One system for every lease, cheque and repair request.
In 2018 we designed and built a real estate management system for Afi Technologies: a web application for landlords and property managers, and Android and iOS apps for tenants.
- Client
- Afi Technologies LLC
- Year
- 2018
- Delivered
- Web application, Android and iOS tenant apps, source code and training
- Timeline
- Three months, with three months of warranty support
Agreement
Rent schedule
Payment
Renewal
The life of a tenancy, tracked from the first agreement to its renewal.
Rent that does not follow a calendar.
Managing rental property rarely fits a standard billing cycle. Rent can fall due on the agreement date instead of the first of the month, start after a mobilisation period, be paid in advance, quarterly or through twelve post-dated cheques, and rise by an agreed amount after a few years.
Afi Technologies needed software that models those rules agreement by agreement, keeps cheques and tenants traceable, and gives tenants an app of their own. It also had to work for a single landlord, for a company managing other owners’ properties, and as a subscription service.
What the web application does.
Agreements that follow the real terms
Each agreement defines its own rental period, payment schedule and payment mode, with the rent due date chosen per agreement.
- Full advance, monthly, quarterly, half-yearly or customised payment schedules.
- A mobilisation period before rent starts, and part-month first periods.
- Service charges, common-area maintenance charges and security deposits alongside rent.
- Rent revisions after a set number of years, with an alert at renewal.
- Confirmed agreements can still be edited, and a renewal makes the previous agreement inactive.
Cheque tracking
Post-dated and advance cheques are recorded and kept as in hand until they clear at the bank, and only then become confirmed payments. The system alerts staff to deposit a cheque a set number of days before its date, and handles returned cheques and months paid in cash instead.
Tax groups and VAT
A tax group is chosen when an agreement is defined, for example a zero-rated group for a government tenant. VAT and tax-collected reports follow from it.
Alerts where they matter
Alerts for rent revisions, notice periods for cancellation, cheque deposit dates and tenants who have promised to pay after two or three months, and a pop-up listing the flats that are not occupied.
Tenant history and ledger
A tenant’s full history in one place: agreements, renewals, payments, bounced cheques and service requests. Month-wise outstanding amounts, a debit and credit tenant ledger, and a separate module for tenants who stay and pay after their agreement ends.
Properties, documents and maintenance
Properties for rent, lease and sale, with enquiry views showing the current and previous tenants and their rent. Documents can be attached, tracked and printed, electricity and water bill status is recorded, and maintenance requisitions are tracked through to their status.
Reports and dashboards
An expected rent collection report for any period based on the rent schedule, MIS reports and a multi-level dashboard, with the ability to integrate with an accounting system.
Users, permissions and ways to deploy
Multiple users with access permissions and rights. The system supports three scenarios:
- On-premise installation for a landlord managing several properties.
- A real estate company managing properties for different owners, with revenue and projected rent collection for each owner.
- A subscription model, with modules and features enabled or disabled per subscriber.
A tenant app on Android and iOS.
Tenants get mobile apps connected to the same system, so agreements, payments and repairs are handled in one place.
- Register an agreement and attach documents such as a passport or resident card.
- Reminders for agreements near expiry and expired agreements, with renewals and acknowledgements.
- Acknowledgements for payment due, post-dated cheque deposit on the due date and rent receipt.
- Water and electricity bills and dues to date, with bills uploaded directly from the provider’s site.
- Book a complaint with images, and give feedback on the action taken, closing the complaint or escalating it again.
- Tell the landlord about an absence, request cancellation of the agreement, or make any other request.
Landlords mark tasks as completed, and tenants confirm whether the complaint is closed.
How delivery was structured.
Proposal and scope
A proposal submitted on 5 September 2018, with the scope of work confirmed in the order of 17 September 2018.
Build in phases
Phase 1, then the entire system, each completed and accepted through user acceptance testing.
Remote implementation
Delivery within three months, implemented online and remotely.
Handover and support
Source code supplied, training for Afi’s engineers, and three months of warranty support.
Scope described here follows the purchase order and schedule of work dated 17 September 2018.
Planning a system like this?
Tell us what you need to track, connect or run. We will help identify a practical next step.
- Phone
- 011 6965 2831
- Office
- KLJ Noida One, Block B, Industrial Area, Sector 62, Noida, Uttar Pradesh 201309