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Property Management Flow

Digital Twin, exceptions, automation, repairs, portals, accounting and migration.

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Guides for property management flow

Property Management Flow

Start with Property Management Flow

Use Flow alongside the active Property & Compliance Management module.

Read the guide →Property Management Flow

Set up Flow access and resolve missing tabs

An administrator must make the module available in the intended workspace and grant staff the permissions required for their duties.

Read the guide →Property Management Flow

Use the Control Room and refresh intelligence

Open the Control Room when you need a prioritised view of the properties your account can access.

Read the guide →Property Management Flow

Open and use a Property Digital Twin

Choose an existing property; the Twin joins information already linked to that property rather than creating a second property record.

Read the guide →Property Management Flow

Trace timeline events, documents and communications

Use the Universal property timeline, Documents & evidence and Communication history together when checking what happened to a property.

Read the guide →Property Management Flow

Run Compliance Autopilot and investigate findings

Compliance Autopilot highlights exceptions in native evidence.

Read the guide →Property Management Flow

Acknowledge, resolve, dismiss or reopen a compliance case

Use a case decision to record how the team is handling a detected exception.

Read the guide →Property Management Flow

Create a compliance task or remedial repair

Use a staff task for accountable follow-up and remedial maintenance when the case requires physical work at the property.

Read the guide →Property Management Flow

Build and preview a Zero-Chase rule

A rule combines a trigger, optional conditions, actions, a cooldown and a review policy.

Read the guide →Property Management Flow

Choose the right Zero-Chase trigger and threshold

Read the trigger behaviour before setting a threshold.

Read the guide →Property Management Flow

Approve, reject and evaluate automation work

Evaluate active rules can both queue candidates and execute work that is eligible to run.

Read the guide →Property Management Flow

Investigate automation recipients, failures and retries

Use the execution log to distinguish a processed queue item from a delivered message or created task.

Read the guide →Property Management Flow

Configure cooldowns and delayed escalation

Cooldown and escalation control repeated follow-up, but they do not replace a review of whether the underlying issue still exists.

Read the guide →Property Management Flow

Read and explain property health and risk

Health is an operational score: a higher percentage means lower calculated risk.

Read the guide →Property Management Flow

Ask the AI Property Manager and use morning briefings

Use AI Manager for operational questions within your authorised property scope and verify the answer against source records.

Read the guide →Property Management Flow

Create and triage a maintenance request in Flow

A Flow request is created in the existing maintenance system and receives a linked Flow work order.

Read the guide →Property Management Flow

Allocate a supplier and request a quote

Use an active native supplier account and inspect its credential readiness before assigning work.

Read the guide →Property Management Flow

Record a quote and the landlord decision

A valid quote must be received before landlord approval can be recorded and work can progress to scheduling.

Read the guide →Property Management Flow

Schedule an appointment and start work

Schedule work only after the quote has been approved.

Read the guide →Property Management Flow

Submit completion evidence and close a repair

Completion is a review stage.

Read the guide →Property Management Flow

Record and review contractor credentials

Record supplier evidence and its expiry so the team can review readiness before allocation.

Read the guide →Property Management Flow

Review supplier performance and native invoice state

Use supplier performance as operational evidence alongside credential checks and the actual job history.

Read the guide →Property Management Flow

Check PRS readiness and export the register

This screen checks an internal preparation checklist.

Read the guide →Property Management Flow

Set landlord, tenant and supplier portal policies

Portal policies refine access for existing native client identities; they do not create a second identity or replace the property/job relationship.

Read the guide →Property Management Flow

Use Property Flow as a landlord

Sign in as the authorised landlord contact linked to the property and check that the team has enabled the functions you need.

Read the guide →Property Management Flow

Use Property Flow as a tenant

Use your authorised tenant account to view the property and maintenance information made available by the property team.

Read the guide →Property Management Flow

Use the supplier workbench for quotes and completion

Sign in with the native supplier account to see only jobs assigned to that supplier identity.

Read the guide →Property Management Flow

Create rent schedules and generate charges

An active tenant link and appropriate finance permissions are required before creating a rent schedule.

Read the guide →Property Management Flow

Record a receipt and understand rent allocation

Record a receipt only after verifying the real incoming payment and checking that it has not already been synchronised or reconciled.

Read the guide →Property Management Flow

Read arrears ageing and landlord statements

Review allocations and source entries before acting on an overdue total or an amount shown as payable to a landlord.

Read the guide →Property Management Flow

Add an operational entry and sync supplier costs

Use manual entries only for amounts not already represented by a native source or rent schedule.

Read the guide →Property Management Flow

Stage and review a reconciliation CSV

Prepare a CSV with date and amount columns.

Read the guide →Property Management Flow

Match, manually resolve or ignore a transaction

Verify the actual transaction and target ledger entry before confirming a suggested or manual match.

Read the guide →Property Management Flow

Plan and stage a governed migration

Migration creates native business records after review.

Read the guide →Property Management Flow

Map columns, resolve duplicates and commit batches

Only valid staged rows are eligible for commit.

Read the guide →Property Management Flow

Import properties with the Migration Centre

A property description/name is required.

Read the guide →Property Management Flow

Import landlords with the Migration Centre

Name/company is required.

Read the guide →Property Management Flow

Import tenants with the Migration Centre

Name/company and a resolvable property reference are required.

Read the guide →Property Management Flow

Import tenancies with the Migration Centre

Property reference, an email resolving an existing tenant account and tenancy_start_date are required.

Read the guide →Property Management Flow

Import suppliers with the Migration Centre

Name/company is required and any supplied email must be valid.

Read the guide →Property Management Flow

Import compliance records with the Migration Centre

A resolvable property reference and compliance_type are required.

Read the guide →Property Management Flow

Import maintenance requests with the Migration Centre

A resolvable property reference and subject are required.

Read the guide →Property Management Flow

Troubleshoot missing records, uploads and background work

Start with the exact property, record reference, action and error message.

Read the guide →

Plan the right route

See what a more connected property day looks like

Bring one real workflow to a Proplix walkthrough. Explore the records, handovers and decisions that matter to your team, then agree a practical next step.

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