Property management staff guide

Keep rental terms and supporting agreements linked to the correct occupant.

1. Review the renter identity and available property/unit or bed.
2. Open Leases and enter dates, rent, deposit and advance terms; check existing occupancy before saving.
3. Open Contracts to reference the agreement for the saved lease. Update rental terms in Leases rather than rewriting a document reference.
4. Review the lease before renewal or move-out and use enabled finance controls for final charges and refunds.

Before you proceed: An uploaded signed agreement does not provide electronic signing or signer verification.

Track inquiries and the next action without assuming every lead is a retail customer.

1. Open Leads and search for an existing inquiry before creating another.
2. Record contact details, stage and the next follow-up date.
3. Update the stage and follow-up as the inquiry progresses.
4. Use lead-to-renter conversion only for an actual rental customer; other industry contacts belong in Contacts.

Before you proceed: Renter conversion is a property workflow. Agency opportunities, viewings, offers, closure and pipeline reports are available separately when Agency foundations are selected.

Review property events and open the record behind each event.

1. Open Operational Calendar and use Previous, Today or Next.
2. Filter the event category or select a date to review the day.
3. Open an event to review its linked move-in, follow-up, due date or maintenance record.
4. Update the original record when dates change; verify actual payment to settle a due balance.

Before you proceed: Planned dates do not record actual hours. Reading a reminder does not settle a payment.

Maintain employee details separately from login accounts.

1. Open Employees / HR and maintain the employee name, position, start date and active status.
2. Use Employee Scheduling to record planned work windows.
3. Only the owner uses Staff Management and Role Management to assign login access.
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

Before you proceed: Employee schedules are planned hours, not approved attendance or payroll inputs.

Match actual statement movements and preserve original receipts.

1. Open Bank reconciliation and select the bank/e-wallet account and a consistent label.
2. Import statement CSV with external_id,date,amount,reference; positive amounts are receipts and negative amounts vendor payments.
3. Review and confirm the correct verified transaction. An import alone does not create a payment.
4. Use Credits & settlements for explicit credit applications and actual refunds, with a reason and external reference.
5. Review the resulting statement and journal. Reconciled records retain their history; use a separate adjustment when required.

Before you proceed: Do not use a statement import as proof that an invoice is paid. Identical external IDs are replay-safe; changed details conflict.

Start with your own account and the modules enabled for your business.

1. Sign in through Staff Login using your assigned email and current password.
2. Open Overview for your foundation dashboard. Use Business to review current positions, Needs attention and dated workload creation. Use System & workflow for foundation/data freshness and source queues. Open ERP apps to find enabled modules.
3. Select a 7, 30 or 90-day activity window and an authorized workspace. Expand Daily values to read the chart data or Export visible data for CSV. The date window applies to created-record activity, not the current/all-history cards. Use My profile to change your own details or credentials.
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

Before you proceed: Creation activity includes later cancelled records and is not revenue, completion or profit. Today is incomplete; a zero preceding period has no percentage comparison. Queues may overlap. System status does not measure hardware, infrastructure or gateway health. An expired subscription can make records read-only.

Give each staff member the department access needed for their work.

1. As owner, open Role Management and create or review a department role.
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.
3. Open Staff Management, create or review the account and assign its role.
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

Before you proceed: Only owners manage staff accounts and roles. Foundation selection also controls which modules appear.

Maintain customer, vendor and staff identities without forcing them into renter records.

1. Open Contacts and search before creating a duplicate.
2. Choose a person or organization, enter the name and available contact details.
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

Before you proceed: A customer contact does not automatically create a renter account or a portal login.

Set up accommodation spaces before rental agreements.

1. Open Properties and create the property with its business details.
2. Add units and, where applicable, beds. Review capacity and availability.
3. If Leases is enabled, create or review the renter and select the correct available space.
4. Save the lease terms, dates, rent, deposit and advance. Keep signed contract references in Contracts/Documents.
5. Review property operations and due dates from the appropriate enabled workspace.

