Typical Implementation Process for Remote Landlord Software:
Initial Contact & Demo Request: Prospective users fill out a form or contact support to request a demo and discuss their property management needs.
System Setup The software is cloud-based, so there is no installation required. Users access the platform via a web browser, eliminating the need for server setup or maintenance.
Portfolio & Data Entry: Users input property, tenant, and lease information into the system. This can be done manually or, in some cases, through data import tools if available.
Configuration & Customization: Users configure modules such as accounting, maintenance, legal tracking, and tenant portals to match their business processes.
Training: Minimal training is required due to the intuitive interface. According to user testimonials, new employees can be trained in about three hours.
Remote Landlord offers several features and modules that allow property managers and landlords to tailor the software to their specific business needs. Below are the key data points demonstrating its customization options:
Custom Forms: The system supports the creation and use of custom forms, allowing users to collect and manage information unique to their operations.
Custom Letters and Reports: Users can generate customized letters and reports, such as lease agreements, notices, and sales effectiveness reports, adapting communication to their business style.
Automated Alerts: Alerts for court dates, expiring leases, and other critical events can be configured to match business processes.
Flexible Chart of Accounts: The accounting module allows for a customizable chart of accounts, enabling detailed expense and income reporting tailored to different property types or business structures.
Customizable Financial Reports: Reports can be customized to show the specific data and metrics relevant to your business, including drill-down capabilities for detailed analysis.
Budgeting and Period Comparison: Users can monitor budgets, compare accounting periods, and merge properties into overall profit and loss statements, supporting various business models.
Lease Customization: The system can generate leases with increases based on user-defined amounts or formulas, accommodating different lease structures and escalation clauses.
Fee and Assessment Configuration: Late fees and other charges can be set up according to the business’s specific rules and policies.
Subsidy and Program Payments: The platform supports the allocation of subsidies or program payments among multiple tenants, useful for businesses managing affordable or subsidized housing.
Paperless Office: Users can scan, archive, and organize any type of document, including invoices, schematics, and images, with a filing system that can be structured to fit business needs.
Approval Processes: The accounts payable system includes an approval process that can be adapted to different administrative hierarchies and workflows.
Audit Logs and Period Locking: The system provides audit logs and optional period locking, allowing businesses to control and track changes according to their internal policies.
Multi-Property and Multi-User Support: Supports multiple bank accounts per property and can be accessed by different users with varying permissions, suitable for businesses with complex portfolios.
Web-Based and Mobile Access: The software is accessible from any device, including smartphones and tablets, allowing businesses to operate remotely and adapt to mobile workflows.
Tenant Portal Configuration: The tenant portal can be configured to allow tenants to make payments, view balances, and submit maintenance requests, with options to enable or disable features as needed.
Legal and Regulatory Compliance: Includes modules for legal tracking and compliance, such as the NY Rent Stabilization (DHCR) module, which is automatically activated based on property location and updated with regulatory changes.
Minimal Training Required: Remote Landlord is designed to be intuitive and easy to learn. User testimonials indicate that new employees can be trained in about three hours, thanks to the system’s user-friendly interface.
Onboarding Assistance: New users can request a demo through the website, which provides an overview of the platform’s features and helps users get started with their specific property management needs.
Self-Guided Learning: The platform’s straightforward design allows users to quickly become proficient without extensive formal training.
Unlimited and Free Support: Remote Landlord offers outstanding customer support, providing instant answers to user questions with unlimited and free assistance.
Multiple Support Channels: Users can reach support via phone (800-606-0822) or email ([email protected]), ensuring help is accessible when needed.
Built-In Help Resources: The platform includes built-in support options, such as FAQs and easy access to contact information, directly within the software interface.
Remote Landlord implements several security and data protection measures to safeguard user and tenant information. Here are the key features and practices:
No Local Installation: The platform is fully web-based, eliminating the need for local software installation or server maintenance, which reduces exposure to local device vulnerabilities.
Access Control: Only authorized users can access the system, and branch offices can connect directly, ensuring centralized management and oversight.
Continuous Backups: Data is automatically backed up, minimizing the risk of data loss due to hardware failure or accidental deletion.
Disaster Protection: The system includes built-in disaster recovery features, ensuring that data can be restored in the event of an emergency.
Audit Trails: The software maintains detailed audit logs, recording who accessed or modified data and when, which helps in tracking unauthorized or suspicious activity.
Period Locking: Optional period locking prevents inadvertent or unauthorized changes to financial records, adding an extra layer of data integrity.
Electronic Archiving: All documents and images are stored electronically, reducing the risk of physical document loss or theft.
Quick Retrieval: Secure, electronic retrieval of documents ensures sensitive information is not left exposed in physical files.
Always Up to Date: Users always run the latest version of the software, which includes the most recent security patches and enhancements.
Secure Access Anywhere: Data can be accessed securely from any device with an internet connection, including smartphones and tablets, supporting secure remote work.
Regular Regulatory Updates: Remote Landlord is updated regularly to ensure compliance with industry regulations, such as the NY Rent Stabilization (DHCR) module, which is kept current with regulatory changes. The system is automatically updated based on property location and regulatory requirements.
