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Property management invoice template for Purchasing

this is Nick from income Diggs and welcome to the launch of our brand-new property management workspace in Podio alright so this is a template that is put together for property managers or for investors who manage their own properties to organize and manage all of your operation your rental property operation right within podio so it's a template that's built with apps that are connected to each other and they have extremely strong workflows with global flow built into the template alright and this is for sale for you to bring into your own Podio setup alright and I'm really excited about it we had previously had a property management workspace for sale but this one is way more powerful way more work clothes there's over 75 globey flow workflows that you get when you get this template and I'm gonna walk through a lot of what it can do today to show you the immense power of it now as I get going you know the question I always get when it comes to these templates is you know am I subscribing to something and I have it getting access to your template and for those of you who are customers might already you know that my philosophy is that whatever I build for you is your so you keep okay so you if you purchase this template we'll have it and own it okay I'm literally going to deploy these apps and the relationships the flows in will be flow into your workspace and you're gonna own it of course I'm willing and ready to help you customize it but you can do whatever you want with it from there whether that be connected to other workspaces or just customize your own workspace right you would own it no subscription fee at all alright that being said let's get into the template and just show you a little bit of what it can do so what I'm looking at right now is my workspace homepage which I think you know for my business it's probably the most important page that I get to and that's where I have different tiles and reports to show me what's important to me in my business now of course all the data your sample so I don't read into too much but what we're looking for is you know how many tenants do I have what are my active units what appointments do I have coming up renewals is a cool thing that I'm going to show you of course broadcasts as a way to communicate to our tenants vacancies invoices all that stuff and I'm going to show you where all that lays lies within the system all right so the system is built on as all pro do databases are on relationships okay so in at the simplest point in our database we have properties okay now these are buildings it could be single-family buildings but they could also be multi-unit so if you have a single-family you would list all of your single-family properties here if you have multi-unit you would label you would lay out all of your properties here so anything that has a physical address that you take title s so these are not units these are just properties all right and we would we bring in automatically we can bring in some cool information for those properties so that we understand what they're worth in the valuation etc all right really simple app you might have noticed here that we have let me grab this one again you know the owning entity in the managing entity so with my business I have separate LLC's take ownership of properties but I have one company that manages them this is important because this entity were able to indicate a logo and a tenant facing phone number so we can sign off on all our emails with that it's really really important all right so you can have both there all right properties pretty simple app but you would lay those out this is not yet where you would do your rent roll that's kind of next all right so units is a really important Apple in this workspace this is where you would you would track all of those units that you rent out separately ok so again if you have single-family homes and you'd have one unit per house all right but this the template is built for you to have yes sure single-family homes but also duplexes triplexes quads or apartment buildings with more now you can see this property here 264 Union has nine units in it ok now a unit has a lot more meat to it all right so a unit is something that of course is related to the property we have a name for it square footage monthly rent we calculate annual rent this next rental increase is pretty neat it's a way for us to automatically when we have renewals come up automatically increase the rent file but okay we understand whether it's occupied or not now notice I can't change this that's because the system is doing the calculation for you we have a place for you to put in your vacancy additional lease terms so that when we create a lease we can automatically populate that stuff but what is neat about the way that the system set up is we have a bread roll built right in the report is built right in if I were to make this fullscreen you can see that I get my rent roll right away when I log into the system so I have my property here my units square footage monthly rent we calculate the monthly rent per square foot we calculate the annual rent the actively Simone all right so we're now the system is driven by leases and I'm gonna get into that a little bit but basically I don't want you as a you know a property manager to have to go in and say what unit is occupied and what's not especially when you have a lot of units it's hard to keep control of that right in my opinion my professional advice is at your leases or month-to-month rental agreements should tell you whether or not your unit is active okay and I'm gonna show you that with the leases app but what we see here in our rent role is that we have a couple units that are vacant okay and it's automatically calculated like that and this is nice for I can give this to a bank if they want to say you know give me a rent roll for for all your properties I can do that if they wanted to say hey give me a rent roll for that one building I can just go here and filter that down to that one building super easy built in and ready to go all right let's bring us