Before you proceed: Lease and billing steps require their own selected blocks. Hotel bookings remain separate from monthly leases.

Collect against the correct renter invoice and verify actual payment.

1. Open Accounting and review the invoices for the renter, charges, amount and due date.
2. Issue the appropriate invoice using the existing property billing workflow.
3. Review submitted payment proof or record the actual payment with its channel and reference.
4. Verify payment only after confirming the money was received; partial payments leave a balance.
5. Review the renter statement and accounting journal. Use separate credit/refund records rather than rewriting the original receipt.

Before you proceed: Submitting proof or marking a reminder read does not settle an invoice.

Keep guest reservations and room readiness separate from leases.

1. Within the real estate foundation, the owner enables the relevant hotel or short-stay mode and assigns properties.
2. Open the enabled workspace and create a reservation with unit, guest, dates and rate.
3. Review availability and record room readiness as Dirty, Clean and Inspected.
4. Check in only when the room is ready, then check out and track the next turnover.

Before you proceed: External booking-channel synchronization is not connected. These modes do not appear for non-real-estate foundations.

Turn a property issue into assigned work and retain its history.

1. Open Maintenance and review the property/unit and reported issue.
2. Assign the vendor or responsible staff and record the intended work dates.
3. Update the work status as the repair progresses and record labor/material details available in the form.
4. Review the completed repair and its linked documents. Use the enabled Operational Calendar to review scheduled work.

Before you proceed: Calendar schedules are planned work; actual employee time belongs in attendance or an enabled time-entry module.

Review posted journals across the tenant, then close a reviewed ended month.

1. Open Financial reports and choose the reporting month.
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

Before you proceed: There is no reopening or automatic profit-transfer workflow. Reports reflect recorded journals, not unrecorded taxes or opening balances.

Submit your own actual work and leave for independent HR review.

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.
5. Review your own published payslips when retail payroll is enabled.

Before you proceed: Staff see their own attendance/leave; HR administrators review independently. Dated rosters, breaks, overtime/correction requests and indicators are available in Workforce planning. Indicators and configured rules are not a statutory premium engine.

Run dine-in and takeaway orders through kitchen preparation.

1. Maintain menu items and PHP prices. Set up dining tables for dine-in service.
2. Create an order with the actual items and quantities; choose dine-in/table or takeaway.
3. Move the order from New to Preparing, then Ready when the kitchen finishes.
4. Record Served when handed over. Cancel only before serving and review table availability.

Before you proceed: Kitchen orders do not collect payments, calculate tax, deduct ingredients or post finance.

Keep supporting business files beside the records they explain.

1. Open Documents and search for an existing file before uploading another copy.
2. Add the document and the available business reference using your allowed storage workflow.
3. Review access and the linked record before sharing the document outside your business.
4. Use the supporting document when reviewing contracts, repairs or other operational work.

Before you proceed: Stored signed files are not an electronic-signature workflow. Advanced versions, retention and approval automation are not implemented.

Use the same reviewed payroll engine across industry foundations.

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.
4. A different owner or manager with HR and Finance Edit approves. A beneficiary cannot approve. Record actual payout and remittance references; staff view only their own payslips.

Before you proceed: No automatic statutory tables, tax annualization, government submission, bank transfer execution or premium calculation. Existing retail payroll records are reused.

Keep planned work separate from reviewed actual attendance.

1. HR assigns a dated Philippine-time shift with planned breaks and late grace. Overlapping shifts and approved leave conflicts are rejected. Overnight shifts retain their starting work date.
2. Staff use My work to clock in, and My shifts & requests to start and end breaks. End a recorded break before clock-out; recorded punches determine its minute total automatically.
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

Before you proceed: Extra and night-window minutes are indicators, not statutory pay premiums. No biometric integration, geofencing, automatic stale approval or automatic clock-out.

