Frequently asked questions

Property Sage is property management software for landlords and property owners. It keeps your properties, tenants, leases, rent invoices, expenses and receipts, maintenance tickets, payments, vendors, documents and compliance certificates in one place, and includes an AI assistant that answers questions from your own data. It is a management tool, not a listing site: nothing you enter is published.

Individual landlords, diaspora owners managing property in their home country from abroad, and small-to-mid property managers across the Balkans and Europe. Teams can work together with role-based access, and an optional Agency Tools module adds prospects, offers and commissions for those who need them.

Yes. A company can have up to 32 active Structure Types (64 total including inactive) and up to 64 active Vendor Types (128 total including inactive). Once a limit is reached, attempting to add another one returns an error. Soft-deactivated (inactive) records count toward the total limit but not the active limit.

Each company's storage footprint combines the size of all its records with the size of its uploaded files (receipts, property photos, documents, the company logo), measured from what is actually stored on disk.

The interface is available in English, German, Albanian, Croatian, Turkish, Georgian, Czech, and Serbian. A language menu in the top bar switches the whole app instantly (labels and help topics), and your choice is remembered for next time.

That's the security check (CAPTCHA) that protects signup from automated bots mass-creating accounts. Solve the simple math question (for example "What is 7 + 5?") and enter the answer; if you get it wrong or it expires, a new question appears automatically. Signups from disposable/temp-mail domains (for example mailinator.com) are also rejected, so use a real email address to receive your confirmation code.

Several automated defenses layer on top of the CAPTCHA. A signup can be rejected with a clear message when (a) the email's domain has no mail (MX) record, (b) too many accounts were created from your network recently (max 3 per IP per day — shared office/college networks are the usual cause), or (c) your IP region is blocked (high-fraud countries or known datacenter/cloud-hosting IPs — VPNs are the most common reason). When a signal is ambiguous — for example the mail-record lookup failed or the IP is from a watchlist country — the signup is allowed but flagged for review, and a Company Admin can clear the flag from the company page.

Company logos and property photos are checked by an automated nudity filter before they are stored; inappropriate images are rejected with a clear message. Private documents (receipts, lease/tenant documents, compliance certificates) are never blocked — if an image in them is flagged it is only marked internally for admins to review later.

There are two roles. Company Admin has full access within their own company and can manage users. User handles day-to-day operations for the properties they are assigned to.

When adding a user, select their role (Company Admin or User) in the form. To change an existing user's role, open that user's edit page and pick the new role. A Company Admin can only set these two roles and cannot change their own role.

For properties, Company Admins see all properties in their company while Users only see the ones explicitly assigned to them. For tickets, expenses, payments, leases, and recurring expenses, Users only see records for properties in their managed list while Company Admins see everything in their company. The same rule applies to prospects (the CRM) and tenants: Company Admins see all prospects and all tenants in the company, while Users only see prospects and tenants linked to properties they manage.

The Prospects page tracks potential renters or buyers through a pipeline: New → Contacted → Viewing → Offer → Closed Won / Closed Lost. Each prospect stores contact details, one or more interested properties, a next follow-up date, an estimated price, commission terms, an interaction log, and tasks. It's how you track leads before they become tenants.

Yes. When creating or editing a prospect you can select multiple properties; all of them are listed on the prospect's page and in the row expansion on the Prospects list. The first selected property is kept as the primary one for the mobile app and older integrations.

Yes. From the prospect's page you can submit an offer per interested property. Purchase offers capture the price, contract deposit, financing details, contingencies (free-form, with a help list of the common ones), closing and possession dates, and a terms field for inclusions and special conditions. Rental offers capture monthly rent, security deposit, lease dates, move-in date, and the tenant's financial profile (creditworthiness). All amounts support multiple currencies via a currency selector. A prospect can only have one active offer (submitted/countered) per property at a time; when an offer is accepted, rejected, or withdrawn it becomes permanent history and the prospect can submit a new offer for that property at any time — even years later. Offers carry their own commission terms, the reports forecast uses an accepted offer's terms when present, and every offer can be downloaded as a single-page PDF with buyer/tenant and seller/landlord signature blocks.

Open the Prospects page and click the "Convert to tenant" icon on an open prospect. This marks the prospect Closed Won and automatically creates a tenant from its contact details (same company). The prospect keeps a link to the created tenant.

In the prospect page (web: click the pencil on the Prospects list; mobile: the prospect detail screen), the Interaction Log records every past call, email, or meeting against the prospect. Each entry is tagged as a Call, Email, Meeting, or Note with its text and date, so you can see what was said and when. On the web, the log is shown as a table; you can add entries and remove the ones you entered. The prospect page is for managing the prospect (stage, follow-ups, notes, tasks); personal details are edited separately via the "Edit Details" button.

Each prospect can have multiple tasks (e.g. "Send offer email", "Call back") with an optional due date and a done flag. On mobile, tap the circle next to a task to mark it done. Open tasks also make a prospect appear in the "Upcoming Follow-ups" dashboard list.

