Renewal
Poor Lease Management often leads to the failure of exiting tenants to renew their leases and a loss of potential new tenants. PropTOOLS keeps track of renewal dates and provides tools to create new deals effectively.

New Deals
There are many components in creating the correct Lease Agreement for a tenant with many variables to be considered. The most important aspect is the time lapsed from the initial Offer Letter to the final Lease document. Track all deals in progress, until completed, with a notification system which ensures that all parties involved in each deal will be notified on its progress.

Vacating Procedure
Property owners are often out of pocket because of incorrect procedures when a tenant vacates the premises or terminates a contract. This component has been particularly designed to minimize the risk to the property owner.

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Revenue

Revenue Set Up
We have recognized the need in the market for the correct management of rent based on tenant revenue. This module has been developed to store information related to tenant revenue and minimize any possible discrepancies or disputes arising from tenant revenue and consequential rentals due.

Capture Audited Tenant Revenue, Calculate and Charge
Yearly revenue amounts are captured and stored. Revenue scales are set up per tenant and revenue rental due is calculated automatically. Journals to the financial package are prepared and authorized for rental charges to the tenant.

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Facilities

Building Information Management
Capture building component categories such as air conditioning, electricity, lifts and escalators. Easily manage the compliance with safety and health regulations. Store maintenance contracts and emergency numbers.

Planned Maintenance
Keep track of maintenance to be done on installations within the building, stores maintenance records and provides maintenance projections and reports to the property owner. Manage and monitors service vendors.

Tenant Installation
Store information on standard allowances for tenant installations within the buildings. Keep track and co-ordinate tenant installations.

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Call Center Management

Property Management Center
Provide an in-house call center management facility where all building’s queries can be lodged and monitored. This module may be customized for business related queries and requests. Capture timesheets on maintenance calls allowing for itemized client billings for recovery of costs.

Third Party Call Center
Provide a self service web interface for clients (CCM). This facility can be set up with security login profiles. This can be used for buildings that are managed in addition to those being maintained through an outsourcing agreement.

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Procurement

Procurement Set Up
Manage approved vendors, payment terms and conditions, and lookup tables for orders and invoices. Buyers’ limits for orders and authorizations for deals are set up in this module.

Purchase Requisitions and Goods Received
Automate order requests with email links to vendors and contractors. Store selected documents relating to purchase orders or receiving goods. Approve orders, receives goods and keeps track of order status and history.

Invoices and Payments
Capture invoices and verify against purchase orders and goods receiving documentation. Approve payments to vendors and create financial transactions to interface with financial packages.

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Municipal Accounts

Accounts Payable
Set up accounts to local authorities for each building and load services that will be billed per tenant. Load the invoice details each month and report on any abnormalities. Authorize and pay invoices and interface with financial packages.

Cost Recovery
Upload and verify data from meter reading companies. Summarize building and tenant records. Create charges to debtor accounts that interfaces with financial packages. Keep track of seasonal usage of commodities.

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Commissions

Commission Deals
Create commission deal records for internal and external brokers. Creates invoices for payments and creates interface output for financial packages. Keeps track of deals and their history.

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Management Fees

Set Up, Tracking and Payment
Set up management fees collectable for each building in accordance with the agreements negotiated with the property owners. Keeps track of history and can interface with your financial package.

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