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Property Management System
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Property Management System · Available now

Keep leases, collections and property work connected.

Property Management System brings each managed unit, its tenant agreement, period charges and received payments into one operating record. Property managers can see whether a unit is available, reserved, occupied or under maintenance, then review lease dates and terms before treating an agreement as active.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewLease term schedule
Property Management System · Leases

Lease term schedule

Leases in one list

New lea
Leases in view
6
Review
2
Active
2
Notice
2
Review2
Priya NairQuay Lofts, unit 601
25 Oct
Kwame MensahStonegate, unit 407
21 Oct
Add
Active2
Amina FaroukBirch House, unit 3B
12 Oct
Amina FaroukWillow Terrace, unit 8
27 Oct
Add
Notice2
Kwame MensahHarbor Flats, unit 110
03 Nov
Sofia HaddadStonegate, unit 407
22 Oct
Add
Priya NairLeases · LSS-62890
Review
UnitQuay Lofts, unit 601
Starts at25 Oct
Ends at01 Nov
Approve leaseLSS-62890 · Priya Nair

Lease Reviewer decides whether the tenant, unit and terms are ready.

Waiting for Lease Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
15
Roles with set permissions
6
Reports and dashboards
8
Features

A clear view of every property handoff

Every feature works on the same records. Pick one to see the screen your team works in.

Portfolio and people

Keep units, tenant contacts and working staff tied to the right property.

  • Units
  • Parties
  • People
  • Units
  • Parties
  • People
  • Users
Explore portfolio and people
OverviewTenant directory
Property Management System · Portfolio and people

Tenant directory

Parties

New
NameEmailPhoneParty type
Amina Faroukamina.farouk@example.com+1 202 555 0102Tenant
Lucas Morenolucas.moreno@example.com+1 202 555 0104Tenant
Hana Kimhana.kim@example.com+1 202 555 0106Tenant
Jasper Reedjasper.reed@example.com+1 202 555 0108Tenant
Priya Nairpriya.nair@example.com+1 202 555 0110Tenant
6 of 6 records
Amina FaroukParties · PRT-39918
Tenant
Emailamina.farouk@example.com
Phone+1 202 555 0102
Example screen with sample data
Process

From agreement to collection and upkeep

From lease review to property follow-through ships ready to use. One step needs a named approval before the work moves on: Approve lease (Lease Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register unit and tenant

    Identify the space and the tenant party before preparing an agreement.

    Priya NairLSS-62890 · Property Manager
    Register unit and tenantBy Property Manager

  2. Prepare lease

    Link the tenant and unit to the dates, monthly rent and deposit.

    Priya NairLSS-62890 · Property Manager
    Prepare leaseBy Property Manager

  3. Approve lease

    A Lease Reviewer checks the linked records and terms.

    Priya NairLSS-62890 · Lease Reviewer
    Approve leaseBy Lease Reviewer
    ApprovalLease Reviewer decides whether the tenant, unit and terms are ready.

  4. Post period charge

    Keep each billed amount tied to its lease and covered period.

    Priya NairLSS-62890 · Collections Officer
    Post period chargeBy Collections Officer

  5. Confirm and allocate receipt

    Trace a confirmed tenant payment to the charges it covers.

    Priya NairLSS-62890 · Collections Officer
    Confirm and allocate receiptBy Collections Officer

  6. Resolve property work

    Follow unit requests and lease-linked issues through completion.

    Priya NairLSS-62890 · Property Coordinator
    Resolve property workBy Property Coordinator

Start with Lease and occupancy

Inside a record

Connect payments and accounting with care

Open any lea to see its charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Starts at and Ends at.

  2. 2
    Charges

    Each line is linked to this lea.

  3. 3
    Who works on it

    Admin, Property Manager and Lease Reviewer, each with their own permissions.

  4. 4
    Process stages

    Prepare lease, with the role that acts.

  5. 5
    Approvals

    Approve lease, with who decides.

Lease term schedulePriya Nair
Property Management System · Leases

Priya Nair

Quay Lofts, unit 601 · Review

Log activity
1
Record details
UnitQuay Lofts, unit 601
Starts at25 Oct
Ends at01 Nov
2
Charges

Priya Nair

Charge numberLeasePeriod start
CHR-55670Cedar Mews unit 12, 2026 lease03 Nov
CHR-31836Meadow Place unit 2A, 2026 lease24 Oct
CHR-96248Quay Lofts unit 601, 2026 lease23 Oct
Charges
6
Total amount
2,770
3

Who works on it

  • AdminManage Users, People, Parties, Units
  • Property ManagerManage Units, Leases, service requests
  • Lease ReviewerView Parties, Units, Leases, Charges
4

Process stages

  • Prepare leaseProperty Manager
5

Approvals

  • Approve leaseLease Reviewer
    Approved
Example screen with sample data
Approvals

Lease terms reviewed by the right person

OverviewApprovals
Property Management System · Overview

Approvals

Signed in as Lease Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CHR-55670Cedar Mews unit 12, 2026 lease
    Requested by Admin
    Draft0dActions
  • CHR-31836Meadow Place unit 2A, 2026 lease
    Requested by Admin
    Draft3dActions
  • CHR-96248Quay Lofts unit 601, 2026 lease
    Requested by Admin
    Draft4dActions
  • CHR-78508Cedar Mews unit 12, 2026 lease
    Requested by Admin
    Draft4dActions

Who approves what

DecisionApprover
Approve leaseA Lease Reviewer checks the linked records and terms.Lease Reviewer
Approve LeasesProperty Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Property Management System to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains access and the core records needed to operate the property portfolio.

