This checklist is designed for both the Implementation Director and the Client to track progress throughout implementation. Items can be checked off jointly during working sessions to ensure alignment and readiness for Go‑Live.


TABLE OF CONTENTS

Phase 1: Planning & Foundation

Determine Go‑Live Date

  • Confirm the official Go‑Live date (date live data will begin in PropertyBoss)
  • Communicate that no live posting occurs before Go‑Live


Review & Refine Database‑Wide Preferences

  • Global Preferences reviewed
  • AutoPost behavior confirmed
  • Security settings reviewed
  • Accounting preferences aligned with business model


Review Master Transaction List

  • Existing transactions reviewed
  • Missing transactions added (rent, fees, credits, etc.)
  • Transactions align with properties, leases, and owners


Phase 2: Manual Data Entry

Owners Setup

  • All owners entered


Properties & Units Setup

  • Properties created with unique names
  • Units created and linked correctly
  • Owner(s) assigned to each property
  • Management fee structure configured
  • Mailing addresses entered
  • Default Terms set (rent due settings)
  • Default Deposits entered (only deposits held by management)


    Property Naming Check

  • Numeric properties use leading zeroes (e.g., 01, 02)
  • Alphabetic properties begin with street name


Complete Owners Setup

  • Ownership percentages verified
  • Reserve requirements defined (if applicable)


Leases & Tenants

  • Tenants/contacts entered
  • Existing leases created and linked to correct units
  • Lease terms reviewed for accuracy


Vendors

  • Vendors entered or imported
  • Vendors linked to repeating charges/work orders as needed


Phase 3: Import Template

Import Template Preparation

  • Owner tab completed (Third Party Only)
  • Property/Unit tab completed
  • Contact/Tenant tab completed
  • Lease tab completed
  • Tenant Starting Balances tab completed
  • Owner Starting Balances tab completed
  • Security Deposits tab completed


   Import Rules Confirmed

  • Column headings NOT renamed
  • Sample rows removed
  • Data reformatted to match PropertyBoss templates
  • Acknowledgement that historical transactions cannot be imported


Phase 4: Financial Starting Balances

Enter Security Deposits

  • All deposits entered before Go‑Live
  • Deposits represent only funds held by management


Tenant Starting Balances (A510)

  • Delinquent balances verified
  • Prepaid balances verified


Owner Starting Balances (O220)

  • Credit balances entered as positive
  • Delinquent balances entered as negative
  • Reserve balances entered correctly
  • Transactions dated prior to Go‑Live


Phase 5: Pre‑Go‑Live Verification (Critical)

Management Fees & Ownership

  • Verified via: Tools → Import System Startup Data → Verify Management Fees


RentRoll Dates

  • Next Post Date = Go‑Live date
  • Paid‑Thru Date = Day before Go‑Live


Leasing Fees

  • "No Leasing Fee" box reviewed and confirmed where applicable


Deposits (A560)

  • All deposits verified
  • Deposit balances match liability account


Owner Reserves

  • Verified via Owners Navigator → Current Owners


Phase 6: Go‑Live

  • First AutoPost run
  • Begin daily operations in PropertyBoss


Phase 7: Beyond Basic Implementation

  • Enhanced features configured (as applicable)
  • QuickBooks integration configured (if applicable)
  • AutoPost preferences re‑reviewed
  • Security preferences re‑reviewed