When you create or edit a property, the Target Commission section (bottom of the form) lets you set what each agent earns if the listing closes. Add one row per agent and choose the commission type: Percent (of the price), Fixed (a flat amount), or Months rent (a multiple of the monthly rent — e.g. 1, 2, or 1.5). Add several rows to split the commission across agents; the total is the sum of all rows. The target is shown on the property page and is searchable via the properties list (?agent_id=).

Accepting an offer automatically creates realized commission records — one per split. The offer can override the property's target split (set in the offer form), otherwise the property's target is used, otherwise the offer's own commission fields apply to the offer creator. Each commission is created as pending; the Commissions page (/commissions) lists them by agent with a Mark paid action, so you can track that the agent actually gets paid. Accepting also sets the prospect's deal price, advances the stage to Closed Won, and marks the property Sold (purchase) or Rented (rental). If the deal falls through, void the accepted offer: its pending commissions flip to void (kept as history), the prospect returns to the Offer stage, the property returns to For Sale / For Rent, and a new offer can be submitted.

The Reports page has a CRM tab showing prospects by stage, open/won/lost totals, the conversion rate (won ÷ closed), a weighted commission forecast, and an "Upcoming Follow-ups" list. The forecast estimates expected commission across your open pipeline using fixed stage probabilities (New 10%, Contacted 25%, Viewing 50%, Offer 75%). The follow-ups list surfaces open prospects that need attention — a next follow-up within 7 days or any open task — sorted by soonest date.

Company Admins see all prospects in their company. Company Users only see prospects linked to properties they manage — and can only convert those.

Yes. The AI assistant understands prospects like it does tenants and properties. You can ask questions such as "How many prospects are at stage X?", "How many prospects do we have for property X?", "Who should I follow up with next?", or "What stage is John Doe's prospect at?". The assistant counts prospects per stage, lists prospects for a named property, finds the next follow-up dates, and looks up prospect contact details.

Yes. The assistant can create prospects, vendors, tickets, expenses, properties, and tenants directly from chat. It will always ask you to confirm before creating anything, and nothing is written until you confirm. For example, you can say "Create a ticket for property X: leaking tap, due Friday" or "Add a vendor called Green Energy for the office building". Creating a property from chat only needs the name and address — you finish the remaining details in the app. The same permission rules apply as the app itself: only a Company Admin (or a user who manages the property) can create, and the free plan's 5-property limit still applies.

Passwords are hashed before being sent, so plain text will not work. The web UI handles this automatically. Just type your normal password into the login form and it will work.

Yes to both. Any logged-in user can change their own password from their account settings. Company Admins can reset another user's password without needing the old one.

Google sign-in creates a passwordless account, and the mobile app needs email + password. When you are logged in to the web app and your account has no password yet, your profile shows a Set password button. Choose a password there and it works for the mobile app too — your Google login keeps working.

Company Admins add a member by email only — no password is typed by the admin. The new member receives an invite email with a link to set their own password. Once they activate, they can log in with that email and password. The admin never sees or chooses their password.

No. Accounts created by an admin invite are never linked to Google SSO — they use email and password. This keeps admin-created accounts out of the Google account-linking path.

Yes. On the signup page, tick the terms checkbox and click "Continue with Google". If you are a new user, the account is created immediately (your email is already verified by Google, so there is no confirmation email). If an account with the same email already exists, it is linked to Google and you can sign in with either method. Google sign-in is web-only; the mobile app does not offer signup.

Signing up creates your account in an unconfirmed state. A 6-digit code and a magic link are sent to your email; confirm either one to unlock your account. This keeps accounts from being created with someone else's address. Use the resend link if the email doesn't arrive.

Every new company starts on the free plan with a 30-day trial. During the trial you can use the full system within the free limits. When the trial ends you can keep using the web app free forever within the same free limits. The mobile app and the AI assistant are paid features: they unlock when you upgrade to the Pro plan.

Free-plan limits (all per company):

• 5 properties, with up to 3 photos and 3 documents per property
• 3 tenants, 3 leases (1 document per lease), 100 expenses (1 receipt per expense)
• 6 automatic expenses, 10 prospects, 20 vendors, 50 tickets
• 5 team members, 3 company addresses, 10 lead sources, 3 follow-up sequences
• 200 MB of total file storage

Upgrading to Pro removes these limits. Limits apply during the trial too — they exist to keep free accounts from being used as free storage, and they never delete your data: you just can't add more until you upgrade.

The free plan allows 5 properties. When you try to add a 6th, the web app shows an upgrade prompt instead of saving it. Your existing properties are never deleted — you just can't add more until you upgrade. A banner on the properties page shows your plan and how many free properties you've used.

Pro pricing is EUR only — €15 per month. GBP and USD pricing were removed. Your billing currency is always EUR. You can open the Plans & pricing dialog via the Upgrade button on the plan banner. Payments launch shortly, so the Pro card currently shows a "Coming soon" button; once the payment processor lands, you'll upgrade from the same dialog.

