Search Now Shows Properties & Tenants From All Owners

We've changed the way our global search (the magnifying glass icon at the top of any page) works to show properties and tenants.

Everything around 123Landlord focuses on the current owner - if you haven't set up multiple owners, it is a great way to group your properties and tenants according to their ownership, and keep reporting and data entry separate.  You can switch between owners on the fly, and see the data specific to that owner, at any time.

We realized though, that often you might want to quickly search for a property by address (or property name) or for a tenant, and you don't necessarily want to have to switch to the owner that it belongs to, just to quickly view basic info about it. Often, you might not even know off hand what owner it belongs to.  One of our users described a scenario where he would be going through received payments, and would not know which ownership groups certain properties belonged to, but he knew the addresses of the properties and wanted to quickly find a particular property.

Now, the search function at the top shows ALL properties and tenants - from all Owners.  If you pull up a tenant or property that belongs to a different owner than the one you're current set to, you'll be able to see the basic info, but it will be "grayed out" and you won't be able to go further, until you switch owners.  Also note that the owner that the property or tenant belongs to is now shown on this screen for your reference:

This way, no matter what Owner you're currently working with, you can quickly pull up any property or tenant and see what's due, basic lease info, etc. and you can quickly find out what owner you need to switch to to be able to work further with that record.

The only EXCEPTION to this is if you're a user that has been restricted to a particular owner - in your case you'll still only be able to see properties and tenants for your owner; this hasn't changed.

Happy Holidays,

Fine Tune the Return Address on Your Invoices & Receipts

The default setting for the return address in the header of the Invoice and Receipt document in 123Landlord is to display the billing account info.  That is, the company name, address, city, state, post code, etc. for the user that is tied to the account that initially set up the 123Landlord account.

We realized through user feedback that this might not always be the case, and users should have the ability to customize and control how the header on the invoice and receipt reports appear.  So we've done just that.

Now, when you click either Generate Invoice (on the Payments Due list screen) or Generate Receipt (on the payment history list screen), the familiar Invoice/Receipt Options popup screen appears, but now it is an extra option for "Return Address".

Clicking the "Change how the Return Address on invoices & receipts appears" link will show another popup box:

Here, you can select the "Use the Field Values Below" option and enter in the information that should appear on your invoices and receipts.

You can change this info at any time (it will be saved when you click Save & Close) and you can always revert back to the default billing account info by choosing "Use My Billing Account Info".

Auto-Fill Your PDF Files with 123Landlord Data

While 123Landlord has a pretty good document builder that will auto-fill with data fields from the system, this only works with HTML documents that you create in the system from scratch, or ones you're able to meticulously copy & paste into the editor from an existing file.  A lot of users have asked us for the ability to auto-fill existing PDF files with 123Landlord data.  Today, we're announcing the new feature to let you do just that!

Here's how it works:

The first thing you'll notice is that the 'Documents' tab has been renamed 'Documents & PDFs' - when you hover your mouse over it, you'll see the two areas (Letters & Forms, and PDFs!).

The letters and forms area is the old html documents area.  The PDFs page is new - select that:

The PDF Files page shows a list of PDF files you've uploaded, but your list is likely empty, so you'll need to upload some.  Click the "Upload PDF" button to do so, and select the PDF you want to work with:

Specify the type of data the PDF should be able to merge with (most likely you'll choose Lease, since it has the most flexibility), enter an optional comment for the file, and click Upload.

Once the file has uploaded, it will appear on the PDFs list page above, and now you have some options:

The Preview button simply shows a thumbnail image of the first page of the PDF, for reference.

To set up the database fields you want linked in the PDF, click Edit Data Fields and you're taken to the edit page:

You can specify the font that is applied to the auto-filled text (current choices are Arial, Times New Roman, and Courier) - this lets you match the same font in the PDF.

To add field matches, you can either add a standard database field or a custom field.

To add a standard database field, click "Add Database Field" - this allows you to point a field # in the PDF to a database field in 123Landlord.  You can refer to the field legend, which shows all pages of the PDF, with the fields identified by number in yellow.

