This guide consolidates setup, administrative, configuration, and operational workflow. It is designed as a quick step‑by‑step walkthrough for:
- Initial Admin / Setup Users — configuring the system
- Ongoing Admin Users — performing continuous management, updates, and troubleshooting
Each section below contains explicit steps pulled directly from EA source files so this serves as an authoritative all‑in‑one administrative manual.
TABLE OF CONTENTS
- SYSTEM SETUP & GLOBAL CONFIGURATION
- COMPANY‑LEVEL SETTINGS
- SYSTEM REGISTRATION & MODULE ACTIVATION
- GLOBAL PREFERENCES
- PROCESSING OPTIONS
- DEFINING VALUE SETS & CUSTOM FIELDS
- TRANSACTIONS & AUTPOST
- FINANCIAL MODULES
- ACCOUNTS PAYABLE
- E‑PAYMENTS (MERCHANT & BANK GATEWAY)
- UTILITY BILLING
- LOCKBOX PAYMENTS
- MEDIA MANAGEMENT
- INSPECTIONS
- SECURITY SETTINGS
- REPORTING
- REPORT HEADINGS
- SALES TAX
- ASSOCIATION (HOA) SETUP
- FILTERING DATA
- GLOSSARY (Quick Reference)
SYSTEM SETUP & GLOBAL CONFIGURATION
1.1 Setup Preferences Overview
Setup Preferences include three categories:
- User Settings
- System Settings
- Enhanced Features
Common Setup FAQs
- Late fees not posting? → Check AutoPost Preferences → Earliest Date to Charge Late Fees
- Prevent edits to past transactions? → Closing Preferences → Close Changes Date
- Accounts Payable not visible? → A/P module not activated or Fee‑Based Management is ON
COMPANY‑LEVEL SETTINGS
2.1 Company Information
Path: Setup Preferences → Company Information
Enter:
- Site Name
- Address (Company + Remit‑To)
- Contact Information
- Parent Company contact
Used for: reports, letter templates, Client Care communication.
SYSTEM REGISTRATION & MODULE ACTIVATION
3.1 Registration Numbers
Path: Setup Preferences → Registration Numbers
Steps:
- Retrieve DB Key and Account Number (Help → About PropertyBoss)
- Email ClientCare to register DB
- When received, enter registration #s
- Click Download Registration Numbers from PropertyBoss
- Repeat for optional modules (e.g., Lockbox, Bank Gateway, Merchant Gateway)
GLOBAL PREFERENCES
4.1 Core System Behavior
Path: Setup Preferences → Global Preferences
Key options:
- Fee‑Based Management (3rd‑party owners)
- Tax capabilities
- External Accounting Interface (QuickBooks, GL)
- Allow Overlapping Lease Dates
- Move‑Out Process enablement
- Subsidies
- PropertyLists
- Default Media Paths
- Late Fee Explanation Method (Standard / Append / Replace)
PROCESSING OPTIONS
5.1 Accounting & Transactions Automation
Path: Setup Preferences → Processing Options
Includes settings for:
- NSF Fees & Reversal Transactions
- Collections Work Orders
- Maintenance Surcharge
- 30‑Day vs Calendar Month
- Bank Deposits & Deposit confirmation
- Prorating rules
- Auto‑apply payments
- Security Deposit Handling
- Earned Income Dates
- Held Bills
- Cash Payments & Check Number Requirements
- Late Fee Management
DEFINING VALUE SETS & CUSTOM FIELDS
6.1 Predefined Values
Path: Setup Preferences → Predefined Values
Includes definitions for:
- Unit Types
- Move‑Out Reasons
- Contact Types
- Tax Rates
- Payment Terms
- Lease Payment Comments
- Media Types
- Detail Fields (Custom fields at Property, Unit, Lease, Contact, Vendor, Asset levels)
TRANSACTIONS & AUTPOST
7.1 Define Transactions
Path: Setup Preferences → Define Transactions
Used to create:
- Charges
- Credits
- Notes
- Electronic Transactions (EFT)
7.2 AutoPost Preferences
Path: Setup Preferences → AutoPost Preferences
Configure:
- Days Early to AutoPost
- Date of Last AutoPost
- Earliest Date to Charge Late Fees
FINANCIAL MODULES
8.1 General Ledger Budgets
Path: General Ledger → Edit Budgets
Steps:
- Click New → Name, Year, Start Month
- Select Properties
- Select Accounts / Groups
- Enter Budget Amounts (Annual or Monthly)
- Save & Report (L350, L360)
ACCOUNTS PAYABLE
9.1 A/P Preferences
Path: Setup Preferences → A/P Preferences
Turn on:
- Use Accounts Payable
- Invoice Approvals (optional)
E‑PAYMENTS (MERCHANT & BANK GATEWAY)
10.1 System Options
Two systems:
- Merchant Gateway (cards + drafts)
- Bank Gateway (NACHA ACH files)
Sections include:
- Registration
- Security Settings
- Define EFT Transactions
- Fee Schedules
- Web Portal Payment Settings
- Test Transactions
- AutoPost processing
- NACHA file creation
- Mapping to GL or QuickBooks
UTILITY BILLING
11.1 Defining Utilities, Meters, Rates
Path: Setup Preferences → Utility Billing
Define:
- Utility Name
- Meter Types