When you attach a file like a receipt or lease document through the web UI, the file is sent to the server, saved to disk, and the path is stored in the database. When you view the record later, the file is loaded and displayed again. Each uploaded file must be under 10 MB. Images (like photo receipts) are automatically resized down to at most 1280px and stored as JPEG — or kept as PNG when they have transparency — and other files are stored as-is or compressed to save space. All of this is transparent; you always receive back the original-looking file.

Property photos are uploaded through the property edit page. The server resizes them automatically.

Soft delete marks the record as inactive but keeps it in the database. This is used for Tenants, Leases, Vendors, and Companies. Hard delete permanently removes the record. This is used for Properties, Expenses, Invoices, and Payments.

A Property is the core entity in the system — a building, apartment, house, condo, or any real estate unit you manage. Each property stores detailed information including its name, address (street, city, state, postal code, country, GPS coordinates, and national ID), physical details (square meters, bedrooms, bathrooms, total rooms, floor number, elevator count, parking spaces), and financial details for rental, purchase, or sale scenarios. You can also attach photos and documents to each property.

Navigate to the Properties page and click the "Add Property" button. You will be taken to a form where you can enter the property name (required), address details, physical specifications, and optionally fill in rental pricing, purchase information, or sale asking prices. You can also upload photos (which get automatically compressed and resized to about 500KB) and attach documents like title deeds or inspection reports. Once you save, the property is created and automatically assigned to your managed list. The property's status (e.g., "For Rent," "Vacant," "For Sale") and structure type (e.g., "Apartment," "House," "Condo") are selected from lookup lists managed by your company admin.

The All Properties page shows a card-based layout with each property displaying its cover photo, name, status (shown as a colored chip), key stats (bedrooms, bathrooms, square meters), and formatted price. Click on any property card to see its full detail page, which includes a photo carousel, the complete address, description, and tabs showing recent expenses and recent tickets linked to that property. Documents attached to the property are shown as downloadable icons.

From the property detail page, click the "Edit" button. This opens the property form pre-filled with all existing data. You can update any field — change the status, adjust rental pricing, upload new photos or documents, remove existing ones, or update address details. Changes are saved immediately when you submit the form. Company Admins can edit every property in their company; Users can edit the properties assigned to them (their managed list).

Only Company Admins can delete a property. Navigate to the property detail page and use the delete option. Important: Property deletion is a hard delete — the record is permanently removed from the database along with all its associated photos and document files from the server. There is no undo. Consider deactivating the property by changing its status instead if you may need the data later.

You can filter properties by Status (multi-select from available statuses like "For Rent" or "Vacant"), City (text search), Bedrooms (select from 1 to 4+), Minimum Square Meters, Parking (Yes/No), Elevator (Yes/No), and Structure Type (e.g., Apartment, House). All filters combine together — for example, you can find all 2-bedroom apartments with parking in a specific city.

When you add photos to a property, the server automatically compresses them to a target size of around 500KB by reducing quality and scaling dimensions. The first photo you add becomes the cover photo (displayed first on the property card and detail page). You can change which photo is the cover. Photos are stored as JPEG files on the server, and only the file path is saved in the database. When you view the property, the photos are loaded and displayed in the browser.

You can attach any document files to a property — PDFs, Word documents, images, or other file types. These appear in a documents section on the property detail page. Click on any document to download it. Documents are stored on the server filesystem, not in the database.

Yes. The Country field is required when creating a property (and when updating its address). The form will not save until a country is entered, and the API rejects requests with a missing or blank country.

Lead Sources is a company-level lookup list (like Structure Types and Vendor Types) that tracks where your prospects come from — for example Website, Referral, Walk-in, or Social Media. Company admins manage the list from the Control Panel under Database Items → Lead Sources. When creating or editing a prospect you can tag it with a lead source.

/llms.txt is a plain-text summary of Property Sage for AI assistants — what the product is, who it's for, pricing, how to get started, and links to the FAQ and a guide for AI agents (/docs/agents.md). /llms-full.txt combines all of it in one file. robots.txt welcomes AI crawlers (GPTBot, ClaudeBot, PerplexityBot, Google-Extended and others), and the public pages are served as complete HTML so they can read them.

A Ticket records an issue or maintenance request for a property. Think of it as a support ticket for a physical location — something like "Leaky faucet in unit 3" or "Broken elevator in the lobby." Each ticket is linked to a specific property and tracks what the problem is, how severe it is, what its current status is, and when it needs to be resolved by.

Go to the Tickets page and click "Add Ticket." You will need to select the property the issue relates to (from a list of your properties), choose a status (e.g., Open, In Progress), set the severity (Critical, High, Medium, or Low), enter a description of the issue, and pick a due date for when it should be resolved. You can optionally set a resolved date if the issue is already fixed. Once created, the ticket appears in the list and on the property's detail page.

