Properties and units are the foundation of everything in Propra. Leases, tenants, owner statements, requests and listings all hang off them, so getting a property set up correctly saves time later. This guide walks through the full Add Property wizard using a real example: a 3-bedroom townhome at 48 Balladry Boulevard in Stratford, Ontario.
Video: [Synthesia video will be embedded here]
Before you start
You need an Admin role to add properties.
Have the address, legal description, owner details and a photo of the property ready.
Propra bills per unit, so only create the units you actually manage.
Step 1: Define the property
Go to Properties and click Add Property.
Choose how many buildings are on the property, then click Next.
A single home or one townhouse = 1 building.
A complex with two towers = 2 buildings.
Fill in the property details:
Image – click the building icon to upload a photo. It helps you spot the property quickly and is used on public listings.
Property Name – what you will search for in Propra. Use the address (e.g. 48 Balladry Boulevard) or the building's name.
Street – start typing and pick the address from the suggestions. City, province, postal code and time zone fill in automatically. Once selected, confirm the Google Map pin is in the correct location. The Propra mobile apps include a Maps button that gives team members turn-by-turn directions to the property — an incorrect pin will send them to the wrong address.
Reference Code – your internal code, if you use one (e.g. STR-048).
Phone Number – leave blank to use your company number.
Property Type – This setting controls how the property behaves across the entire system. Choose the right one from the start:
Rental – standard residential rental. The most common choice for homes, suites, apartments and townhouses.
Commercial – automatically calculates tax on rent and invoices and enables commercial rental automations throughout the system. Select this for any commercial lease.
Condo – only select this if you are managing the property on behalf of a condo or strata corporation. Condo properties are excluded from income payouts and unlock condo-specific workflows such as condo fees and unit factors.
Non-Profit – for non-profit housing organizations.
Onsite Staff – a team member who regularly attends the property.
Teams – add the property to your team so team members can see it right away. If you skip this, team members won't see the property until a team is edited to include it.
Legal Description – lot, block and plan (or unit and plan for condos).
Click Next: Select Owner.
Step 2: Select or create the owner
Pick an existing owner or click Add New Owner. If each unit has a different owner (for example a condo building), you can skip this and set owners on the units later.
When adding a new owner:
Name, date of birth and email – press Enter after the email. The primary email is the owner's portal login.
Phone – press Enter, then choose whether it belongs to the owner or a relationship (spouse, office, etc.).
Include in Accounting – turn this on so the owner can be paid and appear on statements.
Address – if the owner lives outside Canada, click Not in Canada? and choose the country. Non-resident owners are picked up automatically for Non-Resident Withholding Tax.
Fiscal year-end and GST filing frequency – residential owners are usually None.
Management fee – per unit, percentage (with an optional minimum) or flat fee. For non-resident owners you can also set the NRT fee rate.
Click Save, make sure the owner is ticked, then click Next: Set Financial Information.
Step 3: Financial information
Bank account for operations – where rent and regular deposits go (e.g. Rent Trust).
Bank account for security deposits and money in trust – e.g. Security Trust.
Include in recurring accounting tasks – tick this if you have recurring tasks set up and want this property included.
Step 4: Lease forms
Tick any custom lease forms this property should use (for example the Ontario residential lease), or leave it blank to use your default form.
Step 5: Add units
Propra checks Canada Post for registered units at the address. Remove any you don't need, or click Add Unit to create them yourself.
Each unit is one door. Name it however you like: Main, Upper, Lower, 101.
Enter square footage, bedrooms, bathrooms and any notes.
Read the billing notice, then click Create Property.
Step 6: Finish the property details
Once the property is created, open the Property Details tab to complete the rest. Work through each section:
Build Specs
Year built, number of floors, building and construction type, exterior walls and residence type.
Amenities
Parking, pets, green space and more. Amenities display on public listings.
Utilities
Indicate which utilities are available at the property.
Suppliers
Assign the suppliers and contractors who service this property — for example the regular plumber, electrician or landscaper. Team members using the Propra mobile app can see these contacts directly from the property record, making it easy to know exactly who to call when something needs attention on site. This is especially useful for field staff who may not have access to your internal contact lists.
Floor Plans
Floor plans define the room layout of each unit and are used for inspections, listings and the mobile app. Click Create Floor Plan and choose your starting point:
Create from Scratch – build the floor plan room by room from a blank layout. Use this for a new property or when no similar property exists in your portfolio.
Create from Existing Property Floor Plan – copy the room and feature layout from another property already in Propra. This saves significant time when properties share the same floor plan, such as units in the same building or townhouses in a complex. Select the source property and floor plan, and the full section and feature list is copied over ready to adjust.
Once the floor plan editor opens, you will see sections (rooms), features and links:
Sections (Rooms)
Each row is a room or area such as Living Room, Bedroom 1 or Bathroom. If a section was carried over from a template or another property and doesn't exist in this unit — for example a Garage section when the unit has no garage — click the remove icon beside it to delete it. Keeping only the sections that actually exist in the unit ensures inspections and reports stay accurate.
Features
Expand any section to see its features — the individual items within each room, such as Flooring, Walls, Windows or Ceiling Fan. Click Add Feature to add a new item, or click an existing feature to edit its name, type and available options. Remove any feature that is not present in the unit so that inspection checklists only show what is actually there. Changes made here are reflected in every future inspection for units assigned to this floor plan.
Links
Add any external links related to the floor plan. To add a virtual tour, paste in a YouTube URL (or any other tour link) and give it a label such as Virtual Tour. The link appears on the property listing and is accessible from the property in the mobile app.
Once the floor plan is saved, assign it to one or more units from the unit settings.
Documents tab
Upload and store any files that belong to this property — inspection reports, condition disclosures, contracts, warranties, and anything else you want on record. Documents stored here are visible to team members with document access for this property. Use folders to keep things organized when there are many files.
Notes tab
Notes are internal only — they are never visible to owners, tenants or the public. Use this tab to capture anything a team member picking up the property should know: quirks about the building, history, verbal agreements, access instructions, preferred tradespeople or anything else that isn't captured elsewhere. Notes are timestamped and attributed to the team member who wrote them.
Insurance tab
Record the property's insurance policy details — insurer, policy number, coverage type, premium, expiry date and broker contact. Having this on file means any team member can quickly access the policy information if there is a claim or a tenant asks about coverage.
Assignments tab
Assignments let you link specific team members to a property. Use this to designate a dedicated property manager, leasing agent or maintenance coordinator who should be the first contact for that property and receive relevant notifications.
Photos tab
Upload marketing photos for the property here. These are used on listings and in the tenant portal. Add a caption to each photo and drag to reorder them — the first photo in the list is used as the listing thumbnail.
Troubleshooting
A team member can't see the new property – it wasn't added to their team. Edit the property or the team and add it.
The owner isn't showing in accounting – turn on Include in Accounting on the owner.
Too many units were created – deactivate the extras on the unit's menu. Remember billing is per unit.
Large portfolio (100+ units)? Contact [email protected] and we can import your data.
Examples by property type
Each of these has its own article and video (coming soon):
Rental – single home (this article)
Rental – home with an upper and lower (basement) suite
Rental – duplex
Rental – townhouse complex (multiple buildings)
Rental – apartment building with one owner
Rental – apartment with multiple units and multiple owners
Rental – mobile home property
Condo – condo corporation (with condo fees)
Commercial property
Non-Profit property