- Rate Schedules (fixed, per‑unit, cumulative)
- Fees (on base/on total)
11.2 Assigning Meters to Properties and Leases
Path: Property/Unit → Def-Meters Tab
11.3 Meter Reading Navigator
Path: Navigator → Meter Readings
Steps:
- Select Billing Period
- Enter Current Readings
- Post Charges
- Print or Email Meter Invoices
LOCKBOX PAYMENTS
12.1 Importing Lockbox Files
Path: Tools → Import from Lockbox
12.2 Process Lockbox Transactions
Path: Process Transactions button
Steps:
- Map accounts
- Resolve Not Found / Multiple statuses
- Process transactions
- Auto‑create electronic deposit batch
MEDIA MANAGEMENT
13.1 Media Types, Security & Usage
Path: Setup Preferences → Predefined Values → Media Types
13.2 Media Linking
Path: Media tab on any notebook
Used for: photos, PDFs, scanned leases, vendor invoices, blueprints, etc.
INSPECTIONS
14.1 Inspection Template Setup
Path: Work Order Groups → Inspections
14.2 Mainttech Portal User Setup
Requirements & steps differ for:
- Tenants/Residents
- Contacts not associated with leases
- Vendors
- PropertyBoss Users
Includes:
- Portal registration
- Email requirements
- Multi‑database access
- Deleting user profiles on devices
SECURITY SETTINGS
15.1 User Accounts & Roles
Path: Setup Preferences → Security Settings
Includes:
- User IDs
- Password Policies
- Access Rights via Tabs
- Security Roles
- Portal Roles
- Restrict to PropertyList
- Restrict to Report Group
- Create Query User for External Access
15.2 Add‑On Module Security
Full list of permissions for every enhanced module
REPORTING
16.1 Merlin Report Wizard
Path: Any Navigator → Modify Report
Wizard Includes:
- Layout
- Group By
- Sort
- Filter (supports keywords like Today, LastMonth)
- Save Report / Public vs Private
- Manage Reports
- Export / Import Reports
16.2 Report Groups
Batch printing configuration
REPORT HEADINGS
17.1 Customizing Report Headings
Path: Setup Preferences → Report Headings
Includes:
- Adding Logos
- Editing text fields
- Landscape vs Portrait versions
- Standard vs Property‑Specific headings
SALES TAX
18.1 Setup & Example
Path: Predefined Values → Tax Rates
Includes:
- Define Tax Names
- Tax Locations
- Tax Authorities
- Rates & Piggyback rules
- Assign Property Tax Location
- Viewing tax breakdowns on transactions
- A251 Taxes Charged & Collected report
ASSOCIATION (HOA) SETUP
19.1 Creating Associations
Path: Homes & Memberships
Includes:
- Association info
- Boards
- Directions
- Repeating charges
- P&L graphs
- Work Orders
- Homes creation
FILTERING DATA
20.1 PropertyBoss Filter Option
Path: Navigator → Actions → Filter
Includes examples for:
- Number fields
- Text fields
- Date fields (Today+10, ThisMonth, Between)
- Checkbox fields
- AND/OR logic
- Parentheses
GLOSSARY (Quick Reference)
General
Term | Definition |
EinsteinAnswers (EA) | The online PropertyBoss help and documentation system. |
Multifamily | Apartment communities or other multi‑unit properties owned by a management company. |
Residential | Single‑family homes, typically owned by individual property owners and managed by a property management company. |
Student Housing | Properties specifically designated for student residents. |
Accounting
Term | Definition |
Accrual Basis Accounting | Income is recorded when earned, and expenses are recorded when incurred, regardless of when cash changes hands. |
Accounting File | A separate financial record for a specific company or entity that requires its own financial reporting. |
Bills Paid by Tenants | Expenses initially paid by tenants and later reconciled through the accounting system. |
Chart of Accounts | The structured list of all financial transaction types used within the PropertyBoss database. |
Cash Basis Accounting | Income is recorded when received, and expenses are recorded when paid. |
Deposit Types | Categories used to define the purpose and handling of deposits. |
EFT (Electronic Funds Transfer) | Electronic movement of money between bank accounts; commonly used with E‑Payments. |
FRED (Financial Responsibility Ends Date) | The date when a tenant’s financial responsibility for a lease officially ends. |
GMP / LTL / LTV | Gross Market Potential, Loss to Lease, and Loss to Vacancy—key metrics for measuring property performance. |
Go‑Live Date | The official start date for entering live, real‑time data into the PropertyBoss database. |
Management Fees | The portion of rental income retained by the property manager as compensation. |
