Reports
We have released two (2) new reports into the menu to assist with financial tracking and understanding, and new business management.
Detailed Fees Statement – This new report expands the existing fees statement report to provide a detailed overview on fee income for your agency. See the property address, fee amount, date paid and associated company profile for every fee type collected. The report can also be exported to a CSV file for internal business use, and includes the search options ‘Date Range’, ‘Keyword’, ‘Company Profile’, and ‘Property Manager’ for specific filtering as required. Find this under Reports > Financial > Detailed Fees Transaction Report
NBSU Lost Report – This new business report shows new managements that have been lost within 365 days since the new mgmt. start date. It includes the property address, property manager and new business sign up user, the mgmt. start date and expiry date, how long the property was an active management and the lost reason. Use the search parameters to see properties lost within a particular date range or for a specific PM, and export to a CVS file for internal agency use. Find this under Reports > Management > NBSU Lost Report
Tenancy Rental References
Further improving the automated tenancy rental reference responses, you can now trigger to manually send a rental reference to any email address for a tenant via the common actions icon in the tenant card. The complete reference includes the tenancy ledger and will show in the Reference Response Report to be viewed at any time. See, ‘How to send a tenant rental reference’ article to learn more on this process.
Payments
Primary Tenant – Within the tenant card you may have noticed a new icon next to a tenants name. This new icon identifies which tenant is the primary person responsible for the payment of rent and invoices for the property. There is no action associated with this new icon and is an improved visibility tool only.
Failed Disbursement – Added to the property card is a new field labelled ‘Failed Disb’ which will show if the owner disbursement of funds has failed and OurProperty was unable to deposit the money into their account. An information icon sits next to the amount that failed to disburse to see why the payment was unsuccessful. From the information provided you can correct the error and the funds will be automatically paid in the next disbursement run.
Applications
Sending notices to tenants paying via the OP tenancy wallet – We have now enabled the ability to send arrears notices whilst a tenant on wallet has a pending payment. Because the tenant may have paid with the transfer still processing, we have added a warning icon to the arrears page when this situation is detected.
When hovering over the icon, the following text is displayed: “It is possible the tenant has paid in the last three days. Please contact the tenant to confirm if they have paid before issuing this notice.”
Find the revert transfer button on the tenancy application in the ‘incomplete’ tab for the target transfer property. Learn more in the article ‘How to revert an application transfer’
Arrears
For owners being paid via OurProperty Payments, you will now see a summary of the property financial balances when approving a maintenance invoice for payment from Rent. This allows for improved visibility on current available funds and a greater understanding of when the invoice will be paid to the tradie. Alternatively, if you see the owner has no available funds for payment you can request funds from the Landlord for any invoices that may be urgent.
This allows for visibility and a greater understanding on whether you wish to proceed with sending the notice and can be used when in discussions with the owner regarding the tenants arrears.
The arrears message sent to the tenant now contains the following text: “Please note that the bank takes up to three banking days to process your payment to your wallet. In this time, you may receive arrears notices that don’t take your payment into account before it has been cleared by the bank. Please disregard these notices if you have already paid.”
Leases
Tenant Message – A separate tab has been added to the lease page for you to include a personal message to the tenant. The message is merged into the lease offer templates for lease renewals and new leases and is not included in the completion email, increase reminders, or signing reminders.
Once the lease offer is sent to the tenant, the tenant message tab is shown by default when you open the lease page. A Message can be added at any time and can be changed if needed for resending the offer or to advise the tenant of an approval/rejection for their change request.
Management Expiry Dates
New Setting ‘Allow Past Management Expiry Dates’ – An agency setting has been added to the preferences tab that provides options for how far in the past a mgmt. expiry date can be added against a property.
The restriction is applied to Property Manager and Office Admin user types only. Office Managers can enter a management expiry date outside of these parameters.
Keys
New key reminder – OurProperty now sends a reminder each day to PMs of inactive properties with a key number still assigned. This is a reminder to remove the key number so it can be assigned to another property and is being sent in preparation for OurProperty restricting key number assignment if already in use.
Key Collection – When signing out a key for collection, you can now search by the property address or key number.
Key Prefixes – We have implemented to the ability to add a key prefix under Settings > Company > Key Number Prefix and Settings > Company Profiles >Key Number Prefix. Each company profile can have its own prefix for the set of key numbers generated.
Find this new prefix option in your agency settings today!
Key number suggestion – The OurProperty platform can now provide a key number suggestion for a property and will include the prefix that is set for the agency and relevant company profile. This process can be actioned from two areas; the Client Hub property card & the property profile accessed from the admin > properties list.
From the client hub, edit the property card and press on the light bulb icon to generate a suggested unused key number.
When a group of properties is created, the group details will display in the owner card and show the balance information for those grouped properties only. You can create more than one group of properties allowing for owners with a large investment portfolio to set up an invoice payment structure that best suits their financial preferences.
To learn more on how to set up paying invoices from pooled funds, and creating a group of pooled fund properties, refer to this article here.
Or, from the property profile page, press ‘Suggest Key Number’.
Make sure to save to the new key number against the property.
These new features and updates conclude what is new at OurProperty for January 2023! If you have any questions about any of these new features or updates, please do not hesitate to contact your OurProperty Account Mananger.