Property Management Software

1. Requirements Matrix

The following requirements are derived from Phase 10 operational decisions and Phase 5 compliance requirements.

1.1 Core Property Management Requirements

1.2 Detailed Requirements by Function

Rent Collection & Payment Processing

• Weekly billing cycles (not monthly - critical for salon suite model)
• Multiple payment methods: ACH, credit card, cash tracking
• Auto-pay enrollment with valid payment on file requirement
• Late fee automation:
  • Day 1-5: Grace period (no fee)
  • Day 6: $25 initial late fee
  • Day 7+: $10/day additional
  • Cap: $75/week maximum
• Returned payment fee: $35 (NSF/stopped payment)
• Security deposit tracking: 2 weeks rent per Phase 10
• Payment history retention: Minimum 3 years
• Receipt generation: Automatic for all transactions

Tenant Management

• Tenant profiles with license and insurance status
• Suite assignment (4 tiers: Standard, Plus, Large, Executive)
• Move-in/move-out date tracking
• Document storage: Lease, COI, license copies, condition reports
• Status tracking: Active, Past Due, On Notice, Former

Compliance Tracking

• License verification: Virginia DPOR (Board for Barbers and Cosmetology) lookup
• License expiration alerts: 90/60/30 day notices
• Insurance expiration alerts: 60/30/15 day notices
• COI verification: Additional insured naming confirmed
• Audit trail: All compliance actions logged

Communication

• Bulk messaging: Policy updates, announcements
• Individual messaging: Payment reminders, maintenance updates
• SMS capability: Required for urgent communications
• Email capability: Required for formal notices
• Template library: Standard messages for common scenarios

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2. Vendor Comparison

2.1 Comparison Table

2.2 Strengths and Weaknesses

Salon Suite Solutions (S3)

Strengths:

• Purpose-built for salon suite business model since 2014
• Tenant booking app included (free to tenants - retention differentiator)
• No setup fees reported
• Comprehensive feature set for suite-specific workflows
• 10+ year track record in the industry

Weaknesses:

• Quote-based pricing (opaque cost structure)
• Integration depth with access control systems unclear
• No public pricing for budget planning

Best For: Operators wanting tenant-facing tools as a competitive advantage

Suite Manager

Strengths:

• Direct QuickBooks Online integration (real-time sync)
• 2-way SMS communication built-in
• First month free promotional offer
• Maintenance ticketing with history
• Purpose-built for salon suite model

Weaknesses:

• No tenant booking app (tenants use their own)
• Quote-based pricing (opaque cost structure)
• Newer entrant than S3

Best For: Operators prioritizing accounting integration and owner efficiency

Innago (Generic Fallback)

Strengths:

• Completely free (no per-unit or monthly fees)
• Basic PM features work well
• Digital lease signing included
• Tenant payment portal available

Weaknesses:

• Not built for salon suites (requires workarounds)
• Weekly rent cycles require manual configuration
• No salon-specific license/insurance tracking
• No tenant booking tools
• Limited SMS capabilities

Best For: Budget-constrained operators willing to accept manual workarounds

2.3 Feature Coverage Against Requirements

Legend: Full = Native support | Partial = Requires workaround | None = Not available | Manual = User tracking required

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3. Selection Criteria

3.1 Weighted Scoring Framework

Use this framework to evaluate vendors during the demo process.

Minimum Passing Score: 70/100 Recommended Score: 80+/100

3.2 Must-Have vs Nice-to-Have

MUST HAVE (Disqualifying if Missing):

• Weekly rent billing cycles (not monthly-only)
• Automatic late fee calculation per Phase 10 terms
• Digital payment acceptance (ACH, credit card)
• Tenant payment portal
• Basic maintenance request tracking

SHOULD HAVE (Strong Preference):

• QuickBooks Online integration
• SMS communication capability
• Insurance/license expiration alerts
• Digital lease signing
• Mobile app for owner

NICE TO HAVE (Differentiators):

• Tenant booking app (S3 advantage)
• Access control system integration
• Real-time financial dashboards
• Lead management pipeline
• Automated tenant onboarding workflows

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4. Implementation Approach

4.1 Pre-Opening Timeline

4.2 Demo Validation Checklist

During vendor demos, validate the following:

Weekly Rent Configuration

• Can billing cycle be set to weekly (not monthly)?
• Can rent due date be any day of week?
• Can late fee structure match Phase 10 terms ($25 + $10/day, cap $75)?
• Can security deposit be tracked (2 weeks rent amount)?

