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Strata Product Overview

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Our Strata Tech