Propra makes it simple to manage and post management fees for properties and owners, offering flexible options to suit your specific needs. Whether you charge a percentage-based fee, a per-unit fee, a flat fee, or a combination, Propra streamlines the process by automatically calculating the correct charges based on your settings. Once the fees are calculated, Propra records the appropriate accounts payable entry, ensuring accuracy and efficiency in your accounting process.
Setting Up Management Fees Prior to Charging
Before running your management fee task, it’s important to ensure that your fee settings are configured correctly. This guide walks you through how to set up percentage-based or flat-rate management fees so your charges calculate accurately when applied.
1. Configure Your Management Fee Settings
To begin:
Go to Account Settings
Select Accounting
Click Accounting Tasks
Here, you’ll choose how your management fees will be calculated. You have two options:
Option 1: Charge Based on Revenue Collected
This option calculates management fees only on funds that have been paid to the property.
Fees are created after the rent or charge has been marked as collected.
Ideal when you only want to charge the owner once money has actually been received.
Option 2: Charge Based on Revenue Charged
This option calculates management fees as soon as charges are posted, even if they have not yet been paid.
In addition to rent, you can include other recurring monthly charges such as:
Pet fees
Admin fees
Utilities
Storage
Parking
These fees can be set up in the lease and unit settings, and the system will include them when calculating the management fee percentage.
2. Add Management Fee Details to the Owner
You can apply your management fee setup when:
Creating a new owner during property creation, or
Adding a new owner directly from the Owners page.
When entering owner details, you will be asked to specify the management fee structure:
Fee Amount per Unit
A fixed dollar amount charged per unit every billing cycle.
Example: $50 per month
Fee Rate (% Rate)
A percentage-based fee charged on the revenue collected or charged (depending on your earlier setting).
Example: 8% of rent collected.
This is the most commonly used management fee model.
Flat Fee Amount
A single fixed fee charged per property, regardless of unit count or revenue.
Example: $150 per month
3. Setting a Default Fee Structure for All Properties under One Owner
Instead of managing fees at each asset level, you can also set a default management fee structure for an entire owner portfolio.
This means every property under that owner will automatically use the same fee settings.
For example, you can set:
$100 per unit plus
2% of revenue collected (or charged)
This default structure will apply to all properties owned by that owner, unless you choose to override it for a specific asset.
To set or update an owner-level default:
Go to the Owners page
Open the owner’s Financial tab
Select the pencil icon
Update the accounting details
All linked properties will automatically follow these defaults unless individually edited.
4. Editing Management Fee Settings for an Existing Owner
If you need to adjust the fees later, you can:
Go to the Owners portfolio.
Select the three-dot menu on the relevant asset.
Choose Edit.
From here, you can update any fee values, switch between percentage-based or flat-rate fees, or modify unit-level fees as needed. You can also add a reserve amount and your owner contract dates.
5. Creating and Posting Management Fees
Once your management fee settings are in place, you’re ready to generate and post your fees each month. This can be done manually or automatically depending on your workflow.
Accessing the Management Fee Task
Go to Accounting → Tasks
Locate the Management Fee task
Select the three-dot menu to edit:
Settings (choosing which accounts the fees post to)
Recurring
Setting the Task to Run Automatically
If you choose the Recurring option, you can set the management fee task to run automatically each month on a date you choose.
On the selected date:
The task will run automatically
Management fees will be generated and appear in your Payables page
You can then post them as paid once you’ve transferred funds from your property operating account to your property management account, or
Process the payments directly if you are using AutoPay to transfer funds
Recurring management fees help ensure that your monthly billing is consistent and not dependent on manual processing.
When you set up the management fee to be recurring an amber clock icon will appear on the task.
Running a Management Fee Batch Manually
You can also manually generate management fees:
Click on the Management Fee task
Choose:
Posting Date
Which properties you want to charge
Bill Due Date
The system will generate a list of all calculated management fees
This list shows:
Fee amount
GST/HST
Total Fee
Reviewing and Adjusting Before Posting
Once the list is generated:
Review all amounts carefully
If you need to make changes, we recommend opening a second browser window so you can view and adjust settings without losing your batch list
Possible adjustments may include:
Updating an owner’s fee percentage or rate
Correcting posted rent amounts
Modifying revenue categories included in the calculation
After adjustments, you can regenerate the batch.
Posting the Management Fees
When all fees look correct:
Select Post Management Fees
This will create the management fee bills in your Payables table
From there:
Go to Payables
Select the management fee bills you want to mark as paid
Use the checkbox on the left-hand side for each bill
Click Post in the top right
Confirm the Payment Date
Choose the Payment Type
Select Post to complete the entry
This final step records the movement of funds from the property operating account into your property management bank account, ensuring accurate trust accounting.
A PDF bill for the management fee will be automatically generated in the owner's portal under their property's expense tab.
From there they can download the bill by clicking on the paperclip icon. Here is an example of a management fee bill:
