Glad you chose ManageCasa!
Congratulations on becoming a Property Manager!
This means you were either a landlord yourself and evolved to a Property Manager doing this more professionally or have grown into a Property Manager role from another job.
Note: As a property manager you are often charged with operating a real estate property for a fee. The owners that hand over this responsibility are either unable or not interested in managing their real estate themselves. We provide you with the tools to efficiently manage their properties.
Managing Properties on behalf of others or managing your own properties more professionally can be financially lucrative. The more properties you can manage, the more you can make. Utilizing ManageCasa will help you to stay organized, efficient and do more with less time.
Also, managing tenants and maintaining good property conditions can be time intensive and even worrisome, so we're here to help make all that easier! ManageCasa offers everything you need to organize your properties, to create micro-communities with your tenants around each property unit, set up lease terms for reminder notifications and income automation, have oversight on repair and maintenance tasks, and stay organized, which can be especially helpful as the amount of properties under your management increases. This short guide shows you how to:
- Create your property manager business account
- Get started with the setup guide
- Understand the dashboard
- Add the properties under management
- Add tenants, homeowners, or other property members
- Add contacts
- Add maintenance tickets
- Use the accounting features
- Add files and documents
1) Create your property manager business account:
Creating an account is very easy! When you click on the sign up button on www.ManageCasa.com, you will be asked which account type you want to create. Regardless of if you manage up to 50 property units or 100 or more, the "Property Manager" account is a perfect choice for you if you want to streamline your property management efforts.
Note: The Property Manager account comes with a 45-day trial period. Each subscription you select will only be charged after that date. The lowest cost plan is $ 40/month and gives you the capacity to manage up to 50 property units. You need to enter your credit card information during sign up, but if you decide opt out from your trial account within 45 days, your will not be charged. Of course we want you stay, and believe that you will enjoy the benefits of our product!
Once you've chosen that you are a property manager, the next step is to complete the account registration by entering your first and last name, email and a password.
Enter the number of properties you are managing by drawing the circle to the right subscription package for you. Note: ManageCasa provides every property manager a 45 day free trial to try out our awesome features.
After selecting the subscription package, you will be asked to enter your credit card information but we will not charge your credit card till the trial period is over. If you decide you want to discontinue the service before the trial period ends, you will be able to do so.
You can select monthly charge or a yearly one-time payment with a discount. Once you press 'next' you can verify all information before you initiate subscription. You can see that the payment date is 45 days out from the day you subscribe.
If all information are correct press 'Login to ManageCasa'.
NOTE: CONFIRM YOUR ACCOUNT WITH THE EMAIL THAT YOU GOT AFTER REGISTRATION.
2) How to get started with the setup guide
After registration, completing your basic profile is quick and easy.
- Add your avatar
- Create the property profiles for each of the property units under your management
- Add all tenants. See below:
As a Property Manager, you might manage a mix of single property units like single family homes, town-homes, single condos in a multi-condo building AND/OR manage entire multi-unit buildings. ManageCasa allows you to create a mix of single unit properties and multi-unit buildings that should cover your needs. Simply select the type of property, start entering the address into the address field, and Google address auto lookup will help you to select your correct address. If you have selected single property units you will be able to add the amount of bathrooms and bedrooms as well as square footage of the property unit. If you selected 'multi-unit', you can create multiple individual units under this multi-unit property. With each unit you will be able to add the correct information, and at the end you will have a multi-unit building that you are managing as well as each unit by itself.
If you are interested in adding multiple properties you simply select 'save & add new property', if you are interested in saving and moving forward you select 'save & close'.
Adding and inviting tenants to properties you manage:
After you have created all of the property units, inviting and adding your tenants to each of your properties will complete your initial setup.
You can select if you want to invite them or just have them created for your own visibility on your account. We absolutely recommend to inviting them since you will be able to discuss topics around the house and give them the capability to submit maintenance issue to you. If you invite them, they will receive an invitation to join and create an account so that you can share and get things done together.
NOTE: Tenants will have an own tenant view and will never be able to see your private information.
Once you have completed all three steps in the setup guide you will see a green bar that allows you to enter your dashboard.
3) Dashboard Introduction
If you have gone through the setup guide and followed all steps you are already ready to go with your rental properties (view all properties created in the left upper corner that you can expand). The activities in timeline serve as a historical timeline on ManageCasa and display all critical information about your property over time
On the top you see 3 widgets that will show you status of
- All open maintenance tickets that you and/or your tenants have created
- All rental income and property related expenses of the current month that has been recorded and marked as received/paid.