The Tickets page shows a data table with columns for Property, Status, Due Date, and Severity. The status is color-coded — closed/resolved tickets show green, in-progress ones show blue, open ones show orange. If a due date has passed, it turns red and bold so overdue items stand out. You can expand any row to see the full description and who created the ticket. At the top of the page, summary cards show your total tickets, how many are open, how many are high/critical severity, and how many are due within the next 7 days.

Click the pencil icon on any row in the tickets table. An inline edit dialog opens where you can change the description, status, severity, and due date. The system logs who made the change and when. If you resolve an issue, change the status to "Closed" and optionally set the resolved date.

Only Company Admins can delete tickets. Ticket deletion is a hard delete — the record is permanently removed. Regular users do not see a delete option. If a ticket is no longer relevant, consider changing its status to "Closed" instead of deleting it.

You can filter by property, status (by exact status or by slug like "open"/"in_progress"), severity, who created the ticket, and date ranges for when the ticket was created, when it's due, or when it was resolved. You can also toggle between showing tickets from the last 30 days (Recent) or all historical tickets. A text search box lets you search across all fields on the client side.

The system comes with three default ticket statuses: Open, In Progress, and Closed. Your company admin can create additional statuses or rename existing ones through the company settings. The status determines how tickets are counted on the dashboard summary cards.

No. Tickets are text-based issue trackers and do not support file or receipt attachments. If you need to attach documentation to a cost, use the Expenses feature instead.

An Expense records a cost associated with a property. This could be a one-off repair bill, a service fee, or a recurring cost (water, electricity, insurance). Each expense is linked to a property, categorized by expense type, can carry a vendor and a period (for recurring entries), and can have receipt files attached as proof of payment.

Navigate to the Expenses page and click "Add Expense." Select the property, choose a category, enter the amount, pick the currency, set the date, and select a status (typically "Pending" if not yet paid or "Paid" if settled). To record a recurring cost by hand, switch on the "Recurring expense" toggle and optionally add a vendor and a period. You can add notes, a reference number, and attach receipt files — PDFs, Word documents, or images. The system defaults the currency to EUR if you don't specify one.

Click anywhere on an expense row on the Expenses page — or open its ⋮ menu and choose View — to open a read-only detail page at /expenses/:id. It shows the complete record: amount and currency, status, source type (one-off, recurring or service-account), date, every linked property, category, vendor, period, due date, invoice number, reference, account reference, meter, originating template, notes, and all attached receipts (click a receipt to download it). From there you can jump straight to Edit if you have permission. The same view is available in the mobile app by tapping an expense card.

When you add a receipt, the file is encoded and sent to the server, which saves it to the filesystem under ./files/receipts/. Only the file path is stored in the database. When you view the expense later, the receipt is loaded from disk and displayed in the browser. You can download any attached receipt by clicking on it. Accepted file types are PDF, DOC, DOCX, JPG, JPEG, and PNG.

No. Once an expense's status is changed to "Paid," it becomes locked. Neither the update nor the delete option is available — both in the UI and enforced by the API. This protects your financial records from accidental changes. If you need to modify a paid expense, you must be an admin and handle it through data management processes.

Click the pencil icon on any row in the Expenses table. An inline dialog opens allowing you to change the status and manage receipts. Only the user who created the expense or an Company Admin can edit it.

Only Company Admins can delete an expense. Deletion is a hard delete — the record is permanently removed from the database, and any attached receipt files are also deleted from the server. You cannot delete an expense whose status is "Paid."

Three tabs: All, One-off, and Recurring. Auto-generated entries (from Automatic Expenses) carry a small "auto" badge, and their expand row shows the template that produced them.

You can filter by property, category, currency, status (by slug like "pending" or "paid"), amount range (minimum and maximum), and expense date range. If you are a User and don't specify a property, the list automatically shows only expenses for properties you manage. You can also toggle between Recent (last 30 days) and Historical (all time) views, and use the search box to find specific entries.

Four summary cards give you a quick financial overview: Total Expenses (the sum converted to EUR), This Month's Total (expenses from the current month), the Average expense amount, and the Total number of expense entries. There is also a breakdown by currency showing the original amounts.

Yes. Click the "CSV" button on the Expenses page to download all currently displayed expenses as a CSV file. The export respects any active filters you have applied.

An Automatic Expense is a set-once recurring cost attached to a property — mortgage, insurance premium, ground rent, service charge, or electricity. You define the template once (amount, amount mode, frequency, vendor, due day), and the system automatically generates an Expense record each period, so nobody has to re-enter it.

Fixed — the amount is constant every period (mortgage, insurance premium); the template amount is written into each generated entry exactly. Variable — the amount changes each period (electricity, water); the template stores the last-known amount as a pre-fill, the generated entry arrives Pending with that amount, you adjust it to the actual bill, and the system remembers the final Paid amount as the next pre-fill.

A recurring Expense is one record you enter by hand (or that a template generates) for a specific period. An Automatic Expense is the template that generates those records every period (monthly, quarterly, or yearly). Generated records appear on the Expenses page under the Recurring tab with an "auto" badge and link back to their template.

