Property Management for Small Landlords
Run leasing, rent, and compliance without a large staff using a browser-based system.
Managing Small Rental Portfolios
Small landlords and owner-operators often handle every role. You act as the leasing agent, the maintenance coordinator, and the compliance officer. ExactEstate is a browser-based platform. It replaces spreadsheets and paper with a secure system.
Streamlined Leasing and Waitlists
Leasing starts with the application lifecycle. This includes intake by both public users and staff. You can manage these through an in-progress builder and a dedicated dashboard.
For affordable housing, preference tiers rank the waitlist based on the property's priority order. You can set the compliance decision and income categories like ELI, VLI, LI, or OI during the process. The system tracks document requirements through stages: Requested, Received, Expired, and Waived. Flags for HCV, student status, and HUD 504 accessibility also stay with the application.
Rent Collection and Resident Management
ExactEstate stores a staff record for every person living in a unit. Residents can access a portal to see their balance and ledger. On subsidized units, the system separates the HAP and tenant portions of the ledger.
Residents can pay in full, pay partially, or prepay using a bank account or card. Payments are subject to property settings and surcharges. Residents can also enroll in autopay.
Maintenance and Vendor Coordination
Maintenance is managed through work orders. You can assign certified lead-safe firms to specific work orders. The system retains file evidence for these assignments.
Vendors only see the work orders and invoices assigned to them. You can also file 1099s directly from the vendor records.
Affordable Housing Compliance
Compliance management is centralized in the Compliance Hub. The system handles Tenant Income Certification (TIC) and enforces rules for HUD, LIHTC, HOME, and USDA programs.
Every affordable program runs on the same system spine. You enroll a property in specific programs via Compliance Configuration. Each unit then carries the applicable funding programs.
Move-Outs and Renewals
When a resident leaves, you give a Vacate Notice on the unit. This updates the rent roll and availability report. You then schedule a pre-move-out inspection. The move-out inspection is used to price failed items.
For renewals, staff can send a Renewal Offer with specific prices and dates. Residents accept these offers in the portal. You can also generate recertification notices for 30, 60, 90, or 120 days.
Document Handling and Security
ExactEstate uses a document builder and system templates. You can upload signature templates as PDFs and tag them in an in-app editor. The system resolves recipients and combines multiple templates into one envelope.
Security is managed through customizable user groups. You have centralized permission controls for accounting, reporting, and work orders. Every request is bound to your organization's own database.
Does ExactEstate support different user permissions?
Yes. It offers customizable user groups with centralized controls for areas like reporting and accounting.
Which affordable housing programs are supported?
The system manages income certifications and enforcement for HUD, LIHTC, HOME, and USDA programs. It specifically supports HUD Section 811 PRAC housing.
Can residents pay rent online?
Yes. Residents can pay via bank account or card through a portal.
How are move-out inspections handled?
Staff provide a Vacate Notice, and the system updates the availability report. The move-out inspection is then used to price failed items.