The rent roll is the business, so it should be the system
A property portfolio is a small number of large facts: which units exist, who is in them, what they pay, when it is due, what is owed, and when the lease ends. Almost every firm below institutional scale keeps those facts in three places — a spreadsheet, a receipt book and somebody's memory — and discovers a lease expired only when the tenant mentions it.
The facts a portfolio has to keep straight
- 01Every unit, with its own status and history
- 02Tenancies with start, end, escalation and notice dates that raise their heads early
- 03Rent due, rent collected, and the arrears between them, aged
- 04Deposits held as a liability, not as income
- 05Renewals and expiries visible before the month they happen
- 06Maintenance requests attached to the unit, not to a chat
- 07Owner statements that reconcile to the ledger
Deposits are a liability, and most receipt books forget that
A security deposit is money you are holding, not money you have earned. Booked as income it flatters the year and creates an argument at the end of the tenancy. This is the single most common bookkeeping error in small property businesses, and it is structural rather than careless.
Arrears have an age, not a status
'Unpaid' is not information. Thirty days versus ninety days is a different conversation, a different letter and a different likelihood of recovery. An aged arrears position is the difference between managing collection and reacting to it. The rent roll is the business goes further into this.
Where the money lands
Rent, deposits, recoveries and maintenance cost post into Ofivio Books when you have it, so the portfolio's P&L is the ledger rather than a summary someone assembled.
Maintenance is a cost centre pretending to be a chore
Most small portfolios treat maintenance as interruptions: a call, a plumber, a payment, forgotten. Attached to the unit instead, the same events become the most useful data the business has — which units consume the budget, which recurring fault is really a capital problem, and what a tenancy actually costs to keep. That is the difference between a repair bill and a renewal decision.
- A request belongs to the unit, so its history survives the tenant
- The cost lands in the ledger against the property, not in a general expenses line
- A fault that recurs three times reads as a pattern rather than three separate afternoons
Who this is not for
If you are on this list, Ofivio is the wrong purchase and we would rather you know now than in month three.
- Estate agencies whose business is transactions rather than tenancies — the listings side is not what this is
- Single-property owners with one tenant
- Institutional funds needing investor reporting and waterfall distributions
- Short-let operators needing channel management with nightly pricing
The products behind this
Questions people actually ask
Does it handle commercial as well as residential?
Can owners see their own statements?
Is maintenance included?
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