Set It Once, Forget the Manual Work
Property managers spend countless hours each month manually creating recurring charges. PropMan's recurring fee automation handles this automatically, applying the right fees to the right units at the right time, every single month without fail.
Types of Recurring Fees You Can Automate:
🏠 Monthly Maintenance
- ✓ Common charges
- ✓ HOA fees
- ✓ Condo fees
- ✓ Base rent
🚗 Parking & Storage
- ✓ Garage parking
- ✓ Reserved spots
- ✓ Storage lockers
- ✓ Bike racks
🏋️ Amenities
- ✓ Gym membership
- ✓ Pool access
- ✓ Clubhouse
- ✓ Pet fees
💡 Utilities
- ✓ Water/sewer
- ✓ Trash collection
- ✓ Cable/internet
- ✓ HVAC charges
How It Works:
1. Setup Fee Schedules (One-Time)
Define your recurring fees once with these details:
- Fee name and amount
- Billing frequency (monthly, quarterly, annually)
- Start date and optional end date
- Which units receive this charge
- GL account code for accounting
2. Automatic Application
Each billing cycle, PropMan automatically:
- Generates charges for all applicable units
- Posts to resident accounts
- Sends billing notifications
- Updates accounting ledgers
3. Easy Modifications
When changes are needed:
- Adjust fee amounts (with optional effective dates)
- Add/remove units from fee schedules
- Pause fees temporarily
- Create one-time credits or adjustments
Real-World Example: 100-Unit Apartment Building
Monthly Billing Complexity:
- Base rent: $1,500-$3,500 (varies by unit size)
- Parking: 60 units @ $150/month
- Storage: 40 units @ $50/month
- Pet fee: 35 units @ $35/month
- Gym access: 80 units @ $25/month
Manual Process:
Time required: 6-8 hours per month
- Review spreadsheet of fee schedules
- Manually create 315 individual charges
- Risk of missing charges or applying incorrect amounts
- Generate and send 100 billing statements
PropMan Automated:
Time required: 5 minutes per month (review only)
- All 315 charges generated automatically on billing date
- Zero errors - fees applied exactly as configured
- Automatic email notifications to all residents
- Online statements immediately available
Annual Savings:
Time saved: 72-96 hours per year
Value: $3,600-$4,800 (at $50/hour)
Error reduction: 99% fewer billing mistakes
Advanced Features:
- Proration: Automatically prorate fees for mid-month move-ins
- Rate Changes: Schedule future rate increases with resident notifications
- Conditional Fees: Apply fees based on occupancy, lease terms, or other factors
- Bulk Updates: Increase all parking fees by 5% with one action
- Fee Groups: Create packages of fees (e.g., "Premium Package" includes parking + gym + storage)
- Seasonal Adjustments: Different rates for summer vs. winter months
Benefits by Role:
| Role |
Benefits |
| Property Managers |
Save hours each month, eliminate billing errors, focus on tenant relationships instead of data entry |
| Accountants |
Consistent GL coding, accurate revenue recognition, simplified month-end closing |
| Residents |
Predictable billing, clear charge breakdowns, convenient online payments |
| Owners |
Improved cash flow, reduced billing disputes, better tenant satisfaction |
Getting Started is Easy:
During onboarding, our team will help you:
- Import your existing fee schedules
- Set up recurring charges for each fee type
- Test the first billing cycle together
- Train your team on making adjustments
Most properties are fully automated within 1-2 weeks.