Link property opportunities to contacts and agents.

1. Open Industry operations with Operations and Marketing access; create a property opportunity with asking price and dated follow-up.
2. Schedule a viewing; overlapping agent appointments are rejected. After the appointment record completed feedback.
3. Record the offer, contract stage and evidence. An owner or manager confirms won; closed opportunities cancel remaining scheduled viewings.

Before you proceed: Pipeline commission is a forecast. Actual fees use Commercial invoices and independently approved commission splits/payouts in Industry financial controls. Legal transfer, e-signature and publication providers remain unconnected.

Review rooms, arrivals, departures and readiness.

1. Open Industry operations and choose Hotel daily operations with Operations access.
2. Select the operational date and review arrivals, due/overdue departures, missing nightly rates and inspection queue.
3. Resolve booking and readiness work through the hotel register or property workspace, then refresh the report.

Before you proceed: Live operational snapshot, not historical occupancy or full night audit. Separate hotel cash sessions and posting-day review/locks are available under Industry financial controls.

Create invoices from approved work without billing it twice.

1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee.
2. Use either time or milestone billing for a service engagement. Time uses saved approved rates; milestones and job contracts require the agreed price. Agency fees use the closed deal and an explicit billing contact.
3. Save the draft. A different owner/manager with Finance Edit checks source evidence and issues the invoice. Cancel unused drafts to release their source claims.

Before you proceed: Internal PHP records; no statutory certification or automated tax engine. Retainers and recurring service agreements are managed in Service contracts & retainers. Recognition there is limited to ended accepted milestones on independent invoice issue.

Preserve original invoices and record adjustment evidence.

1. Open an issued invoice and record the actual manually confirmed tender. Cash received and applied amounts are separate; external methods require a real reference and confirmation.
2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged.
3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF.

Before you proceed: No payment-provider execution or fiscal certification. Refunds cannot exceed original net payment.

Approve fee splits and keep partial payout evidence.

1. Open Industry financial controls and choose a won opportunity. Enter distinct active staff beneficiaries with agreed amounts within the agency fee.
2. Another owner/manager with Finance Edit who is not a beneficiary approves the expense/payable posting.
3. Record actual partial payouts with method, reference and confirmation. Review each beneficiary balance before further payout.

Before you proceed: Manual payouts only. Customer credits do not automatically claw back already approved commissions; statutory withholding is not calculated.

Reverse charges and record refunds with source limits.

1. Open Industry financial controls and select the guest folio. Request credit against the original charge with evidence.
2. Another owner/manager with Finance Edit reviews. Refunds require available guest credit, an original payment and actual refund confirmation/reference. For cash refunds open your own cash session before requesting.
3. Review the resulting credit/refund entries and updated balance. Pending cash refund requests must be approved/rejected before closing that cash session.

Before you proceed: No automatic payment-provider refund. Actual refund operator and independent reviewer remain separate.

Reconcile actual drawer cash without broad Finance access in POS.

1. In Hotel POS open your own session using the existing drawer float. The owner can require sessions through hotel financial controls.
2. Record manual cash receipts; expected cash uses applied amounts, not cash received before change. Cash refunds attach to their actual operator’s session.
3. Count actual cash and close your own session. A different owner/manager with Finance Edit reviews the count and variance.

Before you proceed: Opening float is an existing-cash record, not a funding journal. No drawer hardware bridge or automatic cash discrepancy journal.

Save hotel totals and enforce a correction boundary.

1. Close and independently review hotel cash sessions first. Review charge/payment/credit/refund evidence for the Manila posting date.
2. An owner/manager with Finance Edit records a posting-day close and reconciliation note. Closing today blocks subsequent hotel financial entries until the next Manila date.
3. A different owner/manager can reopen for documented corrections. Reconcile accounting statements separately.

