Property Management - muruthigitau/new GitHub Wiki

II. 🏢 Property Management

🧱 Overview

The Property Management Module in ERPNext provides a structured, end-to-end solution for managing rental properties — from onboarding tenants to recurring rent invoicing and utility billing.

It supports:

🏠 Property structuring (Project → Building → Unit)
📝 Service Requests to capture tenant intent
📄 Contract generation
💰 Deposit collection
🔁 Rent invoicing via Auto Repeat
⚡ Utility billing

🖼️

🏗️ Property Hierarchy

Properties are structured as:

Real Estate Project
 ├── Building A
 │    ├── Floor 1
 │    │    └── Unit 101
 │    ├── Floor 2
 │    │    └── Unit 201
 └── Building B
      └── Unit 301

Each unit is independently managed for contracts, billing, and utilities.

🔄 Workflow: From Service Request to Billing

🔌 Utility Service Request Process

💡 Contract is optional but required based on Utility Billing Settings.
🧠 Customer can be automatically created on submit, depending on configuration in settings.

graph TD
    A["Customer / Lead / Prospect (CRM)"] --> B["Create Service Request"]
    B --> C["Auto Create Customer on Submit (if enabled)"]
    C --> E["Contract (Optional/Required via Settings)"]
    C --> F["Create Sales Order (Deposit)"]
    E --> F
    C --> G["Create Sales Invoice (Rent)"]
    E --> G
    G --> H["Auto Repeat (Recurring Invoicing)"]

📂 Step-by-Step Functional Process

1️⃣ Utility Service Request (Initiation)

🖼️
🖼️

Start by creating a Utility Service Request, which captures:

🧍 Tenant details (customer)
🏢 Desired unit(s)
📅 Contract dates and terms
💼 Lease duration

This acts as the lead intake form for tenants and is the trigger point for the rental flow.

2️⃣ Create Property Contract

🖼️

From an approved Service Request:

Draft a Property Contract
Define:
- Contract period
- Rental frequency (monthly, quarterly, yearly)
- Rent escalation rules (optional)
- Deposit terms
Link:
- Tenant (Customer)
- Unit(s)

This contract governs all subsequent financial documents.

3️⃣ Generate Sales Order (Deposit / Booking)

🖼️

Directly from the service request:

Create a Sales Order for:
- 💰 Security deposit
- 📌 Booking/advance payments
Amounts auto-pulled from service request
Tracks payment before lease start

4️⃣ Sales Invoice (Recurring Rent)

🖼️

Rent is billed based on the contract:

💼 Auto Repeat can auto-generate invoices
Supports:
- Monthly / Quarterly / Annual cycles
- Rent escalation by %

5️⃣ Auto Repeat & Escalation

🔁 Recurring Billing: Set by contract
📈 Escalation Rules:
- Custom % increase
- Custom intervals
- Manual override supported

💎 Strategic Benefits

✅ Captures tenant interest via Utility Service Request
✅ Smooth transition to Contracts, Sales Orders, and Invoices
✅ Centralized control of units, leases, and utilities
✅ Seamless rent + utility billing under one customer
✅ Enables workflows like vacation notice, contract renewal, or meter change