Property Management Software for the 21st Century
How would you like you a property management system designed for the needs of a multiple office network that also provides secure remote access from any location?
Real Estate Manager is a ‘Smart Client’ windows based solution that allows for data to be stored on both an office server and central internet server. The benefit is a more feature rich property management software solution that enables users greater control and access to the system, regardless of location or device.*
More importantly, Real Estate Manager’s single data entry and single property database means all contact and property information is automatically stored and synchronised for use across all Real Estate Manager Business modules, subject to appropriate access rights.
Real Estate Manager means you can focus on managing your rent roll and marketing your property management expertise while we take care of your property management department’s administration.
*Requires software to be installed on the device
Property Management Module Integration
Is your Agency struggling to integrate the accounting, contacts and reporting functions of the Property Management, Sales and Administration Departments?
MutliArray’s Property Management module integrates seamlessly between the Sales, Office Administration, Website and Emarketing modules within the same, easy to use interface.
Single data entry and Real Estate Manager’s single property database means all contact and property information is automatically stored and synchronised for use across all Real Estate Manager Business modules, subject to appropriate access rights.
Rent Roll & Property Management Reporting / Analysis
Is your Property Management department or Rent Roll underperforming? Do you know which Property Managers are achieving the best results for your Agency?
Real Estate Manager provides a range of standard and custom reporting modules for property managers, office administrators and agency principals. Examine statistics such as;
- Net rent roll gains versus losses using filters such as month, quarter or year
- Performance of rent roll by property category type
- Compare commission structures across your property portfolio
- Benchmark vacancy rates with industry standards
- Review individual Property Manager performances All data can be exported to Excel Spreadsheets for more complex
- Analysis and reporting.
All data can be exported to Excel Spreadsheets for more complex analysis and reporting.
Rental Property Database Management and Property Marketing
Can your Agency easily undertake cross department property marketing campaigns?
All properties within Real Estate Manager are automatically stored in a single property database and can be easily matched to prospective tenants via personalised brochures and rental list. The property and details are automatically stored and synchronised in the property database allowing;
1) Rental Properties to be uploaded/published to the agency website
2) Rental Properties to be uploaded/published to all major property portals
3) Property Managers to easily edit and remove Rental listings from the website and portals
4) Rental Properties are archived for use by the sales department for future sales campaigns
Property Management Contact Database
Can your Agency segment its contact database easily for tailored marketing campaigns?
A real estate property management business is built on contacts, contact database segmentation and rental properties; therefore an integrated contact and property database is crucial for all successful real estate companies.
Real Estate Manager allows you to build and easily maintain a comprehensive profile of any contact and track the history of both contacts and investment properties. A Contact is automatically identified and categorised as either a landlord, prospective landlord (investor), past landlord, tenant, supplier, prospective tenant or past tenant.
A landlord in Real Estate Manager can be assigned to multiple properties, property category types or have multiple contact category attributes, such as landlord and investor allowing for detailed reporting and tailored marketing campaigns.
Customer relationship Management (CRM)
Is your Agency using CRM software to retain clients as well as develop new rent roll business through effective marketing campaigns?
The goal of a Customer Relationship Management (CRM) Strategy for any Real Estate Agency is to ensure the ‘individual’ interests of the client (owner, investor& tenant) are paramount and all internal Agency processes and actions are addressed to meet that goal-superior customer service.
A Successful Property Management Department needs to not only retain existing customers, but generate new rent roll business through successful marketing initiatives via CRM strategy and CRM software.
Real Estate Manager is a CRM solution developed specifically for the Real Estate Industry and is built upon the three pillars of CRM strategy; marketing, sales and service.
Real Estate Manager is pre-loaded with a set of standard activity plans and task management. Users have the option to customise their own activity plans and specific marketing initiatives to individual landlords or landlord groups, prospective landlords and or prospective landlord groups.
These activities are totally integrated within Real Estate Manager and are driven by the administration module.
Setting up activity plans is a once-off procedure but can be edited to modify existing tasks or add new ones .Activity plans can be automatically set to ensure that clients or prospective clients are regularly sent ‘tailored’ marketing material, such as regular newsletter updates or Property Management Blog posts.