To add a custom field, click "Add Custom Field" - you can then link up a PDF field # with a combination of fields, formatted how you like, or your own custom text.  For example, you could combine the tenant name and address into one line, or add something like "Property Name: [LPName]", which would add the words "Property Name: " followed by the name of the property.  These custom fields allow you a bit more flexibility when adding data fields to the pdf.

To see a list of available database fields you can use in the custom value boxes, click "Show Field Reference".

Once you've added all of the field mappings you need to click "Save Fields & Close", which will save your field mappings and bring you back to the pdfs list, where you can generate and print it for one or many tenant/lease/property records - just click the select/highlight it first, and then click Print/Email PDF.

When you're generating the auto-filled PDF to print or email, 123Landlord will create it as a downloadable file.  If you selected just one tenant/property/lease for the pdf (or none - which is a blank file), it will appear as a single .pdf file.  If you've selected more than one record, it will download as an archive file (.zip) containing a PDF file for each record you've chosen.

Special notes:  currently only text fields are supported.  Fields (in the PDF) that are selector boxes, radio buttons, or check boxes are not supported yet.  Also, when the PDF you're trying to work with has lots of fields together in one place, the numbers in yellow may appear jumbled, and you might have to do a little trial & error to get the right field - this is often true about complex tables and advanced forms, etc.

It should be mentioned that this auto-fill mechanism is designed to allow you to quickly map commonly used fields to PDF files, so you don't have always manually add these things before you print.  This is intended for general fields like your company name, address, tenant and property information, basic lease data, etc.  Each PDF form is of course different and expects information in its own way - it would be impossibly complex to be able to auto-fill data perfectly for every PDF file and scenario, but we feel this is a good starting point and as we get more feedback on this feature, we will of course refine it.

Move a Property From One Owner to Another

Many users have asked for the ability to move properties from one owner to a different owner.  Often this comes as a result of entering the property incorrectly under the wrong owner, or realizing that you entered a lot of properties and tenants under the catch-all "None" setting, and now want to split them up into separate ownership.

Previously you had to switch the "current" owner to the owner you want to work with, and re-enter your properties and tenants, and delete them from the old owner.  This was a bit tedious, so we decided to implement a feature where you can easily move properties from owner to owner.

This is now accessible on the Properties list page ( - click a property row to expand it, and then select the 'Move This Property to a Different Owner' button (third icon on the right below):

There are a couple of things worth pointing out here.  Once you click the Move Owners button, you'll be prompted to select the new owner for the property:

You'll only be able to see and select from the owners that you have already been given access to.  If your admin person has only assigned to you one owner, it is likely that you'll only see this one owner, and you won't be able to move records to other owners.  You'll need a user who has access to all owners to login and perform this task.

Once you've selected an owner to move to though, you'll be prompted one last time to confirm.  You should note the following:

- You're moving a Property record, but if the property has an associated lease in the system, this also will move to the new owner.  This means that the Tenant associated with the lease will move also.

- Secondary tenants that have leases of their own (even closed or expired leases) will NOT move over - these must be moved manually.

- Any associated payments, payments due, or accounting entries tied to the property or its lease will also move.

- Any work orders (open, pending, or closed) that are linked to this property will also move.

- If the Property is linked to a Building record, the building will also move ONLY IF that building does not have any other properties linked to it.  If there are other properties tied to the building, it will not move over to the new owner.  The property you're moving will not be linked to any Building, and it will up to you to create a building record for the new owner, and make the link on the property manually.

Restrict Access to Specific Owner Data Only

We've often been asked for a way to restrict access to tenant and property data to certain owners only.  This is great when you want to give owners the ability to log in (as a Viewer user, for example) but only want them to see information pertaining to their own properties only.

So here it is, found on the Admin page (Users tab) - very simple:

Here, you can edit an existing user, or create a new user, and you will see a new drop down box containing a list of all your Owner categories.  You can allow access to all Owners (the default), or specify a single owner.  When this user logs in, he/she will only see data for this Owner, and cannot change to another owner.  If you've specified the user as a "Viewer", he/she will not be able to make changes either, which is great for allowing access to individuals outside your company (for example, the actual owners of the properties you manage!)

