Alvis for Property Rental Management

Alvis for Property Rental Management keeps a landlord's or property manager's units, tenants, leases, monthly bills, collections, repairs and expenses in one place. You always know which units are vacant, who still owes, and what each property earns.

Built for apartments, condo units, dormitories and commercial spaces in the Philippines. It covers Rent Control Act limits on advance and deposit, water and electricity billed from meter readings, post-dated checks, and the 5% tax a corporate tenant withholds (BIR 2307).

Dashboard at a glance

• Occupied units, the monthly rent roll, collected this month and unpaid bills
• Occupancy by property, collections per month, bills by state, open repairs by category

1. Properties, units and leases

Each property has its units, water and electricity rates, late penalty and (for managed properties) the owner and management fee. A unit shows Occupied, Vacant or Under repair from its leases.

• One active lease per unit, with term, rent, due day, advance and security deposit
• Rent control: a covered unit can't take more than 1 month advance and 2 months deposit
• Lease summary printout for signing

2. Monthly billing

A billing run per property and month makes the bill for every active lease in one click. Enter the meter readings and each bill works out:

• Rent and association dues
• Water and electricity from previous and current readings × the property's rates (a reading can't go backwards)
• Other charges such as damage or key replacement, and a late penalty when you mark the bill late (or waive it)
• Statement of account printout, and a demand letter for overdue bills

3. Payments and checks

Record cash, GCash, Maya, bank transfer or check, never more than the bill's balance.

• Post-dated checks stay "on hand" until they clear; a bounced check reopens the bill
• Corporate tenants' 5% withholding is credited to the bill, with a list of 2307s to collect
• Security deposits are tracked per lease

4. Move-out, repairs and expenses

• Move-out: the deposit held, less deductions and unpaid bills, is the refund; completing it ends the lease and frees the unit
• Maintenance: requests by unit and category with priority, assignee and cost; tenants can file their own
• Expenses per property: caretaker, common utilities, real property tax, repairs

5. Reports

Rent roll, vacant units, unpaid bills (the collection list), collections and expenses by property, the owner statement (collected, expenses, management fee, net to owner), security deposits held, post-dated checks on hand, leases ending, open maintenance, utility consumption, and tax withheld by tenants.

Role-based access management

• Owner / Admin: everything
• Property Manager: units, tenants, leases, billing, move-outs, maintenance and expenses
• Collections: bills, payments, checks and penalties
• Maintenance: repair requests
• Tenant: their own lease, bills and payments; files repair requests

What it doesn't do

It doesn't compute penalties from dates automatically (you mark a bill late), file taxes, or collect online payments by itself (connect a payment integration). Rent increases are entered on the lease; the yearly cap for rent-controlled units isn't checked.

Getting started

1. Put your name, TIN and address on the printouts (Settings → Printouts).
2. Add your properties with their rates, then the units.
3. Add tenants and their leases, with the security deposits received.
4. Each month, run billing per property, enter the meter readings, and record payments.