All activity plans are intelligently set up in a hierarchical structure a, are automatically maintained by the system and can be accessed by other team members.
Rental Property- Open Inspection Management
Can you list a rental property’s details on all major portals, your agency website and weekly rental list brochure with a single data entry?
With a single data entry, Real Estate Manager stores and synchronises the property details, open inspection details against the Property Managers diary, loads the listing on the agency web site, rental list and selected property portals.
After each open for inspection the Property Manager can record all potential tenants into the contact database and email or SMS a tailored rental listing with other suitable properties.
Once the Rental Property has been leased, the system will automatically remove the listing details from the Agency web site and selected property portals.
Mail Merge or Bulk Email & Microsoft Word/Outlook Integration
Real Estate Manager is fully integrated with Microsoft Word and Outlook, for more effective communication with landlords, suppliers and prospects.
A wide range of document templates are available within Real Estate Manager allowing Property Managers to create personalised mail merge letters to any type of contact. These mail merge letters can also be used as personalised emails sent to a selected group of contacts, such as detailed rental yield/vacancy reports within a geographic area for Landlords or potential landlords.
It only takes a few clicks of the mouse to send mail merge letters or personalised emails to landlords, potential landlords, suppliers and tenants.
Bulk Email, Newsletters and SMS
The easiest way for your Agency to proactively communicate and connect with existing and prospective clients!
Real Estate Manager allows property managers to design sophisticated HTML newsletters or periodic emails to their contact database. This contact database can be automatically segmented in landlords, potential landlords, investors (buyers) and rental property categories.
Data from Real Estate Manager is seamlessly integrated with the Newsletter and SMS module.
New rental listings, open inspection date/time, rental market reports and leased properties can all be included in the newsletters.
Property Managers can view statistics of all bulk email campaigns – including opened emails, bounced emails and track visits to the Agency website.
Customers can unsubscribe from the newsletters and this information will automatically be updated against the contact in the database.
Property Managers can send contacts one way SMS messages directly from Real Estate Manager.
SMS messages can be sent to an individual contact or a group (category) of contacts. All past SMS records are available for review.
To minimise errors and time spent on producing SMS messages, Real Estate Manager allows property managers to set up standard SMS templates, using a similar concept to setting up mail merge documents.
Rental Property Stock sheets, Brochures and Window cards
Real Estate Manager provides Property Managers with a comprehensive set of stock sheets, with or without thumb nails, for internal or external use.
Brochures and Window Cards can be customised and users can choose from a range of brochure template styles.
Real Estate Manager can generate printable brochures with high resolution photos for printing, or low resolution HTML brochures for emailing.
Rental Property Appraisals, Reporting and Marketing
Is your Agency marketing your Property Management department’s expertise effectively?
A successful property department needs to not only focus on keeping existing landlords happy but also generating ‘organic’ rental property acquisitions to grow the Agency’s rent roll.
Effective marketing of the Property Department’s skill and expertise can generate rental property appraisals for landlords who are dissatisfied with their current property managers or investors looking to build their property portfolios.
Real Estate Manager allows Property Managers and Principals to track all appraisals with very little effort. Property Managers can rely upon the predetermined appraisal activity plans to remind them to follow up on unconverted appraisals or track rental vacancy listings of their competitors.
Principals can generate performance reports on individual property managers such as Number of Rental Property Appraisals vs. Number of Rental Property Acquisitions.
Calendar Task, Critical Task Management
In addition to tasks generated by the standard activity plans, Real Estate Manager allows Property Management Staff to easily attach ad hoc tasks to their contacts, property portfolio or both.
A simple to use, Microsoft Outlook type of appointment calendar is available to track staff appointments. Days or hours recorded as Sick Leave or Annual Leave in the Calendar module are integrated with the Wages module.
All Rental Property Open inspections, viewings and inspection schedules recorded in the appointment module are integrated with the listing module and will be automatically displayed on the internet.
The home page of Property Manager automatically lists the daily or outstanding tasks that need to be addressed immediately. This home page is synchronised with the Property Task Management module.
Property Task Management
Would you like a Property Management system that alerts you when key milestones, such as property insurance policy renewals are due?