Lease Management

• Can lease template be customized (20-section agreement)?
• Is e-signature included or requires DocuSign?
• Can exhibits be attached (House Rules, COI, License)?
• Are renewal reminders automated (60-day notice)?

Tenant Portal

• Can tenants view current balance?
• Can tenants make payments online?
• Can tenants submit maintenance requests?
• Can tenants access lease documents?

Compliance Tracking

• Can license expiration dates be tracked with alerts?
• Can insurance expiration dates be tracked with alerts?
• Can COI documents be stored and verified?
• Is there an audit trail for compliance actions?

Maintenance

• Can work orders be categorized by priority?
• Can SLA response times be configured?
• Are status updates sent to tenants automatically?
• Is maintenance history retained?

Integration

• What accounting systems integrate? (QuickBooks Online specifically)
• What access control systems integrate? (Kisi, SALTO, Nexkey)
• Is there an API for custom integrations?

Pricing

• What is the monthly cost per unit?
• Are there setup fees?
• Are there transaction fees for payments?
• What is the contract term (month-to-month available)?

4.3 Setup Checklist

Before opening, complete the following in selected PM system:

1. Account Configuration

   • Company profile and facility address
   • Payment processing setup (ACH, credit card)
   • Late fee rules configured per Phase 10
   • Notification templates customized

2. Unit/Suite Setup

   • All 18 suites entered with type and pricing
   • Suite photos uploaded
   • Amenity list per suite type

3. Document Library

   • Lease template uploaded
   • House Rules (Exhibit A) uploaded
   • Move-in checklist uploaded
   • Maintenance SOP uploaded

4. Communication Templates

   • Welcome message
   • Rent reminder (3 days before)
   • Late notice (day 6)
   • Insurance expiration warning
   • License expiration warning

5. Integration Setup

   • QuickBooks Online connected
   • Access control integration (if available)
   • Test all automated workflows

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5. Online Leasing and Payments

5.1 Lease Management Requirements

The following requirements support the Phase 10 lease documentation and 6-step onboarding flow.

Digital Lease Generation

E-Signature Capability

Lease Lifecycle Management

Application → Approval → Lease Generation → E-Signature → Move-In
                                                ↓
Month-to-Month ← Auto-Renewal ← Renewal Notice (60 days)
       ↓
Non-Renewal Notice → Move-Out → Security Deposit Return

Key Automation Points:

• 60 days before term end: Automatic renewal notice to tenant
• 30 days before term end: Reminder if no response
• Annual rent escalation: 3% increase notification 60 days in advance
• Lease expiration tracking: Dashboard visibility of upcoming renewals

Document Storage Requirements

5.2 Payment Processing Requirements

Weekly Rent Collection (Critical)

Weekly rent is the salon suite industry standard. Software must natively support weekly billing cycles, not just monthly with manual workarounds.

Payment Methods

Auto-Pay Requirements

• Mandatory enrollment: Phase 10 lease requires valid payment method on file (Section 3.3)
• Auto-charge timing: Day before or day of rent due
• Failed payment handling: Automatic retry (2-3 attempts over 5 days)
• Notification: Email/SMS receipt after successful charge
• Failed payment alert: Immediate notification to tenant and owner

Security Deposit Handling

Payment History and Receipts

• Receipt generation: Automatic after every payment
• Payment history: Full history accessible to tenant in portal
• Export formats: PDF receipts, CSV export for records
• Statement generation: Monthly or on-demand account statements

Accounting Integration

5.3 Tenant Self-Service Portal Requirements

The tenant portal reduces administrative burden and improves tenant satisfaction.

Portal Features Matrix

Mobile Accessibility

• Mobile-responsive web portal: Minimum requirement
• Native mobile app (tenant): Preferred for payment convenience
• Push notifications: Payment reminders, maintenance updates

5.4 Compliance Considerations

IC Classification Protection

Critical: Payment structure must support independent contractor classification per Phase 5 and Phase 10 requirements.

Audit Trail Requirements

Virginia-Specific Requirements

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6. Maintenance Ticketing

6.1 Work Order Requirements

The maintenance ticketing system must support the Phase 10 Maintenance SOP and SLA commitments.

