Welcome to PropertyPro

Welcome to PropertyPro

PropertyPro runs your rental business: send charges, collect rent, handle repairs, and give tenants their own portal. Here is what each section does.

The sections

• Home — your dashboard: money collected, what's owed, and quick actions.
• Charges — every bill you've sent. Each charge moves through New → Sent → Due → Overdue → Paid.
• Tenants — every tenant, their balance, charge history, documents, and portal PIN.
• Projects — shared-cost repairs (borehole, roof, generator) where tenants chip in and everyone sees who paid.
• Tickets — maintenance requests from tenants, with photos and a message thread.
• Settings — business info, staff, links to share, notifications, online payments, and feature toggles.

The two other people in the app

• Tenants sign in to their own portal with phone + PIN. They see their charges, pay online, report repairs, and message you. Share the link from Settings → Shareable Links.
• Staff sign in with phone + PIN at the staff link. Add them under Settings → Staff — they only see this app, never your Pancho account.

Your first three moves

1. Open Settings → Business Info and set your business name.
2. Open Tenants and tap Add Tenant.
3. Tap the + button and send your first charge.

The next lessons walk through each of these step by step.

Getting started with PropertyPro

Follow these steps to go from a fresh install to your first rent charge.

1. Set your business details

1. Open Settings and expand Business Info.
2. Enter your Business Name — it shows on receipts and the tenant portal.
3. Enter your Business Phone.
4. Set your Currency Symbol (defaults to ₦). It shows on every amount — dashboards, receipts, and the tenant portal.
5. Tap Save Business Info.

2. Set up your rate card

Your rate card holds the standard charges you bill — rent, service charge, utilities, fees.

1. From Home, tap Rate Card (or Settings → Price List → Manage Price List).
2. Add categories and items with their prices.

When you add a second property later, it copies this rate card automatically — you can still edit its prices afterwards.

3. Add your tenants

1. Open Tenants and tap Add Tenant.
2. Enter their name and phone number. The phone number is how they sign in to the portal, so it must be unique per tenant.
3. Save.

To give a tenant portal access right away: open their profile, find Portal Access, and tap Set PIN. You can also let tenants sign themselves up — see the sharing lesson.

4. Send your first charge

1. Tap the + button.
2. Step 1 — Tenant: pick the tenant.
3. Step 2 — Items: add items from your rate card.
4. Step 3 — Details: set the Billing Period — pick a Cycle (One-time, Weekly, Monthly, Quarterly, or Yearly), set when it's due, and add a discount or note if needed.
5. Step 4 — Confirm: review and confirm.

The charge starts as New and moves through Sent → Due → Overdue → Paid as things progress.

5. Share the tenant portal

1. Open Settings → Shareable Links.
2. Tap Copy next to Tenant Portal and send the link to your tenants.

They sign in with their phone number + PIN and see their charges, balance, and payment history.

More than one property?

Use the property switcher at the top to add or switch properties. Each property keeps its own tenants, charges, and rate card.

Working in PropertyPro day-to-day

The daily loop: send charges, collect money, work repair tickets, and check your numbers.

1. Send a charge

1. Tap the + button.
2. Pick the tenant, add items from your rate card, set the Billing Period and due date, then Confirm.

2. Move a charge along

Every charge goes New → Sent → Due → Overdue → Paid (or Waived).

1. Open the charge from Charges.
2. Tap Change Status and pick the new stage.

Overdue reminders are checked automatically once a day — you can also fire them by hand with Send Reminders Now under Settings → Notifications.

3. Collect a payment

1. Open the charge.
2. Tap Collect Payment.
3. Enter the amount and pick the method — Cash, Transfer, or POS/Card.

Partial payments are fine; the Left to Pay balance updates itself. Tenants can also pay online from their portal (card via Paystack or Stripe, once you've set that up in Settings → Online Payments) or by bank transfer using the account details you show on the charge.

4. Share or print the receipt

On any charge:

• Share on WhatsApp — sends the charge's own receipt link. Each charge has a unique link that works without a login.
• Print — full-page receipt.
• Print Small — receipt printer (turn it on under Settings → Printing; Chrome/Edge only).

5. Work a repair ticket

Tenants report repairs from their portal; you can also open tickets yourself.

1. Open Tickets and tap a ticket (or New Ticket to create one).
2. Message the tenant in the thread — photos and documents attach fine.
3. Assign a worker if needed.
4. Move the status: Open → In Progress → Resolved → Closed.

6. Run a shared project

For big repairs everyone chips in on (borehole, roof, generator):

1. Open Projects and tap New Project.
2. Set the total, add the tenants, and set each share.
3. Record contributions as they come in — tenants can also pay their share online.

Everyone sees the progress and who has paid. Tenants see the same funding view in their portal.

7. Check your numbers

Open Reports (admin only) for collections, top tenants, overdue balances, and daily trends. Tap Export to download payments, unpaid charges, and who's-owing as CSV.

