LeadSimple can now sync your Owners, Tenants, Vendors, Properties, and Units from Propertyware, and keep them up to date automatically. Here's how to set that up.
Step 1: Add new pipelines for your Owners, Tenants, and Vendors.
This step is crucial. You will need separate pipelines for your current owners, tenants, and vendors. You DO NOT want to mix your current owners and tenants with your owner leads and prospective tenants (if you track prospective tenants in LeadSimple), as this will skew your reports and create duplicates.
To add the pipelines you need, click "New Pipeline" under Leads in the lefthand sidebar in LeadSimple. (Note that pipelines are unlimited on the Operations plan.)
Give your pipeline a name (such as PMSync Owners or PropertyWare Owners) and save it.
Repeat Step 1 until you have added a new pipeline for "PMSync Owners", "PMSync Tenants", and "Vendors", before moving to the next step.
Step 2: Finish setting up the integration in LeadSimple.
Go to Settings > Integrations > Property Management Software.
Click "Enable this feature if you haven't already.
Then, click "Connect Your Property Management Software".
Next, select the new pipelines you just added for each relationship. Be sure to map your current clients to the "Signed Contract" stage and your past clients/tenants to "Past Client".
Vendors are optional and only need to be mapped to a pipeline and a single stage, typically we map to a won stage/green stage.
Save the integration and move on to step 3!
Step 3: Setup in Propertyware
Navigate to the Report Gallery, then create a new report folder:
Note: You must create new reports. If you edit and create copies of existing reports, you will not have access to the fields that you need.
----------------------------------------------------------------------------------------------------------------------------
Building Report
Create an new report in the folder you set up. Chose Property Reports and then Buildings. Then click on Building Summary and Portfolio Summary to edit the columns.
Select the columns below in the settings on the left hand side.
Building Summary columns:
Address
Address Cont
Building Entity ID
Building ID Number
Building Name
Building Type
City
Management Contract End
Management Contract Start
Management Fee Type
Management Flat Fee
Property Managers
State
Year Built
Zip
Portfolio Summary columns:
Portfolio Name
Save the report:
Schedule the report to go to LeadSimple:
You can obtain the email address to use from the PMSync Integration page:
Paste this email address into the scheduled report settings in Propertyware. You'll need to send the reports as an Excel or .xlsx file.
Save it, and the report is set up! 👍
----------------------------------------------------------------------------------------------------------------------------
Owner Contacts Report
Create an new report in the LeadSimple folder. Chose Contact Reports and then Owner Contacts. Then click on Contact Summary and Portfolio Summary to edit the columns.
Customize the columns of the report to include the following.
Contact Summary:
Address
Address Cont.
City
Company
Contact Entity ID
Country
Email
First Name
Full Name
Home Phone #
Last Name
Mobile Phone #
Other Phone #
Role
State
Type
Work Phone #
Zip
Portfolio Summary:
Percent Ownership
Portfolio Name
Save the report:
Schedule the report to go to LeadSimple, as described above.
----------------------------------------------------------------------------------------------------------------------------
Tenant Contacts Reports
Create an new report in the LeadSimple folder. Chose Lease Reports and then Tenant Contacts. Then click on Contact Summary, Lease Summary, and Lease: Tenant Ledger to edit the columns.
Customize the report columns to include the following:
Contact Summary:
Company
Email
First Name
Full Name
Home Phone #
Last Name
Mobile Phone #
Other Phone #
Work Phone #
Lease Summary:
Building
End Date
Is Active
Lease Name
Lease Status
Move-In Date
Notice Given Date
Start Date
Unit
Vacated Date
Lease: Tenant Ledger:
Balance
Current Rent
Rent Unpaid
Security Deposit Unpaid
Total Unpaid
Save the report:
Schedule the report to go to LeadSimple:
----------------------------------------------------------------------------------------------------------------------------
Units Report
Create an new report in the LeadSimple folder. Chose Property Reports and then Units. Then click on Building Summary and Unit Summary to edit the columns.
Customize the report columns to include the following:
Building Summary:
Building ID Number
Building Name
Unit Summary:
Bathrooms
Bedrooms
Status
Target Deposit
Target Rent
Total Area
Unit Abbreviation
Unit Entity ID
Unit Name
Save the report:
Schedule the report to go to LeadSimple:
----------------------------------------------------------------------------------------------------------------------------
Vendors Report
Create an new report in the LeadSimple folder. Chose Finance Reports and then Vendors. Then click on Vendor Summary to edit the columns.
If you have inactive vendors and don't want to include them, add a filter to the report:
Set up the columns as follows:
Vendor Summary
Address
City
Email
Fax
State
Telephone
Vendor Entity ID
Vendor Name
Vendor Type
Zip
Save the report:
Schedule the report to go to LeadSimple:
----------------------------------------------------------------------------------------------------------------------------
Leases Report
Create a new report in the LeadSimple folder. Choose Lease Reports and then Leases.
Guarantee that your filters are properly set up, by filtering out inactive Leases. You can click on "Filters" and check "Custom Filters" to see if that's applied. This is how it should look like:
Set up the columns as follows:
Lease Building
Building
Building Entity ID
Building ID Number
Lease Summary
End Date
Lease Entity ID
Lease Name
Move-In Date
Notice Given Date
Start Date
Lease Tenant Ledger
Current Rent
Rent Unpaid
Total Unpaid
Lease Unit
Unit
Unit Entity ID
Save the report:
Schedule the report to go to LeadSimple:
Step 4: Set the Integration Live!
And finally, navigate back to LeadSimple>Settings>Integrations>Property Management Software, and click on "sync now" to begin synchronization.
Note that it will say "Data not Importing - Set Up Required" until the first report comes in from PropertyWare tomorrow morning.
Congratulations, you're finished! 🎉
If you've followed these instructions, the first report from Propertyware will be emailed automatically tomorrow morning, and shortly after that will be synced with your LeadSimple account. The sync will occur automatically going forward, and changes will be reflected in your account.
If you have any questions related to this, please contact support@leadsimple.com, and we'll be happy to assist you.