Build the property record.
Set the owner, country-specific address and timezone. Add units, tenant profiles and tenancy dates, then invite the people who need portal access.
PROPERTY LEDGER PROFESSIONAL • HOSTED OR SELF HOSTED
Rental properties.
Clear records.
One organized ledger.
Bring properties, units, tenants, rent balances and financial records together. Record income and expenses, prepare branded receipts and reports, and keep documents connected to the right property. Choose Hosted or Self Hosted for your rental portfolio.
FOR LANDLORDS, RENTAL PORTFOLIOS & PROPERTY AGENCIES
PROPERTIES ✦ TENANTS ✦ RENT & PAYMENTS ✦ REPORTS
A DEDICATED PROPERTY MANAGEMENT SYSTEMKnow the property.
Know the property.
Understand the financial picture.
Property Ledger Professional is a separate web application in the Case Files Professional product family. Its landlord, tenant and financial workflows are designed for rental operations, with the same core tools available in Hosted and Self Hosted editions.
Separate what is due from what was paid.
Create rent charges, record collections and expenses, review a draft and post it when correct. Follow balances with a ledger that retains original and converted amounts.
Prepare a professional record.
Create branded report and receipt snapshots. Print, prepare PDF or Word files, and queue receipt emails with delivery history available for review.
INSIDE PROPERTY LEDGER
Your portfolio, people and property records.
Edited application previews use fictional agencies, properties, tenants and financial examples. Browser controls and the Windows taskbar have been removed. Select a preview for a larger view.
Portfolio dashboard
Fictional portfolio totals and sample property directory.Agency and landlord organization
Generic agency names and example landlord/property counts.Property, units and tenants
Fictional building, units and tenant contact details.WHO PROPERTY LEDGER SERVES
For landlords and the teams behind their properties.
Independent owners, single-family rental portfolios, multi-unit buildings and property agencies can organize rental records around the right ownership and access structure.
Explore landlord & property manager workflows ↗PROPERTY & TENANT MANAGEMENT
Keep ownership, occupancy and access clear.
Properties and units
Maintain property names, approved countries, formatted addresses, building details and local timezones. Add unit labels, bedrooms, bathrooms and notes for multi-unit properties, or work without unit records for a single home. Archive inactive properties while keeping their history available for authorized review.
Landlords and agencies
A landlord owns their properties; an agency can group several landlords. Agency membership alone does not grant access to another landlord’s records. Installation administrators have workspace-wide authority, while landlords manage their own properties and tenants receive a narrower portal view.
Tenancies and private tenant profiles
Keep occupancy dates, private contact records and portal identities separate. Maintain tenant contact details, emergency contacts and notes, with unit and tenancy associations where relevant. Invitations link the correct tenant account; creating a profile or adding an email does not automatically grant sign-in access.
Restricted tenant portal
Let authorized tenants view their current residence, their own posted rent payments and linked receipts. Access follows the property’s enabled state, tenancy dates and accepted account membership. Tenants do not receive landlord editing tools or access to unrelated residents’ financial records.
RENT & FINANCIAL RECORDKEEPING
A practical ledger for rental operations.
Record financial activity with a clear distinction between a rent charge, a draft payment, a posted entry and a correction. Property Ledger records transactions; it does not move money between bank accounts or act as a payment processor.
Rent due, partial payments and balances
Add a rent charge for the tenant, month, due date, currency and amount. Link matching rent collections when money is received. Posted payments reduce the balance; partial payments and credits remain visible. Future charges are created deliberately rather than assumed to recur automatically.
Five payment workflows
Record rent collected, itemized expenses, vendor payments, insurance paid and property tax paid. Use relevant party, coverage-period and reference fields, with up to 100 line items. Landlord categories can be reused across their owned properties, and supporting documents can be uploaded while preparing the draft.
Draft, posted and void history
Review editable drafts before posting. Posted entries preserve their financial snapshot and are not edited in place. Void an incorrect entry with a reason, then create and post a corrected draft. Drafts and voids stay distinct from active posted cash totals.
Vendors and date-filtered ledgers
Keep payee names, contact details and notes with the property workflow. Filter ledger records by year, month range and entry type, review totals by category of transaction, and compare the original currency amount with the saved ledger amount.
Dated exchange rates
Use supported European Central Bank reference rates or save an appropriate dated manual rate with a source note. Review conversions before posting. The rate used is saved with the financial entry, so a later quote refresh does not rewrite past amounts. Reference quotes may differ from bank rates and are not executable exchange offers.
