Billing engine · append-only ledger · AI collections
UnitLedger – Property Management Software with a Real Billing Engine
Property management software with a real financial core
Not another CRUD apartment tracker: a real billing engine, an append-only ledger, five-bucket collections & aging, an AI-drafted reminder assistant, and a resident/owner self-service portal.
- A real billing engine
- An immutable, append-only ledger
- AI-drafted collections reminders
- A resident & owner self-service portal
-
01
Billing & the ledger
Fixed, per-square-foot, or per-resident charge types feed one-click billing runs. Every charge, payment, credit, and refund posts as a permanent, append-only ledger entry.
-
02
Collections & AI
A five-bucket aging report with a one-click overdue sweep, plus an AI Collections Assistant that drafts a reminder email for any overdue invoice — reviewed by staff before it ever sends.
-
03
Portal & communication
Residents and owners get their own login to check balances, view the ledger, pay, submit maintenance requests, and read announcements — strictly scoped to their own unit.
-
04
Roles, security & install
Seven role templates with granular permissions, a permanent audit log, multi-layer tenant isolation, and a browser-based install wizard — no command line required.
In the product
Billing, ledger, collections, and the portal
The same financial core runs every screen. Switch views to see an invoice, a ledger, the AI Collections Assistant, and the resident portal.
Billing
Invoices
Unit, due date, total, and line items
Every invoice generated by a billing run lists its unit, due date, and line items, with a one-click PDF download for residents and owners.
Complete feature list
Properties, billing, payments, and collections
-
Properties & occupancy
Full drill-down hierarchy — property, building, floor, unit — with dated ownership/occupancy history that never overwrites the past.
-
Billing
Charge types with fixed, per-square-foot, or per-resident calculation; recurring charges; one-click, fully idempotent billing runs; invoice PDF export.
-
Payments, ledger & refunds
Manual payments (cash, bank transfer, check, card, other) plus online Stripe/PayPal; FIFO allocation; advance credits; refunds tracked separately from voids.
-
Collections
Five-bucket aging report, one-click manual overdue sweep in addition to the scheduled daily sweep, and a filterable outstanding-invoice queue.
-
Expenses, vendors & budgets
Expense categories with a pending → approved/rejected workflow, vendor tracking, cash/bank balances, and per-property or per-category budgets.
-
Maintenance & communication
A seven-stage maintenance workflow, audience-targeted announcements, and document attachments with expiry tracking.
Reporting, roles, security, and administration
-
Reporting
A dashboard with KPIs, an aging chart, and a billed-vs-collected trend.
-
Roles & permissions
Seven built-in role templates — Organization Admin, Property Manager, Accountant, Staff, Vendor, Owner, Resident — each with granular, per-action permissions.
-
Security
Multi-layer tenant isolation (query scope + policy + route-model binding), a permanent audit log, and passkeys plus two-factor auth on top of bcrypt-hashed passwords.
-
Administration
A browser-based install wizard, self-service license activation, organization settings (currency, timezone, locale, late fees), and staff user management.
Install
A guided, browser-based install wizard
A full checklist walks through PHP version, extensions, and writable-directory checks before you configure the database or activate a license — no command line required.
-
Requirements check
PHP version, extensions, and writable directories, verified before you continue.
-
Database setup
Configure your MySQL connection directly from the browser.
-
License activation
Activate your license as part of the same guided flow.
Install
Your first admin account, in the same flow
The last step of the wizard creates your organization and its first admin account — organization name, name, email, and password — and you're in.
-
Organization
Named once, at setup, and used across every screen.
-
First admin
A ready-to-use Organization Admin account the moment setup finishes.
-
Minutes, not hours
Typically the whole wizard from checklist to first login takes minutes.
Who it is for
-
Property managers & landlords
A real billing engine and ledger instead of a spreadsheet with a login page.
-
HOAs & condo boards
Owner-facing balances, announcements, and a permanent audit trail board members can trust.
-
Agencies & developers
The Extended License covers deploying and managing UnitLedger on a client's behalf.
Self-hosted, one-time purchase
- Role templates
- 7
- Aging buckets
- 5
- AI providers supported
- 4
- Monthly platform fee
- $0
Also included
- A real billing engine — fixed, per-square-foot, or per-resident charge calculation, run in one click per billing period
- An append-only ledger — every charge, payment, credit, and refund is a permanent entry; nothing is ever silently edited
- AI Collections Assistant — drafts a professional payment-reminder email for any overdue invoice, using the AI provider of your choice
- Online payments via Stripe and/or PayPal, plus manual recording for cash, bank transfer, check, and card
- A five-bucket collections & aging report with a one-click overdue sweep
- A dedicated resident & owner self-service portal — balance, ledger, payments, maintenance requests, announcements
- Seven built-in role templates with granular, per-action permissions
- A permanent, tamper-proof audit log of every change, by every user
- Browser-based install wizard — no command line required to get started
- Self-hosted on standard PHP/MySQL hosting — your server, your database, your data
Requirements
Self-hosted: PHP 8.4+, MySQL 8, and Composer on standard shared/VPS hosting. No Docker, no mandatory Redis, no Node.js required on your server — the frontend is pre-built and included. A browser-based install wizard handles requirements checks, database setup, license activation, and your first admin account. Optional: a Stripe and/or PayPal account for online payments; an API key from Google Gemini, Groq, OpenAI, or Anthropic Claude for the AI Collections Assistant.
Version history
-
Initial release. A fully functional property management platform with a real financial core.
Get the source
Ready to modernize how you manage property finances?
Try the live demo — one-click login for every role, no signup required — then buy a one-time license with six months of updates and support. Docs live at docs.softentra.com/unitledger.
- Instant download after purchase
- Live demo with one-click role logins
- 6 months of updates & support