Portfolio

Tenancy

Key dates

Rent invoicing

Collection

Arrears

Deposits

Maintenance

Vendors

Documents

Service charge

Owner reporting

Tenant communication

Access control

Property and Tenancy Management Platform

A tenant paying a year ahead is not in arrears for eleven months and then suddenly due; the system must model the obligation, the payment and the coverage period as distinct things. Getting this wrong produces arrears reports that are nonsense, and it is the specific reason imported property software fits badly here.

Annual rent payment, which is the norm for much of this market, breaks the monthly-cycle assumption that almost all property software is built on.

The system stores the terms and the dates; it does not advise on what is lawful. [FILL: confirm the applicable state tenancy law for the client's portfolio — Lagos, Rivers and others differ materially — and whether Afivox will encode notice-period defaults at all, or leave them entirely configurable.]

Tenancy law varies by state and affects notice periods, deposit handling and recovery procedure.

Tenancy register

Rent schedule

Invoicing

Payment recording

Statement import

Holding queue

Receipting

Renewal reminders

Rent Collection and Reconciliation

A tenant paying a year's rent from a relative's account with no reference is unidentifiable by algorithm. The system narrows it to a short queue. The difference from the school case is that a single unmatched rent payment is a large sum and a serious dispute, so the holding queue must be worked promptly — which is a process commitment, not a feature.

Transfer matching cannot be fully automated here either, and the volume is lower but the amounts are larger.

Statement import over a mixed account produces noise and a privacy problem. The honest recommendation is a dedicated account before the system, and some clients will refuse.

Landlords frequently collect to personal accounts mixed with personal money.

Intake

Triage

Assignment

Quote and approval

Cost

Status and communication

Completion

Vendor performance

Recurring faults

Facility Maintenance Request System

Tenants do not respond. The system needs an ageing override — unconfirmed after a set period, closed with that status recorded — or the worklist becomes noise that staff learn to ignore. Which period, and who may override, is a Phase 2 decision.

Requiring tenant confirmation before closure is correct and will create a backlog of jobs that are genuinely done.

A contractor who is not an employee will not learn a system for one client. The design must let the office update on the vendor's behalf without losing attribution — otherwise the record quietly becomes fiction.

Vendor adoption is the weak point.

Ingestion

Metric layer

Unit view

Property and portfolio view

Void analysis

Arrears exposure

Maintenance attribution

Portfolio Yield Intelligence

Maintenance is recorded against a property, or against nothing. Management overhead is not allocated at all. Phase 1 establishes what can actually be computed, and where the answer is "gross only," that is the honest deliverable rather than a net figure built on an invented allocation. Where the manager wants net yield, the Facility Maintenance Request System usually has to come first.

Net yield depends on cost attribution, and most portfolios cannot attribute cost to a unit.

Cross-owner comparison in a shared report is a confidentiality problem waiting to happen, and access rules need settling before the first report is issued.

Owners compare themselves to each other, and a manager acting for several owners must decide what each one sees.