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PropManager centralizes every aspect of rent collection so you’re never chasing down payments manually or reconciling spreadsheets at the end of the month. This guide covers how to configure rent schedules for individual tenants, monitor payment activity across your portfolio, handle late payments and fees, and resolve the failed transactions that occasionally happen with ACH processing.
PropManager does not support cash payment tracking. If you accept cash from a tenant, that transaction will not appear in your payment history, reports, or ledger. Strongly encourage all tenants to pay through the portal to maintain a complete financial record.

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Setting Rent Schedules

Navigate to a tenant’s profile and click the Payment Settings tab. From here you can configure all aspects of how and when rent is collected.
  • Due date — Set the day of the month rent is due (e.g., the 1st). This date appears in the tenant’s portal and drives all automated reminders.
  • Grace period — Enter the number of days after the due date before a late fee is applied. A grace period of 0 means the fee applies on the due date itself.
  • Late fee type — Choose Flat fee and enter a dollar amount, or choose Percentage and enter a percent of the monthly rent. The fee is calculated and recorded automatically when the grace period expires.
  • Autopay — Toggle on Enable Autopay Prompt to invite the tenant to authorize recurring payments. The tenant must opt in from their own portal — you cannot enroll them on their behalf.
Autopay is the single most effective way to reduce late payments. When you activate a new tenant’s portal (see Onboard New Tenants), remind them to enable autopay before their first payment is due.

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Tracking Payments

The Payments dashboard (main menu > Payments) gives you a real-time view of every transaction across your portfolio. Each payment appears in one of three status columns:
StatusWhat it means
UpcomingRent is scheduled but not yet due
ProcessingPayment has been initiated and is in transit (typically 2–5 business days for ACH)
CompletedFunds have settled successfully
Filtering your view: Use the filter bar at the top of the dashboard to narrow results by property, date range, or payment status. This is useful when you manage multiple properties and want to focus on a single building or a specific month. Exporting payment history: Click Export in the top-right corner of the Payments dashboard and select CSV. The export includes payment date, tenant name, unit, amount, and status. Use this file for your own records or to import into external accounting software.

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Handling Late Payments

When a tenant’s grace period expires without a completed payment, PropManager automatically applies the configured late fee and adds it to the tenant’s outstanding balance. No manual action is required. Waiving a late fee: If you want to forgive a fee on a one-time basis, go to the tenant’s payment history, find the late fee line item, and click Waive. Enter a brief note explaining the reason (this is stored internally for your records), then confirm. The fee is removed from the tenant’s balance immediately. Sending a payment reminder manually: Go to the tenant’s profile, click Send Reminder, and choose whether to send via email, SMS, or both. PropManager pre-populates a message with the outstanding balance and a direct link to the payment portal. You can edit the message before sending.

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Handling Failed Payments

ACH payments occasionally fail after they’ve been initiated. When a payment fails, PropManager marks it as Failed on the dashboard and sends you an email notification with the reason code. Common ACH return codes and what they mean:
CodeReasonRecommended Action
R01Insufficient fundsContact the tenant and retry when funds are available
R02Account closedAsk the tenant to add a new bank account in their portal
R03No account / unable to locate accountHave the tenant verify and re-enter their account details
R07Authorization revokedTenant revoked autopay authorization — re-confirm enrollment
Retrying a failed payment: Open the failed transaction and click Retry Payment. The retry uses the same bank account. If the account is invalid, retry will not succeed — follow the steps below to switch payment methods first. Switching a tenant’s payment method: Ask the tenant to log in to their portal and navigate to Payment Methods. They can add a new bank account or debit card and set it as their default. Once they’ve saved a new method, return to the failed transaction in your dashboard and click Retry Payment.

Rent Collection

Dive deeper into PropManager’s payment processing, autopay mechanics, and fee configuration options.

Financial Reporting

Turn your payment data into income statements, cash flow summaries, and exportable reports for your accountant.