Part 1: Creating the Property Management Terms

This guide explains how to set up Property Management Terms (PMT) in ManageCasa. PMTs define the terms, fees, and responsibilities between property owners and managers. 

Prerequisites

Before creating PMT, make sure you have:

• Property owners added to contacts
• Property units added to properties

Note: Every property with PMT must have an assigned property owner.

Steps to Create Property Management Terms

1. Go to Property Management Terms:
   • Click Select Management Terms, or
   • Use More Features in the left navigation menu → Property Management Terms → Create PMT
2. Fill out all required fields (see below).
3. Add any optional details for better organization.
4. Click Publish PMT (to activate) or Save PMT as Draft (to finish later).

Index of Required Property Management Terms Fields

1. General Information 

• Contract Number – Unique ID or reference number (used as the display name).
• Owner – Select the property owner from your contacts.
• Properties – Choose the properties linked to that owner.

     2. Terms and Management Fees

• Terms Begins / Ends – Start and end dates of the PMT.
• Termination Period – Days of advance notice required for early termination.
• Month-to-Month on Expiration – Check if the PMT continues after the end date.
• Fee Type – Choose: Per Property, Percentage, or Flat Fee.
• Compensation Amount – Enter the fee percentage or dollar amount.
• Minimum Monthly Fee (optional) – Minimum charge per month, even if no income is collected.

Index of Optional Property Management Terms Fields

     3. Files & Documents

• Public Documents – Shared with property owners (e.g., agreements, notices).
• Private Documents – Visible only to managers/admins (e.g., vendor contracts, internal records).
   

     4. Leasing

• New Lease Fee – Fee type and amount for new leases.
• Renewed Lease Fee – Fee type and amount for renewals.
• Converted Lease Fee – Fee type and amount for conversions.

     5. Additional Terms

• Account Name – Links fees to the accounting system.
• Frequency – Monthly, Quarterly, Annually, Start of Agreement, or On Demand.
• Type & Amount – Per Property, Percentage, or Flat Fee.
• Choose Account – Ledger account for posting fees.

Percentage-based fees are calculated from total rent.

     6. Settings

• Rent is sent to Owner – Toggle ON if rent goes directly to owner.
• Security Deposit is sent to Owner – Toggle ON if deposits go directly to owner.

• Use Cash-Based Reporting – Switch from default accrual reporting if needed.

        

  7. Maintenance Reserve
  
  

• Property Base Minimum – Minimum reserve per property.
• Approval Needed for Expenses Over – Threshold requiring manager/board approval.
• # Properties – Number of properties included.
• $/Property – Contribution amount per property.
   

8.  Additional Information

For advanced customization, see Custom Field FAQs in the Help Center.

For a detailed walkthrough on how to utilize ManageCasa’s Property Management Terms, please refer to the Property Management Terms Help Center section. Each step guides you through the required data fields to create owner agreements and shows you how to maximize efficiency with a published agreement.

• Uploading Property Management Terms: Overview
• What are property management terms and how do I add them?
• Part 2: Management fees and Creating the Owner Distribution/Contribution
• Part 3: Creating an owner statement

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!