There are many activities that need to be automatically flagged and managed for each rental property; especially within property departments that manage combined residential, commercial and industrial portfolios.
Real Estate Manager has an intelligent task tracking engine that notifies property managers of key milestones and events such as;
1) Overdue rent
2) Rent Reviews
3) Scheduled Property Inspections
4) Lease Renewals
5) Property Insurance Renewals
6) Scheduled Maintenance &Statutory Compliance
7) Vacating Tenants
8) Supplier +Tenant Invoices due
9) Managing ‘open calls’
Call Logs
Are your Property Managers relying on handwritten diary notes to confirm conversation details?
Recording telephone correspondence between tenants, landlords and suppliers is a critical factor for Property Managers in order to ensure process, requests and procedure have complied with Landlord, Agency and statutory legal requirements.
In Agency/Property Manager versus Tenant disputes, Real Estate Manager can reproduce a comprehensive record of both written correspondence and telephone call logs to deliver a more effective defence in dispute resolution cases, such as the Rental Tenancy Tribunal.
Automated Tenant Banking
With Real Estate Manager managing tenant rental payments has never been easier.
Rental payments can be made by DEFT, Bpay or Rent Card. All payments are automatically recorded within Real Estate Manager from your Bank files and reconciled within the Trust Accounting.
Tenant Payment History & Reporting
Would you like to indentify non performing tenants more easily?
Real Estate Manager has sophisticated reporting tools that can analyse tenant payment history, flag late payment history and easily indentify non performing tenants.
A Property Manager can schedule SMS alerts to problem tenants notifying them of rental payment reminders at prescheduled dates, such as 3 days before payment is due or friendly reminder if payment is overdue by 1 ,2 or 3 days before taking more affirmative action.
Payment of Invoices via Barcode
Payment of Invoices, such as council rates, insurance, water rates can be made via scanning the bar code. All payments are saved automatically and reconciled within Real Estate Manager.
Wages & Vehicle Allowance
Is your Agency looking for Wages & Accounting system developed specifically for the Real Estate Industry?
MultiArray’s Property Management Wages accounting module is developed specifically for the Real Estate Industry and caters to the individual employment contracts engaged between the agency and each property professional.
Regardless to the size of your Agency or amount of individual employment agreements in place; wages, commission, vehicle allowance, phone allowance, holiday, sick leave and Staff salary statements can be calculated and finalised within minutes.
An ABA file can be produced so that wages payments can be electronically transferred from the company general account to employee accounts. Comprehensive pay slips, payment history, super payment summary, holiday and sick leave history can be retrieved and viewed in seconds.
Property Management Staff Commission Calculations
The Australian Taxation Office has provided specific guidelines for the real estate industry with regard to commission payments. Real Estate Manager’s commission module is designed to satisfy government statutory requirements.
Real estate companies have adopted dozens of different methods to accurately calculate commissions for their Agency staff. Although most Property Managers are salaried, some Principals incentivise Property Managers with commissions on Rental Properties brought under management.
With Real Estate Manager it is as easy as selecting from a list of options for each Property Management Staff member and the system will automatically perform all the commission and tax calculations - simple, comprehensive and error free.
Company Super, Voluntary Super and Salary Sacrifice
In Australia, by law, a company must contribute a percentage of the employee’s earning into his or her nominated superannuation fund. However, for each employee there is a quarterly limit to the amount of super payable by the company.
Depending on the letter of appointment and company policies, company super calculation can be difficult and time consuming.
Company super calculation may be more difficult if employees decide to redirect a portion of their earnings into the personal super fund via salary sacrifice or voluntary super.
Once individual employment contracts have been set up, Real Estate Manager accurately calculates the amount of company super payable to all staff.
Holiday and Sick Leave Calculation
Real Estate Manager integrates the Staff Calendar with holiday and sick leave calculations in a simple, powerful and extremely flexible manner.
When holidays or sick leave are recorded in the calendar, the system automatically updates the hours as part of the next pay run.
Real Estate Manager tracks holidays and sick leave for full time or part time staff.
