II. 🏢 Property Management

🧱 Overview

The Property Management Module in ERPNext provides a structured, end-to-end solution for managing rental properties — from onboarding tenants to recurring rent invoicing and utility billing.

It supports:

• 🏠 Property structuring (Project → Building → Unit)
• 📝 Service Requests to capture tenant intent
• 💰 Deposit collection
• 📄 Contract generation
• 🔁 Rent invoicing via Auto Repeat
• ⚡ Utility billing
• 👥 Tenant: Managed as a customer for seamless billing integration

🏗️ Property Hierarchy

Properties are structured as:

Real Estate Project
 ├── Building A
 │    ├── Floor 1
 │    │    └── Unit 101
 │    ├── Floor 2
 │    │    └── Unit 201
 └── Building B
  └── Unit 301

Each unit is independently managed for contracts, billing, and utilities.

🔄 Workflow: From Service Request to Billing

🔌 Utility Service Request Process

💡 Contract is optional but required based on Utility Billing Settings.
🧠 Customer can be automatically created on submit, depending on configuration in settings.

graph TD
    A["Customer / Lead / Prospect (CRM)"] --> B["Create Service Request"]
    B --> C["Auto Create Customer on Submit (if enabled)"]
    C --> F["Contract"]
    C --> E["Create Sales Order (Deposit) - Optional/Required via Settings"]
    E --> F
    F --> G
    C --> G["Create Sales Invoice (Rent)"]
    E --> G
    G --> H["Auto Repeat (Recurring Invoicing)"]

📂 Step-by-Step Functional Process

1️⃣ Utility Service Request (Initiation)

Start by creating a Utility Service Request, which captures:

• 🧍 Tenant details (customer)
• 🏢 Desired unit(s)
• 📅 Contract dates and terms
• 💼 Lease duration

This acts as the lead intake form for tenants and is the trigger point for the rental flow.

2️⃣ Generate Sales Order (Deposit / Booking)

Directly from the service request:

• Create a Sales Order for:
  • 💰 Security deposit
  • 📌 Booking/advance payments
• Amounts auto-pulled from service request
• Tracks payment before lease start

3️⃣ Create Property Contract

From an approved Service Request:

• Draft a Property Contract
• Define:
  • Contract period
  • Deposit terms
• Link:
  • Tenant (Customer)
  • Unit(s)

This contract manages the tenancy.

4️⃣ Sales Invoice (Recurring Rent)

Rent is billed based on the contract:

• 💼 Auto Repeat can auto-generate invoices
• Supports:
  • Monthly / Quarterly / Annual cycles
  • Rent escalation by %

5️⃣ Auto Repeat & Escalation

• 🔁 Recurring Billing: Set by contract

• 🪙 Billing Adjustment Rule
  Defines all escalation logic, including:

  • Recurrence frequency (e.g., monthly, quarterly)
  • Penalty and surcharge conditions
  • Custom increase rates
  • Escalation intervals
  • Manual override permissions
    Applied per property to control billing behavior and adjustments comprehensively.

💎 Strategic Benefits

✅ Captures tenant interest via Utility Service Request
✅ Smooth transition to Contracts, Sales Orders, and Invoices
✅ Centralized control of units, leases, and utilities
✅ Seamless rent + utility billing under one customer
✅ Enables workflows like vacation notice, contract renewal, or meter change

🚀 Quick Navigation