A tenancy is not a rental, and the software has to know it
Proptec takes an owner's building, lets it, collects the rent, banks the cheques, chases the ones that bounce, maintains the asset, pays the owner what is left, and proves the whole arithmetic to both sides. We built it, we sell it, and we put it in ourselves.
ProptecProperty and facilities management on Odoo · 16 modules on Odoo 19
The distinction that matters
What Odoo's own Rental has to do with this
Nothing, and the distinction is not pedantry. Odoo's Rental application rents products by the hour or the day and returns them to stock. Every assumption in it is wrong for a tenancy: the asset never moves, the term is measured in years rather than hours, the money arrives as a stack of post-dated cheques written a year in advance, the cash is not ours — it belongs to the owner minus our fee — and the thing that ends the contract is usually a tribunal, not a return.
Odoo's Accounting sits underneath Proptec, unchanged and unreplaced. That is the part of Odoo this is built on. Rental is not.
The same is true of the property module a generic ERP will offer you. It will hold a unit and a contract. Ask it where an owner's money is this month, or which cheques have to reach the bank on Tuesday, and it has no answer, because those were never the questions it was shaped around.
How it runs
The chain, from an enquiry to the owner's money
Every figure in the suite is cut by unit, because a portfolio is let one unit at a time and an owner is paid one unit at a time.
- 1An enquiry, a viewing and what the viewer actually said
- 2An offer, with its terms, before anybody signs
- 3The tenancy contract and a rent schedule that balances against it
- 4The instrument register — the cheques, dated and held
- 5Invoices raised on the schedule, never typed by hand
- 6Receipts, as cheques are presented and transfers land
- 7Arrears, and the ladder from a reminder to a statutory notice
- 8The case: notice served, committee, judgment, costs recovered
- 9Work orders, an SLA clock, and the maintenance that stops them
- 10The owner statement — collected, less fees, less spend
- 11The payout, traceable to the receipts that cleared
- 12Renewal at a lawful increase, or a move-out settled against evidence
The refusals
The eight things it refuses to do
A gate is a state transition the software declines, not a line in a procedure manual. This is the part of Proptec that is difficult to build and impossible to bolt on afterwards, and it is the reason the numbers can be trusted at the end of a month.
RefusesLetting a unit with no live owner mandate
Letting property you have no written authority to let is the fastest route to a claim.
RefusesA tenancy whose instalments do not add up to the contract value
A schedule that does not balance is discovered by the tenant, in year two, with a calculator.
RefusesActivating a tenancy the held cheques do not cover
Otherwise you have the contract everybody signed and nobody funded.
RefusesA rent invoice typed by hand against a live tenancy
A hand-typed rent invoice is a reconciliation nobody can ever close.
RefusesEscalating to a case without the statutory notice and its date
A case filed without the notice is a case thrown out, and the weeks it took are weeks the tenant stayed.
RefusesSpending above the mandate's threshold without the owner's approval
That is spending an owner's money on his behalf, uninvited.
RefusesRefunding a deposit before the exit inspection and the final bill
The deposit is the only leverage that exists. Released early, it is gone.
RefusesPaying an owner out of receipts that have not cleared
Paying him from a cheque that later bounces is paying him our money.
Honest limits
What it deliberately does not do
It does not choose your tax treatments. Residential letting is exempt and commercial is standard-rated, and Proptec resolves which from the unit's use at every point an invoice line is built — but the three treatments are named on the company by your accountant. A default that looked right is how a year of returns goes out misfiled.
It does not fetch the rental index. RERA's calculator is queried per unit by area, type and bedroom count, and the figure it returns is the one a tribunal will use. It is typed onto the tenancy. A tenancy with no figure gets no ceiling and no refusal, because a ceiling computed from a guess is worse than none — somebody would rely on it.
It does not validate the format of an Ejari number, and it does not check an Emirates ID check digit. Neither algorithm has ever been published, and a rule written from a handful of samples refuses a genuine certificate with no way to overrule it. What is checked is the thing that is always wrong: the same registration number sitting on two tenancies.
It is not the Mollak bridge. DLD's service-charge platform has a real integration API gated on an accreditation, and putting half of that in here would be a promise the software cannot keep.
Running today
Who is on it
Trans Emirates
Real estate and leasing
A property management system covering the units, the lease contracts and the whole property management department that runs them.
- Units managed on the system
- 5,000+
Questions
What buyers ask us first
Is this a product or a project?
A product. The modules are written, tested and installed from packages, and what an implementation adds is your portfolio, your chart of accounts, your mandates and your people — not the software. That is the difference between a fixed thing being configured and a bespoke build being discovered at your expense.
We have thousands of units. Will it hold?
It runs today on a portfolio of over five thousand units. Scale in this business is less about record count than about how many manual steps each renewal costs you, which is what the gates above are for.
Do we have to replace our accounting?
No. Odoo's Accounting is what Proptec posts into, so the ledger is the ledger. What stops is the re-entry: the invoice now comes from the contract, and the owner's balance is a real liability on the balance sheet rather than a figure somebody compiles.
Can we buy it and implement it ourselves?
Ask us. We would rather tell you honestly what an implementation of this needs than sell you a licence and watch it stall — a stalled property system is worse than the spreadsheets it replaced, because now nobody knows which one is right.
How we put it in
Written around this
Built for
Proptec
See it on your own numbers
A walkthrough on a database seeded with a portfolio, not a slideshow. Bring one tenancy, one owner and one argument you have had with a spreadsheet, and we will show you where each of them lands.
Monday to Friday, 9:00 AM – 6:00 PM (GST)
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