Property & Facility Management app
Run leases, rent, post-dated cheques, renewals, maintenance and owner statements for your properties, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Landlords with several buildings or units
- Property management companies
- Building and facility managers
- Owners' associations
- Leasing desks handling renewals and move-outs
- Modules
- 20
- Automations
- 70
- One-click actions
- 58
- Reports
- 18
- WhatsApp templates
- 26
Sound familiar?
The everyday problems the Property & Facility Management app takes off your plate.
Rent and cheques tracked in a spreadsheet
Who paid, which cheque goes to the bank this week and which one bounced all live in a sheet. Reminders go out late, and arrears grow before anyone notices.
Renewals left to the last week
Leases end without a renewal notice. The new rent is agreed in a chat, nobody records it, and the unit sits empty or holds over.
Tenants chase repairs, owners chase statements
Maintenance requests get lost in the chat with no response time. Owners wait for a statement that someone builds by hand every month.
How it works
From the first message to a finished job, step by step.
- 1
Enquiry and viewing
An enquiry is created from the WhatsApp conversation and acknowledged. Book a viewing; the prospect gets a reminder the day before and follow-ups after the viewing.
- 2
Lease
Convert the enquiry into a lease. The unit is claimed for the lease dates, so it can never be let twice. The rent schedule is built from the payment frequency, with pro-rata first and last periods.
- 3
Rent and cheques
Register the post-dated cheques or record transfers. Tenants get reminders before rent is due and before a cheque is presented, and a receipt when it clears.
- 4
Maintenance
Log a ticket from the chat. Assign a technician or a vendor, who gets the job sheet on WhatsApp. Response and resolve times come from the ticket's priority.
- 5
Renewal or move-out
Send the renewal terms as a PDF; the tenant replies ACCEPT to renew. If they leave, book the move-out inspection and settle the deposit line by line.
- 6
Owner statement
Each month the owner statement is built from rent collected, costs and the management fee. A manager approves it, it is sent on WhatsApp and the payout is tracked.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Properties and units
Buildings and their units with type, usage, size, market rent, vacancy days and occupancy.
Owners and ownership shares
Owners with their share of each unit, management fee, statement day and bank details. Bank details are hidden from most roles.
Enquiries
Prospects from the chat with budget, move-in date, viewing and stage, from New to a lease or Lost.
Tenants
Individuals and companies with ID, trade licence, emergency contact and rating.
Leases
Start and end dates, annual rent, payment frequency (1, 2, 4 or 12 cheques, or monthly transfer), deposit, notice and renewal terms, with a full event history.
Rent lines
The rent schedule: each period with its amount, tax, paid amount, balance and arrears bucket.
Payments and cheques
Transfers and post-dated cheques with cheque number, bank and date, from deposited to cleared, bounced, replaced or returned.
Rent invoices
Invoices for commercial units with VAT or GST from the tax settings. Residential units are not invoiced by default.
Inspections
Move-in, move-out and periodic inspections, item by item, with photos, condition and deductions.
Tickets and priorities
Maintenance requests with category, photos, access notes, visit time, cost and rating. Response and resolve times come from your priority rows.
Vendors and preventive tasks
Contractors with trades, rates, jobs done, rating and SLA %. Preventive tasks open a ticket on each due date.
Owner statements and ledger
Monthly statements from the owner ledger: rent income, other income, expenses, management fee and net payout.
Documents
IDs, trade licences, agreements and other documents for tenants, owners, leases and vendors, with expiry dates.
Runs itself
Automations that are switched on when you install the app.
- Rent reminders to the tenant 3 days before, on the due date and 3 days after; the team lead is alerted at 7 days overdue and the manager at 15
- Cheque reminders: the tenant 3 days before a post-dated cheque is presented, and the accountant on the cheque date
- A bounced cheque adds the bounce fee and starts replacement reminders to the tenant, with the team lead and manager alerted if it is still not replaced
- Renewal ladder from the lease end: a task to set the new rent, the renewal notice on the notice date, reminders after 7 and 14 days, and a manager check 30 days before the end
- An ACCEPT reply from the tenant marks the renewal accepted
- Leases start and end on their dates; a tenant who has not moved out is flagged as holding over
- Overlapping leases on the same unit are refused, and a nightly check alerts the manager if one ever appears
- Ticket SLA alerts when the response or resolve time is missed, and a 1–5 rating request 2 hours after a ticket is done
- Preventive tasks open a maintenance ticket ahead of each due date
- The owner statement for last month is built on each owner's statement day, with payout reminders to accounts 2 days before and on the due date
- Document expiry reminders 60, 30 and 7 days ahead; a vendor with an expired document is suspended
- First-reply alert to the team lead when nobody answers an enquiry within 15 minutes
From the chat
What your team does without leaving the conversation.