Right now we're giving you the choice of either all owners, or one specific one - there isn't a way to specify access to multiple owner data yet.

More User Requested Features

Today, two great features added as a result of suggestions from our user community. The first, submitted by Sal C from New York and the second from Brian G in Louisiana.


Email Notifications When a Tenant Submits a Work Order Request

We've added an additional checkbox to your Settings screen that allows you to receive an email when a tenant creates a work order or maintenance request on the tenant portal.  Obviously you must have also activated the tenant portal link for the tenant to be able to request service, but now - you'll not only see the Work Order appear on your dashboard, but you'll also receive an email with the details, and a handy link to jump right to the work order record in 123Landlord.

Thanks Sal!

Additional Owner Field - Reserve Amount

Often our users hold a reserve fund for each owner that can be used for emergency purposes or unexpected expenses and costs.  This field is purely informational, and isn't tied to any income or expense functionality in the system, but is just a handy place to keep track of how much you have in reserve for each owner.

Thanks Brian!

Big Update! Control User Access with Role Permissions

New Update: User Roles

Many of you have asked for a way to limit certain areas of 123Landlord for specific users.  We've just implemented a balanced way to achieve this without getting too complex.

We've added the following user types, or roles to the system:

As shown above, Viewer users can only see information, but cannot change or delete it.  Editors can change information, but not delete it.  Normal users can do everything except Admin functions, which of course Admin users can do.

The role assigned to each user can only be changed by admin users, on the Admin screen.  It should be noted that this changes the behavior of admin users a bit - before now, admin users could not add/edit/delete other users; only the user tied to the billing account could do that.  Now, however, admin users can manage user accounts freely.

Also Fixed: Property Detail Report

We've also fixed the Property Detail report - previously this report was incomplete and did not show many aspects of the property record, including photos.  Now, photos and the other property information have been added, and we've remove the work order section for this report - this is redundant as the work order history for the property can easily be generated using the work order reports and printed separately.

View Property Addresses on Google Maps

We just added a link on the 123Landlord Property Details page to allow you to view a property's address in Google Maps


Invoices & Receipts Now Envelope-Friendly

A request from a user recently came in to re-format the invoice and receipt reports to make them fit better into #9 and #10 envelopes with single and double windows.  This was a great feature and would benefit all our users, so we did it - just fold and stuff:

Flag Rental Payments as Fully Paid

Today we added a great new feature - it's very simple, but very powerful.

Let's say you have a tenant that pays (for example) $1200 per month to rent one of your properties, but this month he/she can only pay $1100, and you decide this is acceptable.  The system would (up until now) still expect the remaining $100 to be paid, and this would show as an outstanding balance on all related screens.

Or, let's say your particular jurisdiction doesn't permit you to collect late fees, but you operate based on a discount basis - that is, you offer a discount if the tenant pays on time, but the full amount is due otherwise.  You would want to be able to collect an amount less than normal, or less than what is technically on the lease.

Now these scenarios can be accomodated.  We've added a feature were you can flag a rental payment period (due date) as fully paid, which means the system will no longer expect rent due from that tenant for that period.  This effectively allows you to say "with this payment, I'm satisfied for this period - stop calculating rent due".  It also works for discount scenarios because you can say "the lease expects $1200 every month, but this time the tenant paid on time, collect only $1100 and call it done".

Effectively, under the hood, the system does this by modifying the amount owed for that particular due date to what has already been collected for that due date, plus what you're collecting right now.  Using the example above:

$1200 is normally due.  You've already collected two payments - $400 and $500, so three hundred is still due.  Today you received another check for $200 - great, now we're at $1100.  You decide this is ok; let's call it even.  So the rent that is "expected" by the system for that tenant and for that due date only gets changed to $1100, and everything balances.

Previously, you could have accomplished the same thing by manually going into the Lease screen where you can edit the options for the lease, and modifying that particular due date (see Lease Overrides) to expect $1100, and then collecting your payment.  Today though, this feature is added as a checkbox on the Collect Payment screen to simply do it automatically as you're collecting the payment, which makes things a little easier and more intuitive.

