TABLE OF CONTENTS

1. Introduction to Implementation

  1. Determine Go‑Live Date
  2. Refine Database‑Wide Preferences
  3. Update Master Transaction List
  4. Set up Property Management Structure
  5. Enter Starting Balances & Security Deposits
  6. Verify All Startup Data Before Go‑Live
  7. Beyond Basic Implementation

2. Overview of Implementation Methods

Standard Data Entry

  • Enter information directly into PropertyBoss
  • Most time‑consuming
  • Best for learning the system while entering data

Excel Import

  • Enter large amounts of startup data via Excel templates
  • Must follow strict template formatting rules
  • Import can be done by the client or purchased as a service


3. Implementation Roadmap (Official Sequence)

Step 1 — Determine Go‑Live Date

  • Go‑Live is the date PropertyBoss begins managing live data
  • All entries before Go‑Live must be completed beforehand

Step 2 — Refine Database‑Wide Preferences

  1. Global Preferences
  2. AutoPost behavior
  3. Security Settings
  4. Accounting options

Step 3 — Update Master Transaction List

  • Review existing transactions
  • Add any remaining transactions needed for properties, leases, and owners

Step 4 — Set up Property Management Structure

  1. Setup Owners
  2. Setup Properties & Units (full detail included later in this guide)
  3. Setup Existing Leases and Tenants
  4. Setup or Import Vendors

Step 5 — Enter Starting Balances & Security Deposits

  1. Enter Existing Security Deposits
  2. Enter Tenant Starting Balances
  3. Enter Owner Starting Balances (full detail included later)

Step 6 — Verify All Startup Data Before Go‑Live

  • Critical verification steps included later.

 

Beyond Basic Implementation

After Go‑Live:

  • Enhanced features setup
  • QuickBooks integration
  • Review preferences again


4. Review the Standard Entry Guide (Mandatory)

You MUST understand the following before entering any data:

  • Go‑Live Date: What it is, and why it matters
  • Database‑Wide Preferences: Must match your business model
  • Master Transaction List: Determines how all charges/credits are handled
  • Owners, Properties, Units, Leases: Field‑level definitions
  • Vendors: How they link to repeating charges & work orders
  • Starting Balances: How financial information must be structured

This step teaches the concepts behind all data you will enter.


5. Enter Data in the Import Template (Excel Import Method)

Import Tabs Include:

  • Owner Tab
  • Property/Unit Tab
  • Contact/Tenant Tab
  • Lease Tab
  • Tenant Starting Balances
  • Owner Starting Balances
  • Security Deposits

Rules:

  • DO NOT rename column headings
  • Delete sample rows before entering real data
  • Historical financial transactions cannot be imported
  • Exported data from other systems must be reformatted to match templates

 

6. Set up Properties & Units 

  • Units & Leases
  • RentRoll
  • Property & Unit Notebooks

Required fields:

  • Property/Unit Name (must be unique)
  • Owner(s) and Ownership %
  • Management fee structure
  • Mailing Address
  • Default Terms (Rent Due settings)
  • Default Deposits (only deposits held by management)

Property Naming Rules:

  • Numeric order requires leading zeroes
  • Alphabetic order begins with street name

Owners Tab Configuration:

  • Must be completed BEFORE any rent charges are posted


7. Enter Owner Starting Balances

Types:

  • Credit Balance → Positive Beg Balance
  • Delinquent Balance → Negative Beg Balance
  • Reserve Balance → Positive Reserve Beg Balance

Rules:

  • Must date transactions BEFORE Go‑Live
  • Applies ONLY to owners with balances


8. Verify All Startup Data Before Go‑Live

Verify:

1. Management Fees & Ownership

  • Tools → Import System Startup Data → Verify Management Fees

2. RentRoll Dates

  • Next Post Date = Go‑Live date
  • Paid‑Thru Date = day BEFORE Go‑Live

3. No Leasing Fee Checkbox

  • Important if charging leasing fees manually

4. Deposits (A560)

  • Verify ALL deposits held by management
  • Must match liability account

5. Tenant Starting Balances (A510)

  • Verify delinquent & prepaid balances

6. Owner Balances (O220)

  • Must match prior accounting system

7. Owner Reserve Amounts

  • Verify via Owners Navigator → Current Owners

These checks ensure accurate financials at Go‑Live.


9. Beyond Basic Implementation – Next Steps

After Go‑Live:

  • Setup any Enhanced Features
  • Configure QuickBooks integration (if applicable)
  • Re‑review AutoPost and Security Preferences


10. Implementation Checklist (Quick Reference)

Before Data Entry:

  • Identify Go‑Live date
  • Review preferences

Data Entry:

  • Owners
  • Properties & Units
  • Tenants/Contacts
  • Leases
  • Vendors
  • Transactions (Master List)
  • Starting Balances
  • Deposits

Pre‑Go‑Live Verification:

  • Fees & ownership
  • RentRoll dates
  • Deposits
  • Starting balances
  • Owner reserves

Go‑Live:

  • Run first AutoPost
  • Begin daily operations