8. Check the Activity Log

Home → Activity Log shows every action — charge created, status changed, payment recorded — searchable and filterable. Useful when something looks off.

Sharing PropertyPro with tenants and staff

Tenants get a portal, staff get a sign-in link — both use phone + PIN, and neither needs a Pancho account.

1. Share the tenant portal

1. Open Settings → Shareable Links.
2. Tap Copy next to Tenant Portal and send it by WhatsApp or SMS.

Tenants sign in with their phone number + PIN. Their dashboard has Home (balance and pay-now), Charges, Repairs, Messages, and Account tabs, plus shared projects and their documents. On a phone they can install it to their home screen — it opens like a native app, branded with your business name.

2. Give a tenant their PIN

1. Open Tenants and tap the tenant.
2. In Portal Access, tap Set PIN (or Reset PIN later).
3. Send them the PIN with the portal link.

You can view, copy, reset, or clear a PIN from the same place. Tenants can change their own PIN afterwards under Account → Security in the portal.

3. Let tenants sign themselves up

1. Open Settings → Tenant Sign-ups.
2. Turn on Let tenants sign themselves up (on by default) and tap Save.
3. Tap Copy next to Sign-up link and share it.

Pending requests appear at the top of your Tenants list — tap Approve or Reject. With multiple properties, the form asks the tenant to pick their property; add ?property=ID to the link to pre-select one.

4. See the portal as a tenant

Open the tenant's profile and tap View as — you get their exact portal view (a banner reminds you you're viewing as them). Handy for support.

Demo mode — show the app to anyone

Want to show PropertyPro to a landlord, partner, or colleague without setting them up? Open Settings → Demo mode and switch it on — you get a shareable /demo link. Anyone who opens it sees every person in the app and taps a name to be signed in as them instantly — the office side or a tenant's portal, no PIN needed. Settings also gives you a ready-made invite message (with the link already inside) to paste straight into WhatsApp or email. It's perfect while your app still holds sample data. Turn Demo mode off before real tenants start using the app — while it's on, anyone with the link can sign in as anyone.

5. Add staff

1. Open Settings → Staff and tap Add staff.
2. Enter name, phone, role (Staff or Admin), and an initial PIN (4–8 digits).
3. Tap Copy next to Staff sign-in link and send it to them.

They sign in with phone + PIN and land on the dashboard. Staff see Home, Charges, Tenants, Projects, and Tickets — Settings and Reports stay admin-only, and they never see your billing or other apps. Use Reset PIN / Revoke on the staff list to manage access.

6. Use your own domain

1. Open Account → Domains on the platform sidebar.
2. Add a domain you own and point its DNS at Pancho (the exact records are shown).
3. Pick PropertyPro as the target.

Once verified, every shareable link above shows your domain instead of mypancho.com.

Customizing PropertyPro

Everything below lives on the Settings page (admin only). Expand a section, change it, tap its Save button.

Business Info

Business name, business phone, and the Currency Symbol shown on every amount (defaults to ₦).

Bank Account

1. Turn on Show Bank Details on Receipt.
2. Enter Bank Name, Account Number, and Account Name.
3. Tap Save Bank Details.

Your account then shows on receipts and inside the tenant portal's pay screen, so tenants paying by transfer know where to send money.

Charge Features

• Pictures — let staff attach photos and documents to charges (on by default).
• Messages to Tenants — send messages tenants see in their portal (on by default).

Notifications

• Phone Alerts (ntfy app) — free push alerts. Download the ntfy app, subscribe to your phone number as the topic, done.
• SMS Alerts (Twilio) — text messages on charge updates and payments. Needs your Twilio Account SID, Auth Token, and From Number.
• What triggers notifications — per-event toggles (all on by default), including how many days past due before past-due and overdue reminders fire.
• Reminders run automatically once a day; Send Reminders Now fires them on demand.

Special Projects

One toggle. Turns the shared-contribution Projects feature on or off — off hides the Projects page.

Online Payments

1. Pick the Payment Provider tenants see when they tap Pay — PayStack or Stripe.
2. Enable the provider and paste its API keys.
3. Optional: Pass Processing Fees to Tenants adds the processor's fee on top of each online payment (default 1.5% + a flat fee, capped).

Tenant Portal

• Show Receipt Link — let tenants open their receipt from the portal (off by default).
• Allow Public Tickets — tenants can post tickets visible to other tenants (on by default).
• PDF Download — let tenants download invoices as PDF (off by default).

Tenant Sign-ups

Toggle self-registration and copy the sign-up link. Pending requests land in your Tenants list for approval.

Discount Reasons and Document Types

Two simple lists. Discount reasons show up when you discount a charge; document types are the categories offered when uploading tenant documents (ID Card, Lease, Agreement, Receipt, Utility Bill, Other — add your own).

Printing

Small Receipt Printer turns on the Print Small button on charges for thermal receipt printers. Chrome and Edge only.

Heads up: your platform currency is set at signup from your phone's country code and can't change later — the Currency Symbol setting only changes the symbol shown, not the currency itself.