- Log an enquiry, book a viewing and convert it to a lease
- Record a payment, register cheques or send a payment link
- Send a receipt or the statement of account
- Send the renewal terms and mark the renewal accepted
- Log a maintenance ticket and assign a technician or vendor
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Lease summary
- Receipt
- Statement of account
- Rent invoice
- Renewal terms
- Inspection report
- Deposit settlement
- Job sheet
- Owner statement
- Management proposal
For owners and managers, with a ready dashboard.
- Occupancy and vacancy days
- Vacancy days per let
- Rent roll
- Arrears ageing (0–30, 31–60, 61–90, 90+ days)
- Collections per month against expected
- PDC calendar (cheques due per week)
- Bounced cheques
- Renewals due in 30, 60 and 90 days
- Renewal retention
- Ticket SLA % and cost per unit
- Vendor performance
- Owner payouts
- Deposits held
- Enquiry sources, conversion and lost reasons
- Document expiries in the next 90 days
- Shared phones
- Win-back list (former tenants who opted in)
- Overlapping leases
Everyone sees only what their job needs.
- Property ManagerEverything, including owners' bank details, approvals for rent increases above the cap and refunds, statements and payouts.
- Property Team LeadEvery lease, payment, ticket and enquiry; escalations land here. No owner bank details; statement amounts are read-only.
- Leasing AgentEnquiries, viewings, tenants, leases, renewals, notices, documents and inspections. Can read rent and cheques. No owner bank details, fees or statements.
- Property AccountantRent lines, cheques and payments, invoices, owner statements, payouts and the owner ledger. Leases and tenants are read-only, without ID numbers.
- Maintenance CoordinatorTickets, vendors, priorities, preventive tasks and inspections, with tenant names and phones for visits. No rent, deposits or owner data.
- Property TechnicianOnly the tickets assigned to them and their inspections. No money, leases, tenants or owners.
Questions
Common questions about the Property & Facility Management app.
Do I need WhatsApp to use the Property & Facility Management app?
No. The app works in Scratchboard on its own. Connect a WhatsApp number through the Libromi Team Inbox to work from the chat sidebar and send rent reminders, receipts, renewal terms and job sheets automatically.
How are WhatsApp messages sent outside the 24-hour window?
Inside the 24-hour window, messages go out as normal chat replies. Outside it, the app uses its 26 WhatsApp message templates, which are submitted for Meta approval when your workspace is linked to the Team Inbox. The templates are in English. Until a template is approved, your team is asked to send that message by hand.
Can a unit be let twice by mistake?
No. A lease claims its unit for its dates, and an overlapping lease is refused, even when two people activate leases at the same time. A renewal starts the day after the old lease ends.
How does a tenant accept a renewal?
They get the renewal terms as a PDF on WhatsApp and reply ACCEPT. The renewal is marked accepted. An increase above your cap needs a manager's approval before the terms go out.
Does the app register leases with Ejari or other government systems?
No. The app records the registration number and reminds you when a lease is still not registered. It never files with Ejari, Tawtheeq or any government system. Notice periods, rent increase caps and deposit rules are settings you choose; they are not legal advice, so check them against your local tenancy law.
Can owners see their statements?
Yes. Each month the statement is built from rent collected, costs and your management fee, split by the owner's share. A manager approves it and it is sent to the owner on WhatsApp as a PDF.
Can I change the stages, fields or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to change the reminder days or add a ticket category.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Property & Facility Management app?
Start a 7-day free trial and install the Property & Facility Management app, or book a demo and we'll walk you through it.