- Any homeowner or renters insurance that is active through ManageCasa (coming soon).
On the right side you see 3 widgets that will show you status of
- An accounting chart with the income and expense numbers over the past 6 months.
- Any upcoming events that you need to be aware of
- A calendar
On the left side you see your properties as well as a set of menu items that allow you to dive deeper into topics that are going to be explained further below now.
4) How to add contacts
For property managers, the contacts section offers one focused list of all parties that you usually need to engaged around your rental properties. This obviously includes your tenants, but can also be your contractors that do fixes around your properties or vendors like HOA (Home Owner Association), service providers like PG&E, or internet providers, etc.
When you create contractor profiles you can assign maintenance or home renovation projects to them. When you record property expenses in the accounting portal on ManageCasa you can select payee's (vendors or contractors) that you pay.
5) Adding maintenance tickets:
When you operate rental properties, there is always something to fix. The hassle is the coordination of issues around the house between your tenants and yourself. A cabinet breaks, the light switch doesn't work anymore, or water is dripping out of your kitchen faucet -- just to name a few examples. Within the maintenance tab on ManageCasa your tenants and you can simply create a maintenance record by documenting the issue, adding images and assigning the urgency level to the ticket. Within the maintenance ticket you and your tenants can have a discussion about the issue that is well-documented for later review if needed.
Simply press 'add request' and you will be able to begin. You can enter who the requester was (you or any tenant), what type of issue it is, if it's new or already existed before, describe the issue, attach any image (this works extremely on mobile since you can simply attach from your photo album) and schedule the repair.
Once you save the ticket it is added to the overall dashboard of all maintenance issues that are either new, in progress or resolved. This overview gives you a snap shot of all issues around your rental properties and allows you to systematically work to resolve them.
You will see on the dashboard which property unit is causing the most issues of all your rental properties.
6) Accounting Capabilities:
Property Managers must keep track of monthly rent income and property-related expenses such as HOA fees, mortgage rates, etc. ManageCasa has a simple accounting module which helps you to organize and consolidate all your records in a simple way without having to become an accountant. Our accounting tool allows you to track rent paid by each of your tenants to mortgages you may currently be still paying, HOA fees on your property, and even home improvements that will act as investments when tax season rolls around. ManageCasa's accounting tool allows you to record and categorize all types of expenses, and attach invoices and payment receipts to each transaction and manually reconcile with your bank statement.
To create a transaction click into 'Add Transaction', and select 'Income'. Here you can select the payer or create a new one right from within the dropdown (opens a pop-up), categorize the type of income, the due date, amount and if it is recurring income.
If you want to mark the rent income record as paid, you simply continue filling out the rest of the information and the payment will be added to your accounting records and will display in the chart on the accounting overview page.
The 'recurring' tool is particularly helpful for setting automatic expense payments you must make as a landlord, and also for rent payments from tenants, helps serve as a remind for both you and them.
For example: You pay every 1st of the month a $324 HOA fee - you can create such an expense record once by selecting 'recurring' and the record will be created every month. You only have to reconcile that you actually made this payment so that you can track all payments through the year.
The same works for rent income. The rent income that you mark as ''recurring' gets created every month and you have to only reconcile that you actually have received the payment as well. At the end of the year you will have reports that you can run to see the total rent by property unit, across property units as well as any delinquencies.
7) Adding files and documents
Property Managers juggling many properties know how much of a headache it can be to try to track down documents designated for each property. ManageCasa's file and document storage tool will take the hassle out of document management, and keep you organized. ManageCasa's 'Files' tab allows you to upload and designate folders and files to each property, and share it with the right people. These files are always accessible to you from the convenience of your computer or mobile device at any place at any time.
The files tab allows you to create folders to organize your documents accordingly. Simply create folders, drag & drop files into the space and upload them to ManageCasa. You can move files from the top level into a specific folder or remove them from there.
Within ManageCasa you and your tenants can share files with one another. To share with additional users, simply click on the settings icon to the left of each folder and file to share it with others.
We hope this was helpful! We appreciate you using ManageCasa for all your property management responsibilities and needs.
If you have any questions, feel free to contact us via the chat tool on the lower right corner of our website www.managecasa.com. If you have any suggestions for features that we should add please send us a feature request on our manage tab called 'New Feature Request' here https://www.managecasa.com/manage
-The ManageCasa team