NOTE: This feature is currently limited to rental payments only (type "Rent") - this is not currently available for other fixed or recurring charges on the lease; the system will still expect these payments to be received in full.

However, late fees can be still be flagged as complete by using the "This payment satisfies the late fee" box - which tells the system to not continue to charge late fees for the due date.


Also in this update: We fixed an issue with the Payment History tab not using the Include/Hide Closed Leases selector.

Receive Work Orders & Maintenance Requests From Your Tenants Automatically

Today we added the ability for you to set up a "tenant portal" where your tenants can send you maintenance requests, and you will receive these automatically in 123Landlord as new open work orders.  The work orders will appear with the tenant's property (if they are leasing), the description and comments about the request, and the tenant's name and email address.

You can set up a unique tenant portal link for all of your tenants, or just some.  Each tenant has his/her own link, which you can activate and de-activate as you like.

(Note: in the future we will add more functionality to this tenant portal page, such as the ability for tenants to view their balance online, pay you directly online, and so on - but right now this portal page only allows tenants to create these maintenance requests)

To set up the portal links, click the Services button at the top of any page:

The first tab of the Services page is "Tenant Portal" which displays a list of all your tenants for the currently selected owner.

To activate a portal link, click the "Activate" button. Note the the Tenant must have an email address on file to do so.  If you need to, you can go the tenant detail page and add an email address for the tenant.  Just be sure to refresh the Services page when you return to it.

When you activate the link, it appears below the tenant's name.  A "Send Portal Link" button also appears.

The link is what your tenants need to be able to send maintenance requests.  This link is for that one tenant only.  Send it to him or her via email and when they click on it, it will be personalized to him/her. 

The "Send Portal Link" button allows you to quickly send an email containing the link to the tenant.  If you need more customization of the email, create your own email using your email software and simply copy & paste the link in.

The portal links take the tenant to a page on (outside of the secured login area where they can complete and submit a request for service:

Maintenance requests sent in by tenants will appear on the Work Orders page, indicated by a "Submitted by Tenant" icon. All work orders submitted by tenants are set to 7 days after the date they are submitted, but you are free to edit the work order and assign your own due dates.

Collecting Payments Now Comes With 'Quick' Pay Widget

When you've got a lot of payments to collect and process, it can be time consuming to click the Pay button, which takes you to the Collect Payment page, process the payment, and click 'back' to got back to the payments due list, and repeat.

Now, when you click the 'Pay' button on any entry in the Payments Due list, a "quick pay" widget is displayed, where you can enter the payment directly where you are. 

The most basic options for the payment are displayed - you can modify the date the payment was received, the amount received, and the method of payment. 

You can also add a comment.  You can then post the payment immediately, and move on the next payment due.  This will help you move through many payments much quicker than previously.

If you want to configure the accounting entries that the payment gets applied to, or change more details about the payment, you can click the 'More Payment Options' link, which takes you to the full payment page where you can make these changes before you save the payment.  Note that this link takes you to the Collect Payment page that you were taken to prior to this most recent update to  This page is still available from this link, and is always available from the Payments --> Collect a Payment link (at the top toolbar), and elsewhere in the system.

New Work Order Reports and Profit / Loss report

We've just added the following items to 123Landlord:

  • Added Work Order reports (open/pending/closed)
  • Added Profit & Loss summary report, showing p & l each month for a specified period, filterable by bldg, property, tenant, etc.
  • Also added Profit & Loss details report, showing p & l broken out by account type (income & expense account codes).
  • Fixed errors on Accounting Entry reports (grouping)
  • Tweaks to Archived Accounting entries user interface
  • Tweaks and improvements to Lease and Collect Payment screens

Now Supporting Recurring "Other/Non-Rent" Charges

Previously, leases supported "other" non-rent charges in the most basic sense - users could add these charges to the lease, but they were informational only and did not cause these types of payments to become due in the system.  Only Rent and Late Fees would show up as late, and you had to remember to collect your other types of payments on your own.  Until now!