Go to the Automatic Expenses page and click "Add Automatic Expense." Choose the property, category, vendor, amount, amount mode, currency, frequency, start date (defaults to today), optional end date, due day, and whether it is charged through to the tenant. The system starts generating entries from the start date. Tip: leave the start date at the current month to avoid backfilling past periods.

Every night a background job checks your active templates and creates an Expense record for every period that hasn't been generated yet — Pending status, due date from the template, and (for variable templates) the last-known amount as a pre-fill. You treat each generated entry like any expense: adjust the amount, mark it Paid, attach the receipt.

Each generated entry also creates a Pending invoice for the active tenant on that property (same behaviour as a manual paid-by-tenant expense). If there is no active lease or the vendor is missing, the entry is still created but the invoice is skipped (and logged).

No. Once an expense's status is changed to "Paid," it becomes locked — the same rule applies to one-off and recurring expenses. You cannot update or delete it. This protects your financial audit trail.

Changes apply from the next period onward — already-generated entries keep their amounts, so your financial history stays accurate. You can pause a template (stops generation) or set an end date.

Only Company Admins can delete an automatic expense. Deleting a template stops future generation but keeps all already-generated records as history.

Access is scoped by role: Company Admins see all automatic expenses in their company; Users (property managers) only see automatic expenses for properties they manage.

A Vendor is a company or individual that provides services or supplies to your properties. This includes plumbers, electricians, cleaning services, utility companies, landscapers, and any other service provider you work with. Each vendor record stores contact information, account details, and what type of vendor they are.

Go to the Vendors page and click "Add Vendor." You will need to provide the vendor's name (required) and select their vendor type (e.g., "Plumber," "Electrician," "Utility Company") from the vendor types list. You can optionally link the vendor to a specific property, add an account number, phone numbers (up to two), email address, website, and a contact person's name. A description field lets you add any notes about the vendor.

The Vendors page shows a data table with columns for Name, Type, Property, Account, and Active status. Expand any row to see full contact details including phone numbers, email, website, contact person, and description. Summary cards at the top show Total vendors, Active count, Inactive count, and how many have account numbers on file.

Click the pencil icon on any vendor row. An inline dialog opens where you can modify the description, vendor type, account number, phone numbers, email, website, contact person, and toggle the active status. All changes are saved immediately.

Vendors use soft-delete — clicking delete deactivates the vendor by setting them as inactive rather than removing them from the database. The vendor record stays in the system but is hidden from the default view. Only Company Admins can deactivate a vendor. To permanently remove a vendor, an admin would need database access. Deactivated vendors can be reactivated by editing them and toggling the active switch back on.

You can filter by name, vendor type, property, account number, phone numbers, email, website, and contact person. All filters are case-insensitive text searches. A search box provides client-side filtering across name, account, phones, email, and contact fields.

Vendors are primarily linked to recurring expenses. When you create a recurring expense, you select which vendor provided the service. If that expense is marked as "Paid by Tenant," the vendor's name and type are included in the auto-generated invoice notes so the tenant knows who the charge is from. Regular (one-time) expenses do not link to vendors.

A Lease is a rental agreement between you (the property manager/owner) and a tenant for a specific property. It captures the terms of the rental — who the tenant is, which property they are renting, the start and end dates of the agreement, the rent amount and payment period, the security deposit, and whether rent invoices should be auto-generated. Lease documents like signed contracts can be attached as files.

Go to the Leases page and click "Add Lease." The creation form has several sections:

• Property & Tenant: Select the property being leased and the tenant from your tenant list. Both are required.
• Lease Term: Set the start date and end date of the lease agreement.
• Financial Details: Enter the periodic rent amount, select the currency (defaults to EUR), choose the billing period in days (options typically include 14, 30, 45, 60, or 90 days), enter the security deposit amount, and toggle Auto-Billing on if you want rent invoices generated automatically.
• Documents: Upload the signed lease agreement or any related documents (PDF, DOC, or image files).

The Leases page displays a data table with columns for Property Name, Tenant Name, Rent amount, Auto-Billing status (shown as a check icon if enabled), number of documents, and action buttons. Expand any row to see the deposit, billing period, start date, and end date. Summary cards at the top show the total number of leases, the average rent, and the total deposit amount across all leases.

Unlike other modules, leases do not have a dedicated edit page. Click the pencil icon on any lease row to open an inline dialog where you can manage the lease documents — add new files or remove existing ones. The financial terms (rent, deposit, dates, period) are not editable through this dialog. If you need to change lease terms, you would typically end the current lease and create a new one.

Leases use soft-delete. Click the "Deactivate" button in the expanded row of any lease. A confirmation dialog asks if you are sure — deactivating a lease removes it from the active leases list but keeps the record in the database. Only Company Admins can deactivate a lease. Deactivated leases can be reactivated if needed.

