Properties and units are at the core of how information is used and communicated within Propra. Follow the steps or watch the video below to learn how to enter new properties and create new units.
Step 1: Add the Property
Go to Properties in your Propra dashboard.
Select + Add Property.
Fill in the property details:
Buildings – This refers to how many buildings are on the property. For example:
A single-family home = 1 building
An apartment complex with two towers = 2 buildings
A townhouse row with 5 addresses = 5 buildings
Property Name – This is what you’ll see when searching for the property in Propra. You can use the address (e.g., 1320 Maple Street) or, if the property has a name, use that (e.g., The Emerald).
Reference Code – Enter your internal reference code for this property (if you use one).
Phone Number – If left blank, this will default to your company number. Any number entered here will be displayed as the property contact.
Street Address – The full address of the property.
Image – Uploading an image of the property helps you visually identify it in your portfolio and also displays on your public listing when a campaign is created.
Legal Description – Include the legal land description for the property (lot, block, plan, etc.).
Property Type – Choose from:
Condo
Commercial
Non-Profit
Rental – For all residential or mixed-use rental properties.
Onsite Staff – If a specific team member or staff regularly attends to this property, you can assign them here.
Step 2: Select the Property Owner
Choose an already existing owner or create the Owner for the property.
If the entire property belongs to one owner, select them here.
If the property has multiple unit owners, skip this step for now—you’ll assign owners later when setting up individual units.
Adding an Owner
When creating a new owner, you will enter their contact information, correspondence preferences, tax settings, and management fee details.
Owner Information
Begin by entering the owner's basic information:
Owner Name
Date of Birth
Email Address
The email address entered here will become the owner's primary email address and will be used to access the Owner Portal. Once the owner has logged into their portal, they can add additional email addresses to their account.
Phone Numbers
Enter the owner's phone number(s).
If the phone number belongs directly to the owner, select Belongs To Owner.
Additional phone numbers can also be added and assigned to a relationship such as:
Spouse
Office
Fax
Other Contact
Correspondence Preference
Select how the owner prefers to receive correspondence:
Mail
Electronic
Include in Accounting
Enable Include in Accounting if the owner should be available for accounting tasks and transactions.
Owners with this option disabled will not be available for accounting-related activities.
Residential Address
Enter the owner's residential address.
If the owner resides outside of Canada:
Select Not in Canada?
Choose the appropriate country.
Complete the address information.
Non-Resident Owners
Owners with an address outside of Canada can automatically be included when processing Non-Resident Withholding Tax tasks in Accounting.
This helps ensure non-resident owners are properly identified for withholding tax calculations and reporting.
Tax and Financial Details
The Tax and Financial Details section determines how GST/HST is handled for the owner.
GST Filing Frequency determines how and when GST/HST payable entries are generated during the GST remittance process.
Selecting the correct filing frequency is important to ensure GST/HST is tracked and remitted properly for each owner.
None
Typically Used For:
Residential property owners
How It Works:
No GST payable will be generated for this owner when the GST remittance task is run.
This option should generally be used when GST/HST remittance is not applicable.
Self
Typically Used For:
Commercial property owners who remit GST/HST themselves
How It Works:
When the GST remittance task is run, a GST payable is generated if there is a GST balance as of the filing date.
The system calculates:
GST Collected
GST Paid
The net GST balance is then created as a payable directly to the owner rather than the Receiver General.
This functions similarly to an owner payout and allows the GST/HST amount to appear separately on the Income Payout Report so the owner can easily identify the amount that must be reserved for remittance.
Monthly
Typically Used For:
Commercial property owners where the management company remits GST/HST on behalf of the owner
Owners required to file monthly
How It Works:
When the GST remittance task is run, the system calculates the GST balance for the previous month, including:
GST Collected
GST Paid
If a balance exists, a payable is created to the Receiver General vendor.
Important: The Receiver General must be created as a vendor.
Example:
If GST is run with a filing date of April 30, a payable will be generated if a GST balance exists.
Quarterly
Typically Used For:
Commercial property owners where the management company remits GST/HST on behalf of the owner
Owners required to file quarterly
How It Works:
A GST payable is only generated when the filing date falls within the final month of the previous fiscal quarter based on the owner's fiscal year settings.
The system calculates:
GST Collected
GST Paid
The resulting balance is created as a payable to the Receiver General vendor.
Important: The Receiver General must be created as a vendor.
Example:
If the fiscal quarter runs from January through March, the payable will only be generated when the filing date falls within March.
Yearly
Typically Used For:
Commercial property owners where the management company remits GST/HST on behalf of the owner
Owners required to file annually
How It Works:
A GST payable is only generated when the filing date falls within the final month of the previous fiscal year based on the owner's fiscal year settings.
The system calculates:
GST Collected
GST Paid
The resulting balance is created as a payable to the Receiver General vendor.
Important: The Receiver General must be created as a vendor.
Example:
If the fiscal year runs from January through December, the payable will only be generated when the filing date falls within December.
Management Fee Settings
Select the management fee structure that applies to the owner.
Available options include:
Fee Per Unit
Percentage Fee
Flat Fee
The management fee selected here will be used as the default fee structure for properties assigned to the owner.
Asset-Specific Management Fees
Management fees can also be customized at the individual asset level.
To update the management fee for a specific property:
Open the owner's profile.
Locate the asset.
Select the Three-Dot Menu beside the asset.
Choose Update Asset.
Modify the management fee settings as needed.
This allows different properties under the same owner to have unique management fee arrangements.
Step 3: Select Financial Information
The Financial Information step is where you can set the bank accounts used for the property and add the property to any recurring accounting entries and your autopay collections
Select the bank group used for financial transactions: one for rent and other regular monthly deposits, and one for security deposits or last months rent
Select include in recurring accounting tasks if you have recurring accounting tasks set up and you wish to include this property
Step 4: Add Units
After you select Next, the system will automatically populate the number of units registered with Canada Post.
Each unit represents a door. Every property needs at least one.
If no units appear, you can manually create them by selecting Add Unit.
You can name units however you prefer: 1, 2, 3, Upper, Main, Lower, 203, 113B, etc.
If multiple units appear but you only want to keep certain ones:
Click the X next to individual units to remove them,
Or click Remove All and then manually add the number of units you want.
Once your units are added, select Create Property at the bottom of the page.
Propra charges per unit. There is a notice at the bottom of the page informing you of the additional units being added to your bill.
Step 5: For Larger Properties (100+ Units)
If you’re onboarding a large property portfolio (for example, 100+ units), Propra can help by importing your tenant and lease data for you.
This service ensures that all tenant details, lease start dates, and rent amounts are entered accurately and ready to go.
➡️ To request a data import or learn more, contact:
📧 [email protected]
Important: Billing Notice
Please note that Propra charges per unit, not per property.
Billing begins once the property and its units are created in the system.