publishing, work orders, reporting, and lease defaults.

  • Property Name (Required): Used across leases, work orders, reports, and portals.
  • Agent: Assigns a PropertyBoss user as the managing agent. Also appears in Property/Unit/Lease notebook titles and can be sorted in the Navigator.
  • Availability Date: If blank, the system determines availability using lease end date, planned move-out date, and actual move-out date. Portals also apply publish availability rules.
  • Status: Ready, Not Ready, Administrative, or Offline. Auto-updates via Make Ready.
  • Publish on Website if Ready: Controls public visibility.
  • Unit Availability Comments: Optional notes such as Renovation in progress.
  • Address + Tag: Determines how the Unit Name is merged into the address. Used in leases, transfers, work orders, portals, and meter readings.
  • Map Address: Opens Google Maps when online.
  • Description: Multi-page narrative used on property reports.
  • Accounting File & Transaction Set: Required for accounting integrations. Transaction Set applies to QuickBooks.
  • Tax Location: Used to apply defined tax codes.
  • Inspection Template: Default template for move-in and move-out inspections.


Property details tab

Holds custom property information. You can create up to 10 custom tabs.

  • Fully customizable: add, rename, reorder, or delete fields.
  • Common uses: room sizes, insurance data, utilities, and agent notes.
  • Do not store Bedrooms, Bathrooms, or Square Feet here. These belong in Unit Details and power prospect portal search filters and inspection auto-room creation.


Adding custom fields

Setup Preferences → Predefined Values → Define Detail Fields – Property

⚠️ Warning: Deleting a custom field deletes its data across all properties.


Property media tab

Stores media such as photos, documents, floorplans, and maps. Media can be published to portals or included on reports.


Media data fields

  • Description (prints on A167 Property/Unit Listing Report)
  • Media Type (Picture, Invoice, Statement, Letter, etc.)
  • Accessible from both property and unit notebooks.


Publishing controls

Options include:

  • Show on Property Listings
  • Publish to Owner, Resident, or Prospect portals
  • Print on Work Order as Map

Double‑click opens images full‑screen.


Property directions tab

Used for driving directions, management history, and optional service notes.

  • Directions: prints on work orders and the A167 report.
  • Management History: acquisition details, purchase info, and comments.
  • This section is internal only and never prints.


Property def-tabs

Defines default values that apply to all new leases created for the property. Mirrors unit-level Def-Tabs for multi-unit setups. Tabs include:

  • Def‑Terms
  • Def‑Deposits
  • Def‑Repeating
  • Def‑Meters
  • Def‑Late Fees (if property‑level late fees are enabled)


Def-terms tab

Controls default lease term settings. Includes:

  • Transaction Name (for recurring rent)
  • Accounting Splits (when enabled)
  • Market Rent
  • Rent Frequency
  • Fiscal Year Start Month (critical for proration)
  • Minimum Lease Term
  • Day Due
  • Comments

Only applies to new leases.


Def-deposits tab

Stores default deposit requirements (e.g., security, pet deposits).

  • Add new deposits
  • Edit or delete deposit definitions
  • Updates affect future leases only—never existing ones


Def-repeating tab

  • Defines default recurring charges (utilities, parking, fees, services).
  • Charges automatically populate when creating a new lease. Existing leases are unaffected.


Def-meters tab

  • Available when the Utility Billing Module is active.
  • Defines default utility meters for new leases, including utility provider, rate schedule, meter type, and meter ID.


Def-late fees tab

Visible when property‑level late fees are active. Fields include:

  • Late Fee Method
  • Late on Day
  • Minimum Past Due Balance
  • Explanation Behavior
  • Additional method‑specific settings

Defaults apply only to new leases.


Property work orders tab

Displays all work orders tied to the property (property‑level + unit‑level). Features include:

  • Filter open/closed work orders
  • Sort columns
  • Create/edit/print work orders
  • Manage recurring work orders (Repeated window)


Property assets tab

Tracks assets assigned to single-unit properties. Multi-unit properties track assets at the unit level.Functions include:

  • View current or historical assets
  • Move assets between properties
  • View asset history, repairs, and work orders

Includes advanced filters and a vertical divider for custom views.


Property profit & loss tab

Provides a month‑by‑month view of income and expenses. Includes:

  • Graph of monthly profit/loss
  • Print option
  • Detailed P&L report showing income, expenses, and deposits

Useful for owner statements, budgeting, and performance reviews.