back okay so that's the unit's really important now of course our renters is super important as well this is all these are all the people that you would potentially lease to now it's also a CRM okay but what I'm showing right now is my active tenants again I'm not gonna go into this app and indicate whether they're active or not the leases app is going to tell me that now you'll notice that I have renters here and add contacts here those are different the reason they're different as you can see here we have multiple people potentially that are listed as renters and what we're doing is we're accounting for the situation where you have two people that are on one lease for you okay so this could be a husband and wife could be boyfriend/girlfriend could be just a few friends college friends or something that living together and they're on the same lease so one renter contains two people potentially or of course they don't need to it could just be one person as well you can link the renter to a units that is whether they are a tenant or not you know this is your CRM status here I'm going to show you that a little bit we have different triggers to send applications and on the lease I'm going to show you how we can integrate with write signature and my new favorite pandadoc they're a really cool integration so you don't have to be signing stuff on paper or hard copies anymore all right so we have some cool information about our tenants there now as I mentioned it also acts as a CRM so if I go to my renter CRM these are potential renters who aren't necessarily tenants yet so this person right here is interested in a unit 34 long rear front okay so they are not yet I haven't done anything with them yet but they are a potential renter and so what I can do from this screen here is I can schedule appointments with them so let's say I want to show Gary the unit I can go in here in schedule you know I'm talking with with Gary on the phone and I want to set a meeting for 5:30 p.m. this Friday I can click showing here what the system is going to do this is a little bit of the automation it's going to automatically create an appointment and appointments at completely separate out but it's a it's a separate app but they know they relate to each other right so the new appointment was created and here within the appointments app I have the renter the category the unit when it was created who's attending from my my team and then we have some cool automations here as far as notifying our tenants okay so in the state of New York when we have a showing we're going to be showing the unit to a new prospective tenant I might need to notify my tenant so I can trigger here and this will send an email out to all your active tenants for this unit that we're coming and let us know if you have any problems with this now this one happens to be vacant so that would go to nobody we also have SMS and email reminders for this attendee so if I were to click on the auto SMS reminder this would in on the day of the appointment send that text message send that email to this renter that they have an appointment coming up or you can do an ad hoc one right here as well so in that text message to that versa okay so we have all that communication built right in the appointments app is a really great a great at it I'm just seeing here we sent that SMS to Gary okay we say what it is and when it happened and what's cool about the SMS as it's coming up here I'll do this on my phone if they were to reply yes then the system understands that and can move move the item to confirmed okay so a lot like again all of this is built in so you see we just received that text message and then we make it as confirmed and what's neat is you can look on your calendar yeah on the appointments you can see all the appointments you have coming up and we color them in as far as what's confirmed and what's not so these two are confirmed this one's not so I might want to on the day that appointment either reach out with the automated email and text messages or maybe I call that person to make sure they're going to show up in my opinion show it going to an appointment with a renter and they don't show up is one of the most frustrating parts of being property managers so we're trying to curtail out here alright so you can see what you do a lot of cool things there let's talk about leases then and I mentioned at the beginning this is really the keystone of the workspace it kind of dictates who's active and who's not so you can see I have my active leases here and the leases app is really it's structured to be you know a lot of required fields and to be to feed a legal document okay so this whole leases app is set up to of course within the system understand what leases you have in what you don't but also to generate PDF documents for signature okay now we can do that in a few different ways we can do that with write signature okay which is a citrix product or pandadoc which we would integrate with we would integrate through zapier okay now this this integration is ready to go it's not set up yet because I don't know what your leases look like so if you have the knowledge and know how to kind of set that configure configuration of yourself for it you'll have training on how to do that if you'd like my help with that I'm happy to do so as well all right so we'll kind of have that in the training separately to show you how to set that up all right but your lease is gonna have of course with the monthly rent a security deposit late fees all that kind of stuff and based on the lease start and end dates we're gonna know if we're active or not okay the system is going to tell us that all right I can of course avoid this lease for whatever reason if they decide to move out early and I agree with that we can void it in which case the system will will understand that we're way to an update the the status to inactive all right that's not the case here so we have to change that okay so our leases again kind of runs the show now when we have a renter who's confirmed we create a new lease let's talk about I just want to talk through invoices so invoices is an app for you to manage who was you month okay now the