Best Practices

Tips for efficient property management

Tips & Best Practices

Follow these recommendations to get the most out of Popaty.

Naming and Organization

Use Descriptive Names

  • Name properties and units clearly so they’re easy to identify
  • Example: “Sunrise Apartments - Building A” instead of just “Building A”

Organize by Location

  • Use consistent naming conventions for multiple properties
  • Include city or neighborhood names if you manage properties in different areas

Recording Data

Record Rent Promptly

  • Log payments as soon as you receive them
  • This keeps your records accurate and up-to-date
  • Makes month-end reconciliation easier

Use the Notes Field

  • Add context to rent entries and expenses for future reference
  • Example: “Partial payment - remaining $200 due next week”
  • Helps you remember special circumstances

Managing Tenants

Keep Tenant Info Updated

  • Accurate contact information helps prevent issues
  • Update phone numbers and preferred names when they change
  • Keep track of which unit each tenant occupies

Don’t Delete, Deactivate

  • Mark tenants as Inactive instead of deleting
  • Preserves rent history and records
  • You can always see past payment patterns

Access Management

Grant Appropriate Access

  • Give people only the access level they need
  • Use Viewer for accountants or stakeholders who just need to see data
  • Use Manager for assistants or team members who handle day-to-day tasks

Review Access Regularly

  • Check the Shared Access section periodically
  • Revoke access for people who no longer need it
  • Update roles if responsibilities change

Monitoring and Maintenance

Review Activity Logs

  • Check who’s accessing and modifying your properties
  • Use the Activity tab to track changes
  • Filter by date range to investigate specific periods

Regular Data Reviews

  • Monthly: Review all rent entries for completeness
  • Quarterly: Check expense categories for budgeting
  • Annually: Update property information (construction year, etc.)

Data Entry

Be Consistent

  • Use the same payment method names (e.g., always “Bank Transfer” not sometimes “Wire”)
  • Standardize vendor names for expenses
  • Keep category selections consistent

Add Details Early

  • Fill in optional fields when you have the information
  • It’s easier to add details now than to find them later
  • Complete records make reporting more valuable

Backup Strategy

Export Regularly

  • Take screenshots of important summary views
  • Keep external records of critical tenant contracts
  • Document custom arrangements in the notes fields

Common Workflows

New Property Setup

  1. Create the property
  2. Add all units (if multi-unit)
  3. Add current tenants
  4. Grant access to your team
  5. Record current month’s rent

Monthly Rent Collection

  1. Use the Record Rent quick action from dashboard
  2. Record payments as they come in
  3. Review the Rent Entries tab for any missing payments
  4. Follow up with tenants who haven’t paid

Expense Tracking

  1. Record expenses immediately
  2. Attach vendor information
  3. Use consistent categories
  4. Review monthly totals for budgeting