NACHA | National Automated Clearing House Association, which governs electronic payment standards. |
PB Remote | The PropertyBoss interface used to transmit financial data to QuickBooks. |
Transaction Set | A predefined group of transactions mapped to specific accounts in the accounting file. |
Unapplied Reimbursements | Reimbursements received that have not yet been matched to specific expenses. |
Unearned Revenue | A pass‑through account in cash‑basis accounting used for payments received before being earned. |
PropertyBoss Features & Concepts
Term | Definition |
Applicant Screening | A built‑in feature that allows users to request credit and criminal background checks through third‑party providers. |
Asset Current Location | The present assigned location of an asset, based on its movement history. |
Audit Logger | A tracking tool that records who made changes in the database and what was changed. |
AutoPost | A process that posts multiple transactions at one time across multiple leases. |
Bank or Merchant Gateway | A service that enables electronic payment processing. |
Box Scores | Dashboard summaries showing scheduled, pending, and review‑needed items, along with month‑to‑month comparisons. |
CAM (Common Area Maintenance) | Expenses related to maintaining shared property areas. |
Checklist | A predefined collection of work orders required to complete a specific task. |
Contact Types | Required, predefined classifications used when adding contacts to a lease. |
Default Navigator | The navigator screen that automatically opens when PropertyBoss launches. |
Detail Fields | Custom fields used to track additional information specific to an entity or work order. |
Enhanced Features | Optional modules that add functionality to PropertyBoss. |
Hosted | Indicates that the PropertyBoss database is stored on PropertyBoss Solutions servers and accessed online. |
Individually Tracked Assets | Assets that are uniquely identified, typically by a serial or inventory number. |
Internet Listing Service (ILS) | Platforms that publish available rental listings to online audiences. |
Language | A customizable reference table that allows terminology to be tailored within a PropertyBoss database. |
LIHTC | Low‑Income Housing Tax Credit program (often pronounced “lie‑tech”). |
Links | Shortcuts to external websites or applications stored within PropertyBoss. |
Market Rent | The standard or published rental amount for a unit or property. |
Media | Digital files such as images or documents stored within entity notebooks. |
Media Types | Predefined categories used to organize media files (for example, letters or photos). |
Merlin Reports | A guided reporting tool that allows users to build customized reports within navigators. |
Move‑Out Process | A structured, multi‑step workflow used to close a lease in PropertyBoss. |
Move‑Out Reasons | Standardized reasons selected during the move‑out process. |
Notebooks | Centralized collections of records and documents related to a specific entity. |
Notifications | Predefined messages that can be sent via text when the Texting module is enabled. |
PCI Compliance | Security standards ensuring proper encryption and protection of credit card data. |
PropertyBoss Today | The main dashboard displaying daily tasks and key operational metrics. |
PropertyLists | Defined groups of properties used to limit or filter navigators, reports, and workflows. |
Property Types | Designations identifying properties as single‑unit or multi‑unit. |
Prospects | Potential tenants who have not yet signed a lease. |
Prospect CRM | A customer‑relationship management feature for tracking unlimited prospects. |
Recurring Charges | Charges that automatically post on a regular schedule, such as parking fees. |
Registration Numbers | Unique identifiers required to activate a PropertyBoss database or enhanced module. |
Rent Roll | A report showing rent due and rent received for all tenants in owned or managed properties. |
Rent Schedule | A customizable schedule defining when rent charges are applied, commonly used in student housing. |
Rent Splits | Internal breakdowns of rent charges used specifically for reporting purposes. |
Security Settings | User‑level permissions that control access to PropertyBoss features. |
Subsidized Rent | Rent that is partially paid through government assistance programs, such as Section 8. |