system is set up to create a new invoice every 1st of the month whenever inactive leases is running ok and this invoice you can manage it right here in podio if you have no other accounts receivable system but it's also set up to potentially push to QuickBooks so I do have a video out about how that works and I definitely suggest you set that up if you're using QuickBooks already I love it I don't have to go into two different systems I have the two talking to each other okay and of course this can feed a report as to how many invoices are outstanding I want to go back to renters for a second talk through renewals okay so one thing that bothered me as a property manager was trying to track who is staying and who is going so with all my renters there is a renewal section and basically what happens when a new renter is created is we have a request for renewal date and we have a renewal deadline and what we can do is we can send an invitation to renew what they're going to do is get a new they're gonna get an email indicating that we would like them to stay what their new rent is and with the new terms and their lease are they can click a button to accept that renewal invitation or they can click a button to say leave if and when they click to leave then the system is going to create a new vacancy for this unit that we know we have to now fill all right and so the new vacancy the vacancies is a way for you to manage you might have seen on my home screen a way for you to manage what do I need to fill ok so for example I have this vacancy here which is tied to a unit it has a status here's my listing all my information here that I would then assign this task to my admin to review vacancy in post post the end all right that's an automatic task that's a sign ok so this unit exists and I want to track these to completion so let's go back to my CRM what if I had a renter but then I confirm so if I'm going into my CRM and I know that this guy is pretty good now for one I could send him the application which again write signature pandadoc you can use that but if and when I put I say this is a person I would like to confirm I move them to tenant and when I move them to tenant a few things are going to happen so for one I'm gonna have a bunch of tasks and setup to set up their tenant folder to add them the accounting system to send the move-in instructions all of that now you can also build all that into your system ok so some of that's built in but of course I don't have you know you're moving instructions so what you could do is you can customize this button here to send the intro email which is gonna send your tenant instructions for moving in and all that is customizable and globally flow we also create a new lease all right and lastly I think one other thing we do if I go to my vacancies yeah we automatically closed that one that was open before so let me find that 34 long one let's see here so this one was just moved to closed the closed date and who it was closed with so again another automation that we connect these things together if I confirm a tenant to a unit that it has a can see we close that vacancy all right and that new lease has been created it'll show up in my future lease it's not active yet okay but I do need to send this out so review lease and lease details and Terms send it out for signature now send it out for signature does not mean to go into pandadoc and to create that document I would click here send me a pandadoc and that connection exists so that we can see that all happen automatically okay so again leases runs the show and it's really the renter's related to units and they all kind of tie in together work orders is of course an important piece of this system okay so when tenants have issues are going to fill out a webform and you're going to get this work order and you're going to track it to completion so for example I have a tenant fill this out that their heat is not working so we're going to make a description they're going to potentially provide permission to enter or tell us to call first and then from here we're going to schedule it assign it and eventually complete it same thing with appointments we can send confirmation emails when things when we received it also when we've resolved the issue all right so I'd like to use a card view for this so I can move things from different statuses of course we're gonna be using the webform here now the webform what's cool about this is you can create the webform with art of grab one side Gary so we have these buttons here and I am to gonna get into in a separate video the the tenant portal that we can connect with but here is an example of the the maintenance request form that they can fill out submit it and then you're gonna receive that maintenance request so it's a great way not only to allow your tenants to have a way to indicate what maintenance needs to be done but for you to understand what maintenance has been done in the past okay so I always tell my clients that even if you're not receiving a work order from your tenants specifically go ahead and create them yourself whether they are scheduled or ad hoc so that you can keep track of that record and when I say schedule it's a cool way to be proactive about maintenance so you could potentially set up a recurring maintenance work order that you need to change the furnace filters for example all right broadcasts is another way to communicate to your renter so you can communicate with your renters I don't know if I talked about this specifically but within the renters app there are fields to send ad-hoc emails and text messages to those renters okay so that's right down here you would indicate an email subject email body whether or not you want to CC the rental manager and then send that email or send that text message so that can all happen this is for individual renters if you would like to send broadcasts to active tenants as a whole you can do that in this broadcast app and what you would do here is indicate which property or properties you want to send this to indicate a subject indicate a body and then trigger to send that broadcast and what the system will do it will look for all the active