Auto-Billing is a feature that automatically generates rent invoices for a lease on a set schedule. When you enable Auto-Billing on a lease and set a billing period (e.g., 30 days for monthly rent), a nightly service checks if any new billing periods have completed and creates Pending invoices accordingly. For 30-day periods, it uses calendar months; for other periods (14, 45, 60, 90 days), it divides the elapsed time by the period length. The system is smart about duplicates — it checks if an invoice already exists for that lease and period before creating a new one, so running it multiple times is safe.

When creating or editing a lease, you can upload documents like the signed rental contract. Accepted file types are PDF, DOC, DOCX, JPG, JPEG, and PNG. Documents are stored on the server filesystem, and the file path is saved in the database. On the leases list page, a chip shows the document count (e.g., "2 docs") — click it to see a menu of files available for download.

You can filter by Property (select from your properties), Tenant (select from your tenants), Status (Active/Inactive/All), Auto-Billing (Any/Yes/No), and End Date range (from/to). A text search box lets you search across property name, tenant name, rent, deposit, and period.

Yes. Click the red PDF icon on any lease row to generate and download a PDF invoice with Property Sage branding and all the invoice details.

Yes. Click the "CSV" button to download all currently displayed leases (respecting your active filters) as a CSV file.

When the end date of a lease is reached, the auto-billing service stops generating new invoices for that lease. The lease remains in the system so you can reference it later. On your dashboard, the "Leases Ending Soon" widget shows leases that are within 30 days of their end date, helping you plan renewals or find new tenants.

A Tenant is a person who rents a property from you. The system stores their basic contact information (first and last name, email, phone number), keeps track of whether they are currently active, and lets you attach documents related to them (like identification documents or guarantor forms). Tenants are linked to properties through leases.

Go to the Tenants page and click "Add Tenant." Fill in the tenant's first name (required) and last name (required), plus their email and phone number (optional). You can also upload documents like a copy of their ID, proof of income, or guarantor forms. Accepted file types are PDF, DOC, DOCX, JPG, JPEG, and PNG. Once saved, the tenant becomes available to link to leases.

The Tenants page shows a data table with columns for Name, Email, Phone, Active status (shown as a green or red chip), and Document count. Summary cards at the top display Total tenants, Active count, and Inactive count. Click the document count chip on any row to see a menu of uploaded files that you can download.

Click the pencil icon on any tenant row. An inline dialog opens where you can update the email, phone number, toggle the active status, and manage documents — upload new files or remove existing ones. The tenant's first and last names are preserved from the original creation and are sent back unchanged with the update.

Tenants use soft-delete — clicking delete deactivates the tenant by setting them as inactive. The record stays in the database with all its data, so you can reference historical leases and documents. Deactivated tenants are hidden from the default view but can be revealed using the active filter. To permanently remove a tenant, database access would be needed. Deactivated tenants can be reactivated by an admin editing the record and toggling active back on.

You can filter by name (searches both first and last name), email, and phone — all case-insensitive text searches. By default, only active tenants are shown. The API supports filtering by active status (true, false, or all), but the current UI defaults to showing only active tenants.

When you add documents to a tenant record, they are saved to the server filesystem under ./files/tenant-documents/ and only the file path is stored in the database. On the tenants list page, the document count is shown as a clickable chip — click it to see a list of document names and download individual files. Documents can be uploaded when creating a tenant or added later through the edit dialog.

Tenants are linked to properties through leases. When you create a lease, you select a tenant and a property, forming the rental agreement. A tenant can have multiple leases (e.g., if they rent multiple properties or have renewed their lease over time). The tenant record itself does not store lease information — you find a tenant's leases by looking at the Leases page filtered by that tenant.

The Chat Assistant can identify tenants with unpaid invoices. Ask "Which tenants owe me money?" or "Do I have any tenants who did not pay?" and it will list each tenant with overdue or past-due invoices, showing the property name, total amount owed, number of invoices, and the oldest due date. The definition of unpaid is an invoice with either status "overdue" or "pending" with a due date that has passed. Current pending invoices (not yet due) are not included — only invoices past their due date count.

Payments record when a tenant has paid an invoice. This to help track and record that an invoice payment has been settled.

The linked invoice status automatically changes to Paid.

If you delete a payment, which Company Admins can do, the invoice status goes back to Pending.

The system automatically creates a Pending invoice for that tenant. It looks up the active lease on that property, grabs the vendor details, and sets the due date 15 days out.

No. Once an expense is marked Paid, it is locked. You cannot update or delete it.

Invoices are automatically generated and billed to a tenant. This is for rent or for a recurring expense.

There are two occasions, one is every night the system will automatically detect if rent is due based on the lease term and period. For more details see the Leases section of this FAQ. The second occasion is when a recurring expense is to be paid by the tenant. These are for things like water or electricity. Once the expense has been set to
"Paid by tenant" the system will automatically generate an invoice to the tenant.

Yes. On both the Invoices and Leases pages, click the red PDF icon on any row. The system generates a PDF on the fly with Property Sage branding and all the invoice details, then downloads it automatically.

