Guide
Implementation guide
What happens between a signed pilot agreement and your first full month on the platform — and what we need from you at each step.
1. Roles on both sides
Your pilot owner makes configuration decisions and unblocks data access. Your accounting lead owns the chart of accounts, opening balances and the first close. Your operations lead owns maintenance, inspections and staff adoption. On our side you get a named implementation lead and a direct channel to the engineers.
2. Data to gather before week one
- Properties and units: address, type, unit mix, market rents (CSV export from your current system).
- Owners: legal name, contact, ownership percentages per property, fee model per property.
- Residents and active leases: parties, term, rent, due day, deposit held, recurring charges, HAP contracts if any.
- Obligations: taxes, HOA / condo dues, insurance, warranties, licences with due dates and payer.
- Vendors: contact, W-9 status, insurance expiry, properties they serve.
- Policies: late-fee policy, application criteria, notice templates, jurisdiction-specific rules you already follow.
- Balances: per-lease balances as of the cutover date, deposit liabilities, owner payables.
3. Configuration decisions
| Decision | Default | Notes |
|---|---|---|
| Payment rails | Stripe Checkout (card + ACH) on your account; Zelle queue | Stripe keys and webhook secret are yours; no ResidentAxis mark-up |
| Late-fee policy | None until set | Flat, percent, or daily with cap and grace; per-lease overrides |
| Lease templates | Shipped samples (VA, PA, generic) | Add your counsel-approved template; rules per jurisdiction |
| Screening provider | Mock (no live reports) | Configure a CRA contract when ready; consent gates apply regardless |
| Notifications | In-app digest | Add SMTP, SMS and push credentials as you go |
| Storage | Local disk | S3-compatible bucket for production |
| Roles | Property manager + resident/owner/vendor portals | Add accounting, leasing, maintenance roles and overrides |
4. Import and reconcile
We import in this order: properties → units → owners and splits → people → leases → obligations → vendors → opening balances. After each step you get a reconciliation report (counts, totals, exceptions). Opening balances are posted as ledger rows dated the cutover date, so the first period closes cleanly.
5. Controlled launch
One property group goes live first. Residents are invited, the first rent cycle runs on the platform, maintenance and inspections are used for real. We meet weekly; issues are logged with dates. The rest of the portfolio stays where it is until the group has closed a month.
6. Production cutover
Remaining properties migrate over one to two weeks; balances are re-reconciled as of the cutover date; owner statements for the first full month run on the platform. The pilot agreement converts to the growth plan at the pricing agreed in writing at the start.
7. After go-live
A monthly operating rhythm (see the operations checklist), the trust invariant on the close, and a quarterly review of rules and templates with your counsel.
Ready to schedule discovery?
Bring the list in section 2 and we will tell you what is missing.