tenants for these properties and send that email broadcast to them okay it's an awesome way to automate that whole piece okay assets is a way for you to manage the furnaces the mechanicals all those kinds of things on your properties and it it's not build out too far but it so it's it's kind of a new idea in that what you can do is kind of start tracking different pieces of mechanics that you have within your system you can see what's happening here is the system is sending this to all of these people and I'm getting confirmations that all that's happening now unfortunately all these people have my email addresses so I'm going to be getting a bunch of those confirmations but that's okay I can deal with that all right so the broadcast app is super exciting and I saved me a ton of time most of everything that I built here I built because I needed it in my business so I've run my own rental management business and I have tenants and I communicate with them and I know how important it is organize and to understand what units have what going on and what needs to be addressed in different areas and so that's what the system is built for it can handle if you have ten units it can handle if you have a hundred and ten units it really is ready for that scalability and that's in a nutshell what you're gonna be getting with the SAP template now when you purchase the property management template we will deploy it into your workspace and we will be there and the income Diggs service account will be there until you want us to leave you'll you'll tell us you know you'll revoke our access but while we're there you can ask us questions but I would also say I would recommend you go through the training first so when you purchase you will have access to training videos that go through each one of these apps and way further detail I'll show you exactly how the workflows operate I'll also get into globey flow so here's all the flows you're gonna get over 75 flows and I'm gonna show you how they all work and I'm going to demonstrate how you might change those for example the right signature one is not gonna be configured for you because I don't know what your lease looks like yet but I will show you how you can configure it yourself okay so that'll be ready for you all right you're gonna get all that training and then we'll be here for you if you have any questions give us a nap mentioned and we can help you to resolve things and then keep in mind that you can customize this yourself I encourage you to do that plug it into your other system if you have the rehab management app package for me you can plug that in as well all right so let's just go over it in a nutshell kind of what you're getting with this system the different features that you're getting so for one you're of course being you're able to track your properties your total property value right of the various legal parcels that you own and tied to that are your units and the important part with your units you can understand that at a high level what is my rent roll what's what's rented what is not okay you can of course manage your tenants both your active tenants and your incoming tenants through the rent or CRM we're gonna be able to move tenants to closure we're gonna be able to communicate with tenants all through that renters app the calendar is a way to track appointments with these tenants all with some built-in workflows for confirmations from your tenants so you're not sitting there an appointment and your renter your tenant is not showing up that's the worst okay leases is a way for you to track your your start and end dates of your leases how much they're for and of course to integrate with some kind of document management system so that you're not signing hard copies anymore you can use digital signature alright your invoices and payments who owes you what integrate that with QuickBooks for a full-on accounting system it's a really great integration of course your maintenance requests webform for your tenants to fill out when they have issues and maintenance they fill out that webform you get the request and then you can address it in whatever way you you want now note on that so we have a workflow built into kind of a sign that to the maintenance manager and then do different things and that's one of those work clothes where you can take what I built fine or you might want to customize that to be your own workflow the broadcast SAP is a way to communicate with many renters at once so you're not just pulling up your email and saying who is a renter for that one unit and then who else do I CC on this you know you're sending this email through the system it's super clean and we track it for you all right and of course daily task management and communication I would really recommend that you and your team are in the system for managing day-to-day tasks and chatting with each other and commenting on things within the system alright one place for task management and communication so that it's all in the cloud it's all available on mobile on your computer you always have the information you need stop using spreadsheets stop using you know Google contacts to understand who your renters are use a system like this and talk through it with your team okay so that is the system I really appreciate your patience we're super excited about it I mean it is really powerful again I use it for my own business and then what I've done is I've taken work I've done for other clients and we've kind of plugged in some awesome features that that we built out and it's gonna be yours you're gonna purchase it we're going to deploy it you're gonna train on and then you're gonna own it to do whatever you want with no subscriptions at all one-time fee and you would own the system alright so I really appreciate you checking out the video if you are interested go ahead and purchase if you have any questions feel free to contact us right here info at income Dexcom or directly to me Nick at income dicks comm also check out the frequently asked questions at the bottom there and look forward to having you as a customer I look forward to helping you to organize and automate your rental property management Thanks