Tag Archives: desktop property management software

Is Free Tech Support a Thing of the Past?

Tenant File Tech SupportWe hear from our customers how they have been disappointed in many of the web-based products and the lack of support they provide. Many of them migrate back to the Tenant File after trying something else. Call it old fashioned, but we still favor the safety and security of a desktop based program, and the convenience of good customer technical support.

At Tenant File, we hope that free tech support is not a thing of the past. We have been one of the few software companies that have managed to keep it free. Our industry leading web support has always been free for all customers, even if you did not purchase the previous update. We have a dedicated team of knowledgeable support technicians which monitor incoming ‘tickets’ (web requests) throughout each work day. Each technician has a massive computerized knowledge base to draw from, and each ticket is answered personally. We answer all tickets by the end of the day with few exceptions. (Sometimes we get calls that a ticket wasn’t responded to, and nearly always it can be found in the customer’s junk or spam box, so be sure to mark ‘support@tenantfile.com’ as a ‘safe sender’).

But the Tenant File support goes way beyond that … our first-time customers get a full two months of phone support, and even current customers enjoy a month of phone support in case they have any questions about the update. Phone support is limited to ½ a day (hours 10:00am to 2:00pm CST) and limited to 10 minutes per call, since we are supporting over 5,000 customers and sometimes it gets really busy. We don’t ‘sub’ out our support to foreign countries, so you’ll always get a knowledgeable Tenant File expert. And if the lines happen to be busy when you call during phone support hours, just leave a message and we will call you back as soon as a support person gets available.

Even after the free phone support period has expired, Tenant File still offers paid support in 15 or 30 minute segments. The pricing is very reasonable, and the 30 minute segment can include the ability for the Tenant File technician to connect remotely to the user’s computer to see or actually operate the program. This paid service can also be used if the customer wants us to install the program, move the Tenant File program to another computer, or even close out the year for them. This will save quite a bit over hiring an outside computer technician to come and do the work in person.

Tenant File Phone Support

In addition to the web and phone support, Tenant File includes a full User’s Guide in the ‘Help’ menu of each Tenant File installation, as well as a ‘Quick Start’ guide. The User’s Guide is comprehensive and searchable, so just about any question can be answered with a quick search (user Ctrl-F).  The guide includes screen shots, illustrations, samples, and step-by-step instructions on most tasks.

Also, at the Tenant File website, you can find helpful videos that take you through the entire program. We are busy adding new ones, and take recommendations from our customers. You can also find videos on YouTube if you search for ‘Tenant File’.

Our customers are very important to us, and we try very hard to impress with our service. Tenant File is one of the few property management software programs that charge a one-time fee for the software, eliminating the never-ending monthly payments that can hook the customer into an ever increasing financial nightmare. Then, when the Internet is down and you are left at a standstill, you have no recourse (other than moving to the Tenant File!).

To our current Tenant File customers, thank you and please know that we are always trying to help you become successful and run your business the most efficient way possible. We really appreciate your business!

The Tenant File Support Staff

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Web-based or On-premise Desktop Based?

Tenant File logoWe used to get asked why the Tenant File is not in the cloud … it seems there are hundreds of property management software programs doing that, so web-based must the the next great new thing, right? No. Well, now we get lots of calls from property managers that are sick and tired of the ever escalating and unending monthly fees, downtime, and the high security risks.  So I wanted to address how the Tenant File is doing . . .

Happy GirlYes, the Tenant File DESKTOP Property Management Software is still going strong.  Our user-base is growing every day. If you have tried moving to web-based software thinking that it will make your property management run smoother and are now tired of paying a monthly fee PER UNIT for some company on the ‘cloud’ to hold your important information and you now want to get back in control of managing  your rentals, come back to the Tenant File.  Throughout the years, we have made many important upgrades and additions to the Tenant File.   To name a few:

The Tenant File Version 8 now includes up to ten Bank Accounts up from the original 3 Bank Accounts

  • Additional posting fields were added to the POST RENT INCOME section, the screen that  allows you to quickly post rent income from a large number of tenants very quickly, or just to post a few rents as needed.    Additionally, this screen enables you to create a bank deposits for the rent posted, post management fees, post late fees received, and add another payment for any income account in the chart of accounts. You can even write a check to your own company for management fees posted.
  • The Tenant File now allows you to have up to 6 different RECURRING FIELDS for charges that are in addition to the typical rent posting, management fee posting, and late fee charges. The recurring field amounts are kept in the Unit Information for every rental unit.
  • Additional Reports were added to Version 8, such as the Ledger Balances Current (Compact), Owner Audit Report, Owner Profit and Loss Report, Owner Invoices , Late Rent/Late Fees Due , Security Deposits Receipts Posted, Tenant Balances Aging Report , Tenant Rent Payment Summary , Register – All Bank Accounts , Property MTD/YTD Summary, Company Profit and Loss Report, Tenant Balances (Range) , Owner Vacancy Listing , Tenant Delinquency By Owner – just to name a few.
  • The new Security Deposit Disposition Screen allows you to easily take care of the deposit postings when your tenant moves out.
  • The Owner Invoice allows you to take any posting (or multiple postings) in the ledgers and create an invoice for those transactions. This is actually a report, so it is accessed from the Reports screen.
  • The Tenant File now supports any number of Automatic Rent Increases, for any rental unit, and for any date in the future. On the screen below, you simply select the rental unit, enter the amount and date of the increase, and the program will do the rest.
  • Automated Late Fee Postings were added with release of the Tenant File 8. It allows you to set the late fee individually for each tenant separately in the Tenant Ledger under ‘Setup/View Fees’. So, if you charge late fees differently for different tenants, you charge DAILY LATE FEES and you want them to be automated, or if you simply want a hands off’ method for late fee posting, this method is for you.
  • Upload Vacancies to the Web – Version 8 entitles you to a no obligation ONE YEAR subscription to RentalWIZ, which provides you a free web page branded for your company, uploads to other Internet rental sites, and more!