The chat runs on a locally hosted AI server. It has access to your property data through a set of tools and always looks up information before answering, so it never makes up numbers. You can ask it questions about properties, tickets, leases, invoices, payments, expenses, vendors, and tenants. If it cannot find an answer, it says I cannot answer that.

For properties you can ask how many are for rent, show vacant apartments, or which have 3 bedrooms with parking. For tickets you can ask how many are open or show critical ones. For leases you can ask how many are active or which end this month. For invoices you can ask how many are overdue or list overdue ones with tenant names. For payments you can ask what was collected or which methods were used. For expenses you can ask totals by category or which property had the most. For vendors you can ask how many are active or list by type. For tenants you can ask for counts, names, or contact info.

Yes. The assistant can also answer questions about how the system works, like what is an invoice, how do file uploads work, or what are the user roles.

Yes. Money questions — expenses, running expenses, payments, revenue, and which property cost the most — accept a period: this month, last month, this quarter, last quarter, year-to-date, or all time. Say "how much did I spend this month" or "what did I spend last quarter" and the assistant filters to that window. If you don't name one, it answers over all time. Every answer states the window it used (for example "for this month (2026-09-01..2026-09-22)"), so the number and the period always match. Counts of open tickets, active leases, and overdue invoices are point-in-time and are not filtered by period.

Yes. Ask for an owner report and the assistant produces structured reports from your actual data: portfolio summary, rent roll, revenue, expenses by category, lease expirations, compliance status, ticket backlog, or vendor spend. You can pick a period (this month, last month, this quarter, last quarter, year-to-date, or all time) and optionally narrow a report to one property. All numbers come from the database — the assistant formats them, never invents them. For example: "Give me the owner report for this month" or "Show me the rent roll for Villa Rosa".

Yes. Every day the system checks the certificates your company tracks (in the regulated markets: Turkey, Georgia, Czechia, Serbia, Moldova, Albania, Kosovo) and flags any that expire within 30 days or have already expired. When you open a chat, a Compliance Alerts block at the start lists them (expired / expiring), and the company admin receives one email digest per day while alerts exist. You can then ask the assistant for details or have it create the renewed certificate. Alerts only cover properties that have compliance tracking enabled.

Yes. The assistant replies in the language of the app UI — English, German, Albanian, Croatian, Turkish, Georgian, Czech, or Serbian. You don't need to do anything: the chat request carries your UI language automatically. Tool names and technical data stay in English internally, and if the AI model can't produce your language reliably it falls back to English rather than guessing.

Yes. If you type james smith instead of James Smith, it will still find the right person.

Yes. Each user has one persistent conversation. The full history loads every time you open the chat page.

Each user can send up to 100 chat requests per day. The counter resets automatically at midnight. If you reach the limit, the chat will tell you to try again tomorrow.

Each company also has a monthly AI assistant allowance. If it is used up, the chat says the monthly usage limit has been reached and resumes on the 1st of the next month; questions it has already answered can still be shown.

Click the bug icon in the top bar (or on mobile, open Settings → Report a Problem). Fill in a short title and description, choose a category (Bug, Feature request, Other) and an urgency, then submit. The page you were on is recorded automatically so we know where it happened.

You can only see the bug reports you submitted. Company Admins can see all reports from their company.

Your submissions appear in the "My Reports" list, with their status (open, in-progress, resolved, closed). Only admins change the status.

Yes. Open any bug report from the Bugs list — a dialog shows the full conversation and a reply box. You can add detail and the developers can ask questions. Replies are allowed until the bug is marked closed. The list shows how many replies each bug has so you can see at a glance when something new arrives.

A service runs nightly to generate rent invoices. It finds all active leases with auto-billing enabled, calculates which billing periods have completed, and creates a Pending invoice for each one.

Yes. It checks for existing invoices before creating new ones, so duplicates are never created.

On the Leases page you can filter by Property, Tenant, Status, Auto-Billing, and End Date range. On Payments you can filter by Payment Method, Min or Max Amount, and Date range. On Properties you can filter by Type, City, Bedrooms, Size, Parking, Elevator, and Structure. On Tenants you can filter by Name, Email, Phone, and Active status. On Vendors you can filter by Name, Vendor Type, Property, and Account.

Yes. All active filters combine together. For example, on the Leases page you can filter by a specific property with auto-billing enabled and an end date within a certain range all at once.

Six pages have a CSV button: Tickets, Expenses, Payments, Invoices, Leases, and Reports. The CSV includes the record ID, all visible fields, and a currency column. Attachments and photos are excluded.

Yes. Whatever data is currently displayed, including active search filters, is what gets exported.

STR CSV Import lets you bulk-import reservations from short-term rental platforms (Airbnb, Booking.com, VRBO) into Property Sage as a single step. Instead of entering each booking by hand, you upload the platform's exported CSV file and the system parses it, shows you a preview, and writes the rows you confirm.

Company Admins can reach it from the Company Admin menu → STR Tools. The page lets you download a CSV template, drop a file in, and walk through preview → confirm.