Ticket Submission Requirements

Priority Classification System

Based on Phase 10 Maintenance SOP:

Owner Notification Workflow

TICKET SUBMITTED
      ↓
Priority Auto-Assigned (or manual override)
      ↓
┌─────────────────────────────────────────────┐
│ EMERGENCY: Immediate push + SMS + call      │
│ URGENT: Push notification + SMS             │
│ STANDARD: Push notification (or daily batch)│
└─────────────────────────────────────────────┘
      ↓
OWNER ACKNOWLEDGES (starts SLA clock)
      ↓
WORK SCHEDULED/ASSIGNED
      ↓
WORK COMPLETED
      ↓
TENANT NOTIFIED → Optional satisfaction survey

6.2 SLA Integration

Response Time Commitments (Phase 10)

SLA Tracking Features

Escalation Rules

6.3 Communication Workflow

Automatic Tenant Communications

Message Templates Required

1. Acknowledgment Template:

   "We received your maintenance request for [ISSUE]. Your ticket number is [#]. We'll respond within [SLA TIME]. For emergencies, call [PHONE]."

2. Scheduling Template:

   "Your maintenance request [#] has been scheduled for [DATE/TIME]. Please ensure your suite is accessible. Reply to reschedule."

3. Completion Template:

   "Your maintenance request [#] has been completed. Work performed: [DESCRIPTION]. Questions? Contact us at [PHONE]."

Tenant Sign-Off (Optional)

• Digital confirmation that work was completed satisfactorily
• 5-star rating system for tracking service quality
• Comment field for feedback
• Auto-close ticket if no response within 72 hours

6.4 Vendor/Contractor Management

Preferred Vendor List

Work Order Assignment

Cost Tracking Per Ticket

6.5 Reporting and Analytics

Annual Maintenance Summary

Sample Annual Report Metrics

ANNUAL MAINTENANCE SUMMARY - 2027

Total Tickets: 156
- Emergency: 12 (7.7%)
- Urgent: 38 (24.4%)
- Standard: 106 (67.9%)

SLA Compliance: 94.2%
- Emergency: 100% (12/12)
- Urgent: 92.1% (35/38)
- Standard: 94.3% (100/106)

Average Resolution Time:
- Emergency: 2.3 hours
- Urgent: 18.4 hours
- Standard: 3.2 business days

Total Cost: $8,450
- HVAC: $3,200 (37.9%)
- Plumbing: $2,100 (24.9%)
- Electrical: $1,400 (16.6%)
- General: $1,750 (20.7%)

Cost per Suite: $469/year

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7. Budget Summary

7.1 Estimated Monthly Software Costs

Based on industry research and vendor information (Phase 11 Research):

Recommended budget for SBA plan: $150-250/month for property management software

7.2 Manual Alternative Comparison

Without property management software, the following manual processes would be required:

Time savings value: At $50/hour owner time = $1,000-1,550/month saved

7.3 ROI Justification for SBA Business Plan

Investment: $150-250/month Return: 20-31 hours saved + reduced errors + improved tenant retention Payback: Immediate (time savings alone exceed cost)

7.4 Total Technology Budget (PM Software Only)

*Payment processing fees depend on volume and payment method mix (ACH vs credit card)

Note: Access control, cameras, networking, and VOIP covered in separate Phase 11 plans (11-02, 11-03).

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8. Next Steps

Immediate Actions (Site Selection Phase)

1. Request Demos:

   • Salon Suite Solutions: https://www.salonsuitesolutions.com/
   • Suite Manager: https://www.suite-manager.com/

2. Prepare Demo Questions:

   • Use Section 4.2 validation checklist
   • Request pricing quote for 18-unit facility
   • Ask about access control integration options
   • Verify weekly rent and SLA tracking capabilities

3. Evaluate Innago as Fallback:

   • Create free account at https://www.innago.com/
   • Test weekly rent configuration
   • Assess manual workaround burden

Decision Timeline

• Demo Phase: During site selection (before lease commitment)
• Selection: Before lease signing
• Setup: Align with 18-week build-out timeline (Phase 9)
• Go-Live: Opening day

Vendor Contact Points

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Document Complete Version: 2.0 Phase: 11-technology-stack Plan: 11-01 Tasks: 3/3 Complete