1. Setup Preferences Overview

Setup Preferences are divided into three main sections, each controlling a different layer of system behavior, configuration, and accessibility.


1.1 User Settings

Includes configuration for:

  • Personal Preferences
  • Password-related preferences
  • E-mail module defaults (if Email Communications is active)

1.2 System Settings

Controls overall system behaviors such as:

  • Global Preferences
  • Processing Options
  • Predefined Values
  • Report Headings
  • Security Settings
  • Registration Numbers

1.3 Enhanced Features

Includes setup options for purchased modules such as:

  • Affordable Housing
  • Prospect CRM
  • Asset Management
  • Enhanced Media
  • E-Payments
  • Utility Billing, Lockbox, Phone API, Virtual Assistant, Postal Service, and more


2. Company Information Setup

This section manages the data displayed on reports, forms, and communication templates.

  • Path: Setup Preferences → Company Information

This section includes: 

  • Company name and DBA
  • Physical and remit-to addresses
  • Owner/Parent company info
  • Branding details (logos displayed elsewhere)

Admin Rule: This is foundational and must be configured before setting up Report Headings.


3. System Registration & Module Activation

Path: Setup Preferences → Registration Numbers


3.1 Steps to Register the Database

  1. Go to Help → About PropertyBoss to retrieve:
    1. Account Number
    2. DB Key (Database Key)
  1. Email ClientCare to request registration.
  2. Once received, enter registration codes in the provided fields.
  3. Click Download Registration Numbers from PropertyBoss to sync modules.
  4. Register all optional modules purchased (e.g., E-Payments, Lockbox, Postal Service).


Admin Rule: Registration is required for each database separately.


4. Global Preferences

These control fundamental system-wide behaviors.

  • Path: Setup Preferences → Global Preferences

4.1 Leasing & Operational Behaviors

  • Allow Overlapping Lease Dates → Required for GMP/LTL/LTV tracking.
  • Leases go Month-to-Month after End Date → Controls auto-MTM behavior.
  • Use Move-Out Process → Enables multi-step end-of-lease workflow.

4.2 Financial Settings

  • Use Tax Capabilities → Enables sales tax on charges.
  • External Accounting Interface → Activates QuickBooks or GL linkage.
  • Path to Media Directory → Required for multi-user installs.

4.3 Late Fee Explanation Method

Options: Standard, Append, Replace. Behavior varies depending on whether property-level late fees are enabled. Detailed rules included in EA.


5. Processing Options

Defines how PropertyBoss handles accounting, billing, prorating, deposits, and NSF events.

  • Path: Setup Preferences → Processing Options

5.1 Key Sections

  • NSF Fee, Reversal, & WO Behavior → Define NSF Charge, NSF Return transactions, and collection work order triggers.
  • Use 30-Day Months → Enables 30-day prorate calculation.
  • Use Bank Deposits → Required if using QuickBooks. Controls grouping of payments into deposits.
  • Confirm Deposit Total → Forces manual validation before closing.
  • Set Responsibility Ends Date to Move-Out Date → Controls prorate logic.
  • Never Prorate Charges → Override prorate behavior entirely.
  • Allow Rent Splits → Enables internal rent breakdown.
  • Automatically Apply Open Amounts → Auto-applies payments.
  • Use Held Bills → Enables owner-held bill functionality.
  • Require Check Numbers → Forces check # entry for any payment.

5.2 Security Deposit Handling

  • Activates deposit workflows and reporting.

5.3 Rent Schedules & Earned Income Dates

  • Required for Student Housing or Bed-Based leasing structures.


6. Predefined Values & Custom Data Structures

Path: Setup Preferences → Predefined Values


Use this section to define or modify:

  • Unit Types
  • Move-Out Reasons
  • Contact Types
  • Tax Rates
  • Payment Terms
  • Media Types
  • Detail Fields (Custom Fields)


Detail Fields

Custom fields can be added at:

  • Property
  • Unit
  • Lease
  • Contact
  • Vendor
  • Asset
  • Work Order Group levels

These fields become available in Merlin Reports and Filters.


7. Main Menu & Navigation System

Path: Top-left corner of PropertyBoss


Main Menu Options

  • Exit → Closes PropertyBoss
  • New → Create new: transaction, property, lease, tenant, prospect, vendor, owner, work order, inspection.
  • File → Print, Backup/Restore, Send Email
  • Help → Access EA, HelpDesk, Training Request, About PropertyBoss

Navigator Overview

The Navigator contains:

  • PropertyBoss Today
  • Accounting
  • Managing
  • Customize
  • Tools / Letters / Links


8. Language Translation System

Allows full terminology customization across the UI. 

  • Path: Tools → Language Translation

Key functionality includes:

  • Installing predefined languages
  • Creating new languages via Copy or from scratch
  • Assigning languages to User IDs
  • Exporting & importing language packs
  • Updating opening windows translation


9. Industry Terminology Mapping

A full translation chart helps align Residential, Multifamily, HOA, and Commercial terminology. Examples:

  • Tenant → Resident / Contact / Member
  • Unit → Home / Bed / Unit
  • Lease → Membership / Contract / Billing Cycle