Upload the file exactly as the platform exports it:

• Airbnb: Earnings → Transaction history (CSV), or Reservations → Export. Payout and adjustment lines in the earnings file are skipped automatically; only bookings are imported.
• Booking.com: the Extranet reservations download (CSV).
• Vrbo: the owner dashboard's reservation export.
  The platform is auto-detected from the CSV headers. Column names are matched regardless of capitalisation, prices may include their currency ("455.00 EUR", "€1,034.60"), and cancelled bookings are imported as cancelled.

Nothing is duplicated. Reservations are matched by platform and reservation code, so re-importing a file, or a newer export that overlaps an older one, updates the existing bookings (for example when one was cancelled since) instead of adding copies.

On the STR Tools page, click "Download template" to see the expected column layout (or export one from your platform first), then select your CSV file. The page shows a preview table with each row's parsed fields and any errors. Click "Import N rows" to commit only the valid rows; errors are skipped and listed in the Errors accordion.

The first successful import of a platform (Airbnb, Booking, VRBO) for a property automatically adds that platform to the property's STR platforms list, so subsequent imports and reservation lookups know where the data came from.

Yes. The STR Tools page shows an import history with the file name, platform, row counts, and timestamp. Open an import to see its reservations, filter by status, and delete individual rows if a reservation was imported by mistake.

You can filter by property, platform (Airbnb / Booking / VRBO), and status (confirmed / cancelled / completed). The list is sorted by check-in date, most recent first.

Not yet — imports are a web-only action. The assistant can however list and summarise imported reservations (e.g. "show me this month's Airbnb bookings for property X"), and the per-property STR platforms appear in its property summaries.

Compliance tracking lets you record the regulatory certificates and registrations each property needs — energy performance certificates, title-deed registrations, rental-registry entries, and more. Each certificate stores its type, reference number, issue and expiry dates, and an optional uploaded document. The system flags certificates that are expiring soon or already expired. It is a per-property opt-in: enable compliance tracking in a property's settings to track certificates, renewals, and market requirements for it.

On each property page there is a Compliance section listing the certificates with their status (valid, expiring, or expired), shown once compliance tracking is enabled for the property. The dashboard shows a compliance widget that counts, across your portfolio, how many certificates need attention (expiring or expired), and how many properties are not yet tracking compliance.

Yes. Recording and viewing certificates is part of the free plan. The market-specific compliance guidance from the AI assistant is a Pro feature.

Yes. The required certificate types are derived from your company's country. Supported markets are Turkey, Georgia, Czechia, Serbia, Moldova, Albania, and Kosovo. In other countries you can still record certificates, but no required list is enforced.

Yes. Ask the assistant to record a certificate and it will ask for your confirmation before saving. It can also summarize compliance status and list certificates that are expiring or expired.

No. Compliance guidance is informational and does not constitute legal advice. Regulatory requirements change, so verify them with a local professional.

New passwords must be at least 8 characters long and use at least 2 of 4 character types: uppercase letters, lowercase letters, numbers, and symbols (for example "Kx9!mQz2#p"). The signup and change-password forms show a live hint when a password is too short or too weak and block submission until it passes. The server also rejects a list of very common lame passwords (like "password" or "12345678") even if submitted directly to the API. Existing accounts are unaffected — the rule applies only to newly chosen passwords.

The signup phone field has a country-code prefix dropdown (defaulting to +355) as a convenience — your number still works if you type it in any international format. The phone stays optional; when provided it is validated loosely (digits, spaces, dashes, parentheses) and rejected with a clear error if it looks invalid.

Under every assistant answer there is a "Wrong answer?" link, in the web app and in the mobile app. Tap it, optionally say what was wrong (for example "We do have a plumber"), and send. Two things happen: the answer is removed from the assistant's answer cache, so the next time anyone in your company asks that question the assistant looks it up fresh instead of repeating it, and a report is filed for review under Bugs with the category "AI answer".

From your profile (avatar menu → Profile), open Account & data and choose Erase Account. Confirming the request immediately erases your account and all user-scoped data: AI usage logs, cached AI answers, chat conversations, support reports, and device tokens. You will be logged out immediately. Note that erasing your account does not delete the company's business records (properties, tenants, leases, expenses, payments, commissions) — erasing your account is not erasing the company. If you are the last active Company Admin for a company with data, you must erase the company first (see below) before your account can be deleted.

Company Admins can erase their company from their profile → Account & data → Erase Company. You will be asked to type your company's exact name as a safety check to prevent accidental deletion. Erasing a company permanently deletes the company record, all properties, tenants, leases, expenses, payments, tickets, cached AI answers, and all other associated data — this cannot be undone. Once the company is erased, your Company Admin account can be deleted separately if needed.

When a company has data (properties, tenants, etc.), at least one active Company Admin must remain to manage it. If you are the last active Company Admin and your company still has records, you cannot delete your account until you either (a) erase the company, or (b) promote another user to Company Admin first. This safety measure prevents orphaning company data.

No. Account and company erasure is permanent — deleted records cannot be recovered. Ensure you have a backup of any critical data before erasing.