Automatic Bond Lodgement
Tenant Bond Payments and details are easily managed and reconciled within Real Estate Manager. Bonds held in the Agency Trust Account can automatically be transferred to the State Bond Authority.
End of Month (Trust Account Reconciliation)
Does your agency’s property management department dread end of month trust account reconciliation? Would your Agency prefer to manage end of month with a simple ‘Tick and Click’ system?
For many Real Estate Agencies, end of month Trust Account reconciliation, owner statement preparation and reporting is a major headache.
With Real Estate Manager, end of month has never been easier or simpler to manage with our ‘Tick and Click’ system. Eliminate double entry, accounting errors and free your property managers to focus on managing your property management portfolio.
he integrated nature of the trust accounting software modules means all fees, charges, commissions and ABA files are updated within the system; all payments, fees, charges, invoices and statements are calculated and produced automatically for printing and/or emailing.
The EOM process has been streamlined into these steps:
- Import Rent receipts (from a downloaded bank statement .csv or rent card transaction file).
- Reconcile Trust Account
- Lodge Bonds
- Raise Owner Charges (create company fees and commission invoices to owner)
- Pay Company Fees and Commissions (creates trust account debit transactions from owner charge invoices).
- Pay Supplier Invoices (creates trust account debit transactions).
- Pay Owners
- Create ABA Files - for uploading to bank to perform electronic direct deposit payments from the trust account to agency's general account, suppliers and owners.
- Create Owner Statements - via an owner statement batch, for one or more group of properties.
- Issue Owner Statements - owner statements can be previewed and corrected before they are issued /published online.
- Print Remittance Advices - report sent to suppliers
- Raise Recurring Tenant Charges
Document Management
All documents including invoices, owner statements, reports, and email correspondence are automatically recorded and archived within the Real Estate Manager Document database for future retrieval.
Tenancy Agreement Management
Real Estate Manager allows you to build and easily maintain a comprehensive database and history of all tenants and associated rental property. Property Managers are able to easily;
1) Store Lease Agreement details
2) Store all invoices and payments relating to the Property
3) Record periodic inspection reports
4) Record Rental Payment history
5) Create rent arrears report
6) Log telephone communication
7) Log all written communication (emails, letters, reports)
8) Synchronise with task and activity management
Role Based Security
Are you worried about unauthorised employee acces to sensitive agency &client information?
Real Estate Manager integrates all areas of your Real Estate Business including sensitive financial data. It is critical therefore, that staff members are restricted to what information they can view, edit or delete. For Agencies, with Multiple Offices or departments, it is even more important that security is controlled to prevent unauthorised access.
Real Estate Manager has extremely secure access settings that determines what staff members are able to access (roles) within the system and what activities (rights) they are able to undertake.
For example, a junior Property Manager may only be able to access the Landlord and tenant contact database but have no access to sensitive financial information.
Support & Training Services
MultiArray prides itself on providing exceptional customer and technical support through our dedicated and experienced software support team. The Software support team is provided during normal office hours 8:30am-5.30pm (CST), Monday to Friday (excluding public holidays).
All client queries, including software upgrade questions, are logged via our web based support database detailing the level of urgency. One of the support team will call the client back within the nominated time frame.
Although training is provided as part of the initial purchase and installation of Real Estate Manager, many clients do not use the full capacity of the software features available. MultiArray conducts additional training of Real Estate Manager either onsite, training over the internet using terminal servicer or via GoToMeeting.
For a full disclosure on Support and Training Services, please view the Software Support Access booklet.
Commission and Fee/ Expense Management
Looking for a Real Estate Software solution that automatically calculates and reconciles all landlord commissions, fees and expenses regardless of individual owner agreements?
Commission, Fee and Expense management has never been easier with Real Estate Manager’s customisable fee structure per management agreement.
Property Management commissions, management fees (such as Inspection Fee, Letting Fee, Monthly Statement Fee) advertising fees, supplier payments and trust account reconciliation are automatically calculated and deducted from tenant rental payments within the accounting module.
Invoices, Landlord statements and recurring invoices are created within the accounting system and linked with the CRM system to ensure timely and efficient reporting. This eliminates double entry and potential errors via separate accounting and administration systems.