Property Manager HandshakeIf you have an older version of the Tenant File and are ready to get back to running your property management business in your own office, you can order the Tenant File update and STOP paying monthly fees for your own software.  If you have never had the opportunity to try the Tenant File DESKTOP Property Management software but have been looking for a reliable desktop software program that has been on the market for over twenty years with thousands of happy customers, click into www.TenantFile.com to review our program.   The Update purchase includes a month of free phone support to assist you with familiarizing yourself with the software while new purchases include two months of phone support.  Plus, users have the ability to use the WEB SUPPORT Ticket System that will continually provide answers to all individual questions at no additional charge.  We know that you will be happy with how smoothly and simply the program will take care of all of your property management needs – right from your own computer.

Common Sense Property Management Software

Property Manager WorkingCommon Sense Property Management Software

I hear all the time the comment, “I thought my previous software was going to make my life easier, but it just gave me more frustration”. Property management is hard enough by itself without having to struggle with slow software, missing data, constant questions, and a difficult learning curve. We hear from rental property owners every day that are still using spreadsheets to manage their property, or they have purchased a program that is way more than they actually need.

Make sure it works the same way you do

First, if you can’t try out the software before you buy it, run the other way! That is the only way you can be sure it is right for you. When you do try the software, start with one task, such as “I want to charge rent to my tenants”. Then, see how long that task takes. If it is more than 10 seconds, it is too long, even if you have hundreds of rentals. Better yet, look for an option to charge rent automatically without user intervention.

How about this? “I want to update the tenant’s rent amount, and then correct an amount that I accidentally posted to the tenant’s accounting”. Many programs make you navigate to multiple menus to do seemingly easy common sense tasks, so make sure it is easy to correct mistakes.

Other things you might want to look for would be the ability to automatically increase rents on a specific date in the future, the ability to either print checks or transfer via ACH, receive rent online, a way to make automatic payments, and a vendor file that keeps important information on all of the vendors that you work with.

Common sense extras that you might look for would be a reminder system for Owners, Tenants, and Vendors, and a scheduler to help keep track of upcoming repairs, vacations, and notices. You might want to use the reminder to keep track of tenant birthdays so that you can maintain a good relationship with your tenants.

Keep your valuable data with someone you trust – you!

If you keep your own information, it will be safer. Find a program that allows you to make a local backup of your valuable data quickly and easily. It should be as simple as clicking a ‘backup’ button then pressing ‘go’. If not, maybe that software is not for you. Some users prefer web based software, so if that is you, be sure that you can download your important data, and that your valuable information is encrypted and stored on servers with redundant backups. Even then, you could be at risk of a hacker attack that could shut down the servers, so you might consider on-premise software if that is a concern.

Don’t get more or less than you actually need

Another common complaint I often hear is that the customer had previously paid ‘thousands of dollars’ for another complex software, yet they only manage a few rentals. Or, on the other side, they manage over 100 rentals and the software they have is just too limited. Ask the vendor their average number of rentals per user, and the market they strive for. Do they work with owners of rental property or mostly with property managers? You need powerful features in your software without paying too much. At the same time, avoid ending up with overly complicated requirements with features you don’t need.

Common sense assistance

With any new software you need a little help. Avoid companies that don’t provide a phone number or any free support – eventually you will need some assistance. The trend is to not provide phone support, which may mean that you will have to either search a knowledge base for an answer, or wait for a return response to your online support request. Make sure that you can get immediate help through paid phone support.

Follow these common sense guidelines, and your property management software investment will help your business run a lot more efficiently, smoothly, and stress free.

Benefits of Property Management Software

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Many property managers and landlords have managed their property on paper or in Excel. And many claim that they don’t need to change to software because of the familiarity of the system they already have. Makes sense, but read on.

While property management software can’t complete every task of property management for you, it can be an inexpensive solution where property managers and landlords can manage properties and accounting all in one place.

Below we have some of those property management tasks you might be having trouble with and how property management software can ease your pain in each area:

Bookkeeping

With property management software, you can get a complete financial picture for your properties and owners. You won’t need to manually update that Excel spreadsheet anymore! Track income and expenses, and run key financial reports on demand.

Payments

With property management software, you can post rent manually or automatically to you renters. All completely online.

Access to your Information

Every piece of information on your properties can be found in one place with our property management software. We offer a simple solution to organize your properties.

Report Creation

Our software provides automatic reports you can select from a drop down menu. And each report is date sensitive. You can also easily create your own report to fit your own needs. You can report on a certain day, week, month, or year! You can also limit reports to a certain range of dates, if needed.

It’s also easier than you think. We know you have a busy job with no time to dedicate to learning a product. That’s why we designed this software for easy learning and use. Customer support is always there to help you out along the way and make sure that you are being as efficient as you can possibly be. You get started, please visit our store.

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