Automatic Updates: As a cloud-based solution, Remote Landlord manages all updates centrally. Users always access the latest version of the software without needing to install patches or perform manual upgrades. This ensures that all users benefit from new features, security enhancements, and regulatory compliance as soon as updates are released.
No User Intervention Required: Updates are deployed seamlessly in the background, so property managers and staff do not need to take any action to receive improvements or fixes.
Regulatory Module Activation: Certain modules, such as those for DHCR compliance, are automatically activated and updated based on the property’s zip code, ensuring that users always have the correct tools for their jurisdiction.
User Data Control: Remote Landlord collects personal and business information (such as names, addresses, phone numbers, and email addresses) only when users voluntarily submit it. This data is used solely to fulfill user requests and is not sold, traded, or leased to third parties without user consent.
Internal Use: The platform uses collected data internally to tailor services and marketing but does not share it externally except as required by law (e.g., to government agencies for official business or investigations).
User Responsibility: Users are responsible for maintaining the security of their login credentials and for taking reasonable precautions to protect their data while using the platform.
Right to Access and Correction: Users can request corrections to any inaccurate or outdated information held by the Remote Landlord. The company commits to updating or correcting such data upon request.
Data Sharing and Transfer: Aggregate, non-personal data may be shared with third parties for marketing and research purposes, but personal data is only shared with third parties when required by law or with user consent.
Remote Landlord is designed to accommodate organizations of various sizes, from small landlords to large property management firms. Here’s how the platform supports scaling as your organizational needs change:
Modular System: Remote Landlord offers a modular-based platform, allowing users to activate or deactivate features and modules (such as legal, maintenance, finances, and tenant management) as their portfolio grows or contracts.
Monthly Subscription: Pricing starts at $75 per month, with the ability to adjust your subscription based on the number of properties or features you require. This allows organizations to pay only for what they need and scale up or down as their portfolio changes.
No Long-Term Contracts: The platform typically operates on a monthly subscription basis, making it easy to increase or decrease your usage without being locked into long-term commitments.
Portfolio Adjustments: Users can add or remove properties within the system as their portfolio changes. The software is designed to handle both small and large portfolios, supporting seamless scaling without disruption to service.
Custom Plans: For organizations with unique or complex needs, Remote Landlord offers custom plans. This ensures that as your business grows or contracts, the software can be tailored to fit your requirements.
Suitable for All Business Types: Remote Landlord supports freelancers, small businesses, mid-size businesses, large enterprises, and non-profits, making it a flexible choice for organizations at any stage of growth.
Automatic Renewal: Remote Landlord operates on a monthly subscription model. Subscriptions typically auto-renew at the end of each billing cycle unless the user takes action to cancel before the renewal date.
No Long-Term Contracts: Users are not locked into long-term agreements. The service is designed for flexibility, allowing organizations to scale up or down as needed, and to adjust their subscription based on property count or features.
Renewal Process: If you do not cancel your subscription before the next renewal date, it will automatically renew, and you will be billed for the next period.
Notification: Users are responsible for monitoring their renewal dates and managing their subscription status. There is no explicit mention of advance renewal notifications, so users should track their billing cycles.
User-Initiated Cancellation: You can cancel your Remote Landlord subscription at any time. Cancellation can typically be done through your account settings or by contacting customer support via phone or email.
No Pro-Rated Refunds: If you cancel in the middle of a billing cycle, you will not receive a pro-rated refund for the unused portion of your subscription. The cancellation takes effect at the end of the current billing period.
Immediate Access: After cancellation, you retain access to the platform until the end of the paid period. After that, access is revoked unless you renew your subscription.
Data Retention: Upon cancellation, your data is retained for a period as required for business or legal reasons. You may request data export or deletion by the platform’s data ownership and portability policies.
No Penalties or Fees: There are generally no penalties or additional fees for canceling your subscription, reflecting the platform’s flexible, month-to-month approach.
NY Rent Stabilization (DHCR) Compliance: Remote Landlord includes a dedicated module for New York’s Rent Stabilization (DHCR) regulations. This module automatically calculates maximum allowed rent increases, generates required lease renewal forms (RTP-8), and includes NY riders. It also supports preferential rent, Major Capital Improvement (MCI), and Rent Reduction Orders, ensuring all forms and filings are compliant with DHCR guidelines. The module is updated regularly to reflect regulatory changes and is activated based on the property's zip code.
Legal Process Tracking: The software provides a Legal Calendar module that helps property managers track court dates, legal actions, and required documentation. It issues alerts for legal deadlines and generates court forms, supporting compliance with local legal processes.
Audit Logs and Period Locking: Remote Landlord maintains detailed audit logs and offers optional period locking to prevent unauthorized or inadvertent changes to financial records. This supports best practices for financial integrity and audit readiness.
Electronic Document Management: The platform enables secure scanning, archiving, and retrieval of all tenant and property documents, supporting compliance with document retention and privacy requirements.
Role-Based Access Controls: Administrators can set user permissions to control access to sensitive data, supporting compliance with data protection standards and internal policies.
Automatic Data Backup and Disaster Recovery: The system performs continuous data backups and includes disaster recovery features, aligning with industry standards for data availability and protection.
Regular Software Updates: Remote Landlord is cloud-based and regularly updated to ensure ongoing compliance with changing regulations, especially for modules like DHCR.
Remote Landlord
By Remote Landlord Systems, Inc
