Once your Autopay application has been approved, there are a few important setup steps required before you can begin collecting rent and processing payments.
To complete these steps:
Go to Autopay
Select the Settings button
From there, you will configure your transaction types, collection settings, linked bank accounts, NSF settings, and transaction fee settings.
Step 1: Select Transaction Types
Choose which Autopay transaction types you want enabled for your account.
Collections
When enabled:
Autopay collections and required accounting entries are automatically created for the 1st of the month collection process
Collections are based on the collection types selected and the properties included
EFT payments are withdrawn from the resident’s linked bank account
Funds are settled within 5 business days, provided the payment is not returned
Payments
When enabled:
Autopay payments can be processed through the Accounting Payments page using Process Payments
EFT payments are withdrawn from the property’s linked bank account
Funds are deposited into the payee’s linked bank account within 5 business days
One-Time Deposits
When enabled:
Deposits can be processed through the Accounting Receivables page using Process Deposits
EFT payments are withdrawn from the payee’s linked bank account
Funds are deposited into the property’s linked bank account within 5 business days
One-Time Payments
When enabled:
Residents can make one-time payments from the Resident Portal
Payments can be used to cover outstanding balances
EFT payments are withdrawn from the resident’s linked bank account
Funds are deposited into the property’s linked bank account within 5 business days
Omit Historical Clearables
If this setting is toggled ON:
When a new property is added to Autopay, any existing outstanding invoices will automatically be toggled ON for Autopay collection
If this setting is toggled OFF:
Existing outstanding invoices will remain set to NOT collect when the payee activates Autopay
Step 2: Configure Collection Types
Collection Configuration controls which receivable types are automatically created during monthly collection processing.
If a collection type is disabled:
No receivables will be created for that charge type
Those charges will be skipped during collection
Available collection types include:
Rent Receivables
Condo Fee Receivables
Step 3: Link Bank Accounts
To connect a bank account:
Select Add Bank Account
Enter:
Name on the bank account (Example: Rent Trust)
Institution number
Transit number
Account number
After entering the bank details, select Next.
Step 4: Add or Create a Bank Group
After selecting Next, you can:
Select an existing bank group
Or create a new bank group
Creating a New Bank Group
If creating a new bank group, you will need to:
Enter the GL account for the bank account
Example:
Operating Account
Security Deposit Trust Account
Select the properties and owners included in the bank group
Important Note About Property Lists
The default list only shows:
Properties with journal entries
If you do not see the property or owner you need:
Select Show All Properties/Owners
This will display all available properties and owners.
Finalizing the Bank Group
Once the correct properties and owners are selected:
Select Add Reconciliation Group and Bank
The bank account and bank group will then appear under the Linked Bank Accounts tab.
Understanding Bank Groups
A bank group determines which properties are associated with a specific bank account.
Example Scenarios
Condo or Strata Properties
Some properties, such as condos or strata corporations, may have their own dedicated bank account.
In this case:
That property would be assigned to its own bank group
Shared Rent Trust Accounts
You may also have:
One Rent Trust account used for multiple properties
This account may be used for:
Rent collections
Management fee withdrawals
Vendor payments
When properties are assigned to a bank group:
Autopay pulls and deposits funds using the linked bank account for those properties
Best Practice: Use a Rent Trust Account
In most property management situations, using a Rent Trust account is considered both:
A best practice
A regulatory requirement
This is because:
The funds belong to the property owners, not the management company
Keeping trust funds separate from your business operating account:
Protects owner funds
Simplifies accounting
Makes monthly bank reconciliations easier
Provides better financial separation if issues occur with the business
Default Bank Accounts
You may notice your corporate or business bank account is marked as the default account.
This means:
Any property not assigned to a bank group will settle funds into that default account
To change the default account:
Go to the linked bank accounts list
Select the three-dot menu
Choose the option to set the account as the default
Editing Bank Details
If bank account information needs to be updated:
Select the pencil icon
Make the necessary changes by double clicking on the field
Select the floppy disk icon to save
Step 5: Configure NSF Settings
Next, configure how NSF payments should be handled.
You can choose to:
Automatically charge tenants NSF fees
Or not charge NSF fees automatically
You can also set the NSF charge amount.
When enabled:
Propra automatically creates an NSF invoice as soon as an Autopay transaction returns NSF
Step 6: Configure Transaction Fees and Invoice Payments
Finally, configure how transaction fees are handled.
You will select:
The expense account where company transaction fees should be posted
You can also choose whether transaction fees are:
Withdrawn from the linked bank account (this means that the Autopay fees come out of the bank account where the settlement is going)
Or charged to the default bank account selected in Autopay settings