Now, with the August 23 update, supports all of your recurring non-rent charges fully in the following ways and areas:

  • On the "Payments Due" screen, all non-rent charges will appear as due.  If you have already collected payments with the right payment type and for the right due date, the system will consider them paid (which it should) and these charges will not appear here.  To clear these charges, you should collect these payments with the correct due date and the same payment type as the charge type.  If you do not wish to collect these payments, and you do not want them to appear due and/or late, you should edit the lease and remove them.

  • On the Tenant Detail screen, on the 'Charges & Balance' tab, there is a new "Other Charges" table that shows all of the non-rent charges that have accrued, as well as any payments collected.  Note that you can see the payments by expanding the ro w for each charge.

  • On the "Rent Roll" reports, these types of charges and payments now appear.

  • On the tenants and properties list pages, the "Balance" amount will now include other charges.

Please note that you need to have added one or more recurring charges to a lease for these payments to accrue.  You can see the Other Charges tab on the Lease edit screen for any lease you've set up in the system.

NOTE ALSO:  Currently only the recurring charges are calculated - these are the charges that are set up on the lease screen as recurring "each time rent is due".  The charges that are due "at the start" or "at the end" of the lease are currently not included - these will be added shortly.  UPDATE:  Both recurring and fixed charges will now be calculated.  On the tenant detail screen (Charges tab) you will see Rent & Late Fees in one table, Recurring Other Charges in the next table, and Fixed Other Charges in the last table. | Web-Based Property Management Software | New Update

A new update today was published - this update contains various improvements and fixes, most notably:

- A "Common Files" tab was added to the Account screen.  This is intended to be a place where you can add common documents and file attachments that you need quick access to frequently, and should be accessible by all users on your account.  This is a good place for forms, applications, leases, or any other files that you print or access often.

- Secondary tenants and Comments now appear on Tenant and Property lists.

Secondary Tenants now appear here - click the arrow to expand the tenant row...

Comments now appear in a panel under the Tenant/Lease details...

And secondary tenants appear with links to their respective tenant detail screens.

- Fixed issues with the Property Detail report.

- Fixed issues with the Work Order details screens.

Archiving Rental Payments

Better Organization - Now You Can File Away Payments

We just added the ability to archive payments - as time goes on, your Payment History will start to appear rather cluttered, especially if you have your date range filter to set to "All".  Now, though, you can file away these payments and essentially hide them from the main payment history view.  We call it "archiving".  Everything about the payment stays the same, it is just flagged into a different list - the "Archived Payments" page.

The toolbar now contains a link to this page, where all archived payments will reside.


To actually archive a payment, make sure you're on the main Payment History page first - the page you normally visit to see your recorded payments. You'll now notice at the bottom of this page there are two new buttons - Archive and Delete.



To do an archive, first you must select (check the box) one or more payments.  Then click the Archive button.  The entries you've selected will now appear on the archive page.  To un-archive them, go to the Archived Payments page, select the checkbox for the payment, and click Unarchive.

The new red Delete button allows you to delete more than one payment at a time.  You can still use the red X button next to each payment to delete a single one - this just gives you a way to delete more than one without having to click all those X's!

Late Fees Now Appearing On Current Balances

Late Fees Will Now Display as Separate Line Items

Up until now, the current balances screen only showed outstanding rent.  The only way you could see the full tenant balance, including late fees, was to view each tenant's detail page individually, and look at the Statement of Charges tab.

Now, we've integrated Late Fees into all current balance screens as separate line items.  These also appear on the Dashboard late payments list (we've renamed it from Late "Rent" to Late "Payments" to better represent what this is now) and the late payment counts on the far left.

This also means that the amount that you see on the Tenants list page as "Due", and the totals on the Current Balances page, will better match the Statement of Charges tab (on the Details page) and will be much more accurate and comprehensive.

You can collect the Late Fee payment separately, or together with the Rent payment (as you could before this update).  As always, make sure that if you don't want the late fee to continue to calculate (this is especially important for late fees that are based on the number of days late) you should check the box labelled "This payment satisfies the late fee (stops calculating late fees for this due date)"

Other Updates today:

- Added the company logo to the Invoice and Receipt

- Fix issue with the Dashboard not refreshing when the current owner is changed.

