Coale Property
Property management and utility billing for real estate portfolios
Coale Property is a property management and utility billing system built on ERPNext for landlords, property management companies, and real estate investment trusts. It manages properties as hierarchical assets with lease contracts, automates monthly rent and utility billing through ERPNext Sales Invoices, captures meter readings with tariff-based calculations, tracks maintenance schedules and job cards, and provides tenant-facing portals for payments and support tickets.
Key capabilities
Hierarchical Property & Asset Management
Manage properties as a nested tree structure with parent-child relationships for portfolios, buildings, floors, and individual units. Track fixed assets linked to each property with purchase dates, values, and depreciation. Monitor availability status across Available, Reserved, Occupied, and Vacating states with automatic updates driven by lease contracts.
Lease Contract Lifecycle Management
Create leases with start and end dates, lease items (rent, service charges, parking), and contract terms. Auto-generate Contracts on lease submission with property validation ensuring only available units can be leased. Track lease status through Active, Vacating, and Inactive states with automatic status transitions based on end dates and vacating notices.
Automated Monthly Billing & Invoicing
Generate recurring Sales Invoices automatically via monthly cron jobs for all active leases. Create invoices on lease submission with lease items, rates, and quantities. Sync invoice status back to the lease schedule when payments are received. Prevent duplicate billing with monthly range checks per property.
Meter Reading & Utility Billing
Capture meter readings per property with date-stamped entries and reading items. Apply tariff blocks and rates for utilities like water, electricity, and gas. Flag properties that require meter reading versus flat-rate billing. Generate utility charges as Sales Invoice line items with consumption-based calculations.
Tenant Portal & Support Tickets
Provide tenants with a self-service Vue-based portal to view leases, download invoices, and make payments. Raise support tickets linked to specific leases and properties with support team assignment. Track ticket tasks through to resolution with rework handling and status updates.
Property Maintenance & Job Cards
Schedule routine maintenance with property-specific maintenance teams and managers. Create job cards for repair and upkeep tasks with labor and material tracking. Log maintenance activities with before/after photos and completion sign-off. Link maintenance costs directly to property P&L.
Payment Reminders & Email Automation
Auto-email invoices with PDF attachments to tenants on Sales Invoice submission using configurable email templates. Send automated payment reminders for overdue invoices based on configurable intervals. Customize billing and reminder messages per company via Property and Utility Settings.
Penalty Processing & Overdue Management
Automatically process penalties for overdue invoices via daily scheduled tasks. Calculate late fees based on billing adjustment rules with configurable overdue thresholds. Track outstanding balances per lease and property. Flag high-risk tenants for management review.
Financial Dashboard & Portfolio Analytics
View billing dashboards showing revenue by property, occupancy rates, and collection percentages. Analyze lease expiry timelines for renewal planning. Track maintenance costs, vacancy periods, and utility consumption across the portfolio. Export financial reports for investor and board presentations.
Why teams choose this
- Manage entire property portfolios with hierarchical buildings, floors, and units
- Automate monthly rent and utility billing with ERPNext Sales Invoices
- Track lease lifecycles from signing through vacating with automatic status updates
- Capture meter readings and apply tariff-based utility charges per property
- Provide tenants with self-service portals for invoices, payments, and support
- Schedule maintenance with job cards, teams, and cost tracking per property
- Send automated invoice emails and payment reminders with PDF attachments
- Process late payment penalties and track collection performance across the portfolio