Before you proceed: Daily review/lock, not a full hotel night-audit engine. Agreed room charges still post once at check-in; no nightly accrual, tax engine or business-date rollover.

Inspect inactive connections and signed delivery/reconciliation queues.

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

Before you proceed: Provider-specific mappings, sandbox certification and operational activation remain required. Secret keys and adapter URLs are never returned to the browser.

Agency: seller mandates and buyer matching

1. Open Listings & buyer matching; choose an active property/unit and seller contact with the owner role. Record the signed mandate reference and expiry.
2. Record a buyer brief with city, property type, bedrooms and budget. Match against active unexpired mandates; review the property manually before offering.
3. Withdraw or mark a listing sold with evidence. Review pipeline and agent follow-up counts.

Before you proceed: Matching is a rule-based shortlist, not valuation or legal due diligence. External publishing and e-signatures require a configured provider.

Hotel: assigned cleaning and independent inspection

1. An Operations owner/manager assigns the latest dirty/clean vacant-room task to active staff with Operations Edit and records a due time.
2. The assigned cleaner records actual completion. A different Operations owner/manager inspects or rejects it with evidence. Rejected cleaning returns to the cleaner.
3. Only an inspected result updates shared readiness. Cancel stale assignments when a later turnover supersedes them; inspect the current task before check-in.

Before you proceed: Turnover only, not occupied-room housekeeping or payroll. Staff see their own assignments. Active assignments cannot be bypassed by the POS ready shortcut.

Owner/manager: private client and owner access

1. Verify the active contact identity and authority, then issue a private seven-day link in Client & owner access. Copy the link only to the intended recipient through your established private channel.
2. The recipient opens the separate Client & owner portal. Their own eligible work, quotes, invoices, listings, briefs and unit resolutions appear; actual quote/milestone acceptance and eligible unit voting are available.
3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review.

Before you proceed: Bearer links are credentials and are shown only once. No automatic invitation delivery, payment collection, owner staff powers or renter/POS credential reuse. Client sessions last two hours; links expire after seven days. Record limits are displayed in the portal.

Transfer one served kitchen order to an in-house guest folio after independent review.

1. Enable food, stays and property finance, and use Finance access. Preparing a transfer also requires Operations Edit. Open Kitchen to guest room from ERP apps.
2. Find the actual served kitchen order and in-house room separately. Check the saved items, guest and full order ID. Record the guest/room authorization and confirm the order has not been billed through another route.
3. A different owner or manager with Finance Edit verifies the frozen item prices, actual guest authorization and current room before approving. Reject an incorrect request rather than altering its evidence.
4. Approval creates one source-linked guest charge and balanced receivable/revenue posting. No payment is recorded. Collect through the existing guest balance workflow.
5. Use existing hotel credits/refunds for corrections; a posted source stays claimed. Do not add this order again as a manual service or retail sale.

Before you proceed: Explicit reviewed transfer, not automatic outlet routing. Requires a checked-in open folio allowing charges. No ingredient consumption, restaurant taxes or duplicate-manual-entry detection. Source and final review evidence are immutable.

Keep each real offer and decision as evidence before contract progression.

1. Use Marketing and Operations access, open Offers & revisions, and choose the opportunity after a completed viewing with feedback.
2. Record the actual offer price, conditions, source reference and agreed expiry if there is one. Each change creates an immutable numbered revision; older terms remain in history.
3. A different owner or manager with Marketing and Operations Edit records verified buyer/seller acceptance or rejection, including the actual reference, parties and decision date.
4. Return to Industry operations. Only the latest accepted, unexpired offer with a matching price can progress to contract. A later counteroffer requires another review.
5. Contract-stage prices are frozen. Legacy open contracts require explicit acceptance evidence for their existing price before new closure; no historic approval is invented.

Before you proceed: A decision reference is evidence, not an electronic signature. No automated negotiation or listing publication. New revisions supersede older terms; expiry applies before contract entry. Closed opportunities remain read-only.