New Feature - Lease Overrides

We've added a new feature to the Edit Lease screen now, which we're calling Lease Overrides.

For all intents & purposes you won't see a drastic difference in the lease edit screen.  You will now notice, though, that for existing leases the Payment Schedule is permanently visible and each payment due date and amount is a hyperlink that you can click:

Clicking on a hyperlink will display the Edit Due Date & Amount window which will let you override the due date for the payment, or the amount due for that period, or both!

You can select a new date, and override the amount due for rent.  This affects only the selected due date.

The benefit of this is that you can customize your lease to include specialized due dates and amounts, and not be limited what's auto-generated based off the start/end dates and the frequency of your rent (monthly/bi-weekly/etc).  You can adjust dates to account for holidays, weekends, or other special cases. You can also adjust your rent within the lease up or down, however you see fit.


Your overrides will appear in green as you edit them. Make sure you click SAVE at the top of the lease screen to make your changes permanent!

Import Tenants from your Website

Import Applicants Into 123Landlord From Your Website

Today we added the ability for the system to generate HTML form code that, when placed in your own website, will allow you to import prospective tenants into the system from your site. These records will get added as "applicants".  You can customize the import form's fields, make it specific to a particular owner (if you use multiple owners in the system), and add an email notification when a new tenant registers.

This feature is located under a new button at the top of the screen we've called "Services":

Clicking this button will display the Web Services screen:

You can specify the fields you want for your web form by checking their boxes.  If you would like your website's visitor to be redirected to a certain page after submitting the contact form, enter the URL as well. You can elect to receive an email notification whenever a tenant submits the form.

By selecting the owner from the drop down list, you ensure that any applicant records that are added to 123Landlord as a result of a user completing the contact form are specific to that owner only.

Click the Generate HTML Form button, and your form code appears in the panel on the right side of the screen. You can copy and paste this HTML into your website and it will display as a contact form - you can style or customize the form however you like - just make sure to keep the form field names and the POST url intact for the import process to function properly.


Other fixes:

- Fixed an issue where certain Basic plan users were not able to add properties and tenants - the system was complaining about it being "over the plan limit".  Notified Basic users via email about this.


- Various other look & feel improvements.

Upload Tenant Files & Documents

Upload & Manage Tenant Related Files

Today we added the ability to upload and manage files for each tenant.  Supports Word, RTF, PDF, Image, Excel, etc.  This is very useful for instances where you want to store documents like scanned/signed lease agreements, application forms, or other important documents in a very accessible place.

This is accessible on the Tenant Details screen for any tenant.  You can upload / delete files and edit the comments for each.




Other Updates:

- Fixed some issues with accounting periods and accounting codes

- Added Smoking (Yes/No) field on the Tenant details screen

- Added Telephone field to the Tenant References section

Update: New Landlord Form Templates

Another update - here's what new or modified:

- Added Templates to the Documents page.

- Added a 'Preview' option to quickly view documents.

- Added additional document fields

- Fixed error adding new properties with incorrectly entered square footage values.

New Property Types

Quick update today - a user has requested that we add two new floor types: Laminate, and Cork, as well as a new Property type: Basement Suite.



Update: New Property Screen Features Added

We've just released some updates to the Property screens - the following items have been added or changed:

  • Added Layout section to Property Detail - now contains Square Feet, # Bed, # Bath, Year Built
  • Added Features & Amenities section to Property Detail - contains a features browser to quickly select features of property + add your own custom ones.
  • Added Default Rent, Default Deposit, and Default Application Fee to global Settings screen.
  • Added Default Rent, Default Deposit, and Default Application Fee to Property Detail page - these are populated from the Settings on new properties, but can be overridden at the property level. These fields are intended to be used in web listings when the listing is advertised, allowing the terms of the current lease on the property to be separate from the advertised or standard rent rates, deposit amounts, etc.
  • Also added Available Date to Property Detail screen.
  • Added a Listing Description area, which is also intended to be used in conjunction with web listings - this is the promotional text used to describe the property to prospective tenants/applicants, and is now able to be separate from the Comments area, which should be used for more internal day-to-day notes about the property.