Property management software for Malaysian portfolios

Units, with address, status, and owner if you manage for others. Leases, with tenant, dates, rent, deposit figure, and the signed file. A rent calendar that shows what is due this month. A receipt queue: matched, part-paid, and unmatched. Maintenance tickets with photo, status, assignee, and cost. A short list of leases ending soon. That is enough to close a month.

Owner statements can be in the first release if you already produce them and can show a sample. They sum rent, fees, and repairs you entered for that owner’s units. They do not calculate a fee from a contract we have not read. If the fee rule is a sentence you can say, we can apply that sentence. If it is “it depends,” the statement stays manual until the sentence exists.

Tenant self-service waits. The admin remains the person who marks a chase and closes a ticket. A portal is useful later for owners who want to see their statement, after one real month has matched the old sheet. Publishing a wrong balance to an owner is worse than sending a PDF you checked.

Each lease generates an expected amount for the month. Incoming money is a receipt with a date, an amount, and a reference. A person matches it to a unit, or splits it if one transfer covered two months or two units. The system can suggest a match when the amount and the reference are obvious. It should not confirm that suggestion without a person while you are still learning the data.

Part payments leave a balance. Overpayments sit as credit on the lease, visible, not silently swallowed into the next month without a note. Waivers need a role and a reason. Writing “paid” because the tenant promised on Friday is a status called promised, not paid. Paid means the money is matched.

The close for the month lists due, received, outstanding, and unmatched cash still in the queue. The admin should be able to explain every outstanding line. If they cannot, the month is not closed, and the old sheet stays in use. Parallel running is the point of the first month, not a lack of faith.

A renewal is a new lease or an addendum with dates and a rent, linked to the previous one. The old document stays. Silent editing of a PDF’s terms is refused. If the rent changed, the expected amount changes from the date you enter, not from a cell overwrite of history.

Move-out is a checklist you define: keys, meter readings if you keep them, deposit decision, forwarding details. The deposit moves from held to offset or refunded with an amount and a date. Photos of the unit at handover can attach. Damage claims are amounts you decided, with the photo, not an algorithm.

A unit with no current lease is vacant. A unit with a lease past its end and no renewal is expired-and-occupied, which is a problem status, not a quiet success. That status belongs on the Monday list. It is the reminder the spreadsheet date never sent.

A ticket opens with a unit, a description, and usually a photo. Status moves from new, to assigned, to done, or to waiting for a part or a quote. The assignee is a technician or a vendor name. Cost is empty until you have a figure. Above a limit you set, a ticket cannot be marked done-and-billable until an owner role approves the cost.

Recurring services are schedules on the building: a date, a vendor, a last-done and a next-due. Completing one generates the next. Skipping one leaves it overdue on the list. This is a calendar, not a certification body. The vendor’s report attaches if you want the evidence.

Tenants message the admin, and the admin opens or updates the ticket. Putting every tenant on a login in version one adds support load before the list is trusted. If you later want tenants to see status, that is a phase with its own scope and its own privacy review, because a tenant must see only their unit.

When one company owns every unit, you may not need owner statements at all. The month close is enough. When you manage for several owners, each unit points at an owner, and the statement is that owner’s month. Management fees are a line you can explain. Repair costs are the ticket costs you approved. Rent is what was matched, not what was merely due.

Money still lands in the account your adviser says it should. The software does not move funds between owners. If two owners were mixed in one transfer, the split is a matching decision a person records. That discipline is the product. Automation that guesses the split will mix client money in the report even if the bank account was correct.

A statement export can be a PDF the admin sends. Email delivery from the system can wait until the PDF has been right for a month. Owners forgive a slow correct statement more easily than a fast wrong one.

Portals that already match your unit, your receipt, and your repair list should be kept. They are faster than a build, and their limits are visible on day one. Sorable does not resell them. We build the case they do not cover.

Custom property management software fits mixed-owner blocks, a service-charge rule you can state, repair approvals, and a receipt queue your admin will actually clear. It also fits when the portal’s tenant data sits in a shared login and you need roles. It does not fit a desire to clone a famous product’s marketing site.

The test is one month. If the portal closes it, including one part-payment and one repair, stay. If the truth is still a sheet beside the portal, bring that sheet to the audit.

We will not draft or stamp tenancies, value a property, or act as an estate agent. We will not hold deposits. We will not tell you the legal notice period for a tenant. Those questions belong to counsel before they become a date in a system. Once counsel gives you a date rule you accept, a reminder can use it.

We will not scrape bank portals for transactions. Receipts are entered or imported from a file you download from your own bank. We will not store more tenant identity than the roles require. A technician’s view hides identity images.

We will not turn nightly accommodation into leases. If that is the business, the hotel management pages are the honest product. Forcing both into one database makes both closes worse.

Bring the unit list, a lease, a collection sheet, and five repair examples. We map matching, renewals, and tickets. The workflow audit can end with “stay on the portal” or “a sheet is enough.”

The quote names one portfolio. Units, leases, rent, and tickets often fall between RM15,000 and RM45,000 setup, plus monthly care. Owner portals, tenant logins, and an accounting export are additional. Time is often 6–12 weeks after approval, with one parallel month.

Read the property page for the category. E-invoice and accounting pages apply when company tenants need a tax invoice from a figure this system already trusts. Sequence that after the match is believed.