  • Manage Users, People, Parties, Units
  • View Leases, Charges, Receipts, receipt allocations, service requests, tenant maintenance, property inspections

Roles and permissions

Reports

See the records behind every total

Review occupancy, billed periods, received payments and open property work.

Overview
Property Management System · Overview

Property Management System dashboard

This quarter

Charges in view
6
Total amount
2,770
Draft
6

Leases by status

How far records got this quarter

StageReachedStep
Draft44
Review2966%
Active2069%
Notice1050%

Number of leases by status

Sample counts per stage

800
80Draft
50Review
80Active
50Notice
30Ended
Example screen with sample data
  1. 01Lease status by property

    Group lease statuses through their linked units and property names.

  2. 02Units by occupancy status

    Compare available, reserved, occupied and maintenance units by property name.

  3. 03Charges due by period

    Show posted charge amounts and due dates for each covered period.

  4. 04Receipt allocation trail

    Show each tenant receipt and the charges reached through its allocations.

  5. 05Service work by assignee

    Show open and in-progress service requests by assigned person and unit.

  6. 06Tenant issue progress

    Show lease-linked issue types, report dates and maintenance statuses.

  7. 07Inspection evidence by unit

    Show inspection date, inspector, condition and evidence for each unit.

  8. 08Lease end dates

    List active and notice leases by end date and linked unit.

All reports and dashboards

Who it's for

Built around the spaces you manage

See how Property Management System fits your kind of team.

Residential rentals

Coordinate household tenancies, rent periods and unit upkeep across a rental portfolio.

Multifamily properties

Distinguish similar unit numbers and keep resident work visible across buildings.

Mixed-use portfolios

Track different unit types with the same lease, charge and property work trail.

Controls

Keep corrections traceable

Each stage, from lease review to property follow-through, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom lease review to property follow-through
Property Management System · Process

From lease review to property follow-through

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
9
Approve leaseApproval
Lease Reviewer
StatusDraft → Active
RecordsUnits
Post period charge
Collections Officer
StatusDraft → Posted
RecordsCharges
Confirm and allocate receipt
Collections Officer
StatusPending → Confirmed
RecordsReceipt allocations, Receipts, Charges
From lease review to property follow-through
  1. Start
    Approve leaseDraft → Active
    Units
  2. Step
    Post period chargeDraft → Posted
    Charges
  3. Step
    Confirm and allocate receiptPending → Confirmed
    Receipt allocations
  4. Step
    Track service progressOpen → Assigned → in progress → Completed
    Service requests
  5. Step
    Track tenant repairOpen → Assigned → Repairing → Resolved
    Tenant maintenance
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the case

Ask Proto to prepare property records and bring decisions back to their owners.

It can

  • Property Manager: Find a lease by unit and show its tenant, term and current status for review.
  • Collections Officer: Gather a charge, receipt and allocation trail for a named tenant payment reference.
  • Property Coordinator: List assigned unit work and lease-linked maintenance still awaiting resolution.
  • Inspector: Find dated condition evidence for a unit and identify the inspector.

Stays with a person

  • A lease reviewer makes the decision about the tenant, unit and terms.
  • A collections officer confirms actual money and its allocation.
  • A property manager decides how to handle a disputed repair or corrected inspection.
  • Proto can organize the records and help prepare the handoff; the responsible person checks the source and makes the decision.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Property Management System
  • Payment provider
  • Accounting system
  • Document storage
  • Maintenance communication
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Portfolio and people4
  • Leases and occupancy4
  • Charges and receipts5
  • Service requests4
  • Tenant maintenance5
  • Property inspections4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the operating rules

    Agree unit naming, tenant contact ownership, lease review, charge periods, receipt confirmation and property work assignment.

  2. Load the source records

    Enter parties, staff and units first, followed by leases and their related charges, receipts and property work. Follow the data model for link order.

  3. Rehearse real cases

    Use one current lease, one billed rent period, one partial receipt, one tenant issue and one inspection. Check each link and the decision owner.

  4. Review access and reports

    Have the people doing the work open the roles and reports views relevant to them.

  5. Start the cycle

    Confirm the imported records and connection responsibilities, then widen to more properties once the team can explain a sample case end to end.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Property Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Property Management System for your business. Pilot one property with a current lease, a rent charge, a tenant receipt and a repair request before adding more units.

Can I see which units are available?

Yes. The unit record holds the property name, unit number, type and status. The availability list shows available, reserved and maintenance spaces, while the occupancy board includes occupied spaces.

How is a tenant linked to a lease?

The lease references a tenant in Parties and a space in Units. Review both links alongside the dates, rent and deposit before using the agreement for billing.

Can a receipt pay more than one charge?

Receipt allocations record a separate applied amount for each charge. The collections team should confirm the receipt and check the amount available before allocating it.

What happens when a payment is reversed?

Reverse the allocations tied to that receipt before reversing the payment. That keeps the charge trail understandable when the tenant asks what remains due.

Where do tenants' repair issues go?

Tenant maintenance records an issue against a lease. A service request records a unit issue with the requester and assigned worker. The coordinator uses the record that fits the handoff and reviews both when they describe the same incident.

Can I track who inspected a unit?

An inspection links the unit and inspector with a date, condition and evidence attachment. The inspection evidence list helps a manager review the observation.

Who reviews a lease before it is active?

A Lease Reviewer checks the tenant, unit and terms. Agree the evidence and decision practice during setup, then rehearse a draft agreement with the person responsible.

What should I prepare before importing data?

Start with tenant contacts, staff records and unit identifiers. Then prepare leases, charges, receipts, allocations and property work with their source links. Implementation gives a pilot sequence.

Set up Property Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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