Branded reports, receipts and exports
Create report snapshots for a year, selected months or explicit dates. Review posted payments, grouped totals, monthly information and rent balances. Prepare protected PDF/Word exports or print the snapshot. Receipts preserve the issuer, tenant and branding captured when created; a later logo or profile edit does not rewrite older output.
FROM RENT COLLECTION TO REPORTING
Review entries, prepare payments and check conversions.
All amounts and people in these edited previews are illustrative. The rate-calculator example is not a current market quote.
Financial ledger and posted entries
Illustrative rent and expense entries with original and ledger amounts.Payment draft and categories
Sample tenant, unit and rent period in the payment workflow.Exchange rate calculator
Illustrative currency conversion and saved rate history; not a live quote.DOCUMENTS, DELIVERY & RECOVERY
Support the work beyond the ledger.
Receipt email with a delivery record
Configure a landlord’s outgoing SMTP connection across their properties, or use the administrator’s shared default when no personal connection is set. Choose the recipient, PDF or Word attachment and optional note before queuing a receipt. Review attempts and email-audit snapshots; SMTP acceptance does not guarantee inbox placement or that a message was read.
Protected property documents
Organize documents, images and private tenant files. Supported uploads include PDF, DOCX, XLSX, TXT, CSV, JPEG, PNG and WebP, subject to validation and size limits. Review readiness, retry failed transfers, and use trash, restore and explicit permanent-delete actions. Tenant profile files are not automatically published in the portal.
Property Cloud and storage
Property Cloud is the program’s configured Dropbox-backed storage. It organizes protected documents, reports, receipts and related files around agency and landlord ownership. Application downloads provide readable copies of encrypted stored files. Hosted storage allowances and connection administration are handled by the provider.
System and agency backups
Create encrypted database or full snapshots at system scope or for a selected agency. Scheduled database backups run daily and full backups every 14 local calendar days, with retention for four database and two full snapshots per scope. Configured Property Cloud stores verified long-term archives; local encrypted storage is used without that connection.
Scoped recovery and maintenance
Use agency restore for the selected agency’s owned records and supported files, or system restore for installation-wide recovery. Preflight checks, safety snapshots and protected recovery material support the process. Agency recovery does not roll back shared tenant logins or unrelated agencies. Recovery requires compatible versions and the original keys and context.
Branding, permissions and updates
Set workspace identity, landlord report branding, timezones, currencies and idle timeout. Sensitive fields, documents, secrets and backups have application protections; not every database field is encrypted. Scheduled maintenance supports mail, backups, rate refresh and compatible licensed updates, with edition-specific maintenance authority.
TWO DEPLOYMENT OPTIONSHosted for your team.
Hosted for your team.
Or self hosted on your infrastructure.
Both editions provide the core property, tenant, ledger and report workflows. Agree on setup, storage, support and maintenance responsibilities before launch.
SELF HOSTED
Operate your own installation.
Deploy on compatible PHP 8.3+ and MySQL/MariaDB infrastructure with HTTPS and a working scheduler. Your organization manages hosting, access, Property Cloud, backups and recovery. Self Hosted maintenance tools provide supported backup and entitled-update workflows.
Discuss Self Hosted requirements ↗HOSTED
Keep provider maintenance separate.
Use a provider-managed installation with agreed storage and support. A separate maintenance login handles provider responsibilities such as cloud configuration, backups and signed assigned updates. Ordinary landlord and tenant accounts remain focused on their permitted work.
Ask about Hosted deployment ↗Property Ledger questions, answered.
Is Property Ledger part of the PI case management system?
It is a separate application by Case Files Professional, with its own property, tenant and financial records. Purchasing it does not imply automatic data exchange with PI management or the other products.
Does a rent charge mean rent has been received?
No. Charges record what is owed. Record the collection when payment is actually received, review it and post it. Partial payments reduce a linked charge’s balance after posting.
Can tenants see other residents’ payments?
The tenant portal is restricted to the authorized residence and the tenant’s own eligible posted rent and linked receipt records. Property ownership, tenancy dates and accepted identity links determine access.
Does it process bank transfers or collect rent automatically?
No. The documented payment workflows record money received or paid. They do not initiate bank transfers or provide an online payment-processing service.
Can I export and email receipts?
Yes. Prepare PDF or Word receipt files from eligible posted payments and queue them through the configured email connection. Review recipient and attachment details before sending. Delivery attempts and status are available for review.
Does a refreshed exchange rate change old transactions?
No. Posting saves the eligible rate used for that entry. Later reference-rate refreshes do not recalculate posted history. Review source, effective date and any actual bank rate before posting.
PROPERTY LEDGER PROFESSIONAL
Request a walkthrough ↗A clearer record of your rental portfolio.
Discuss your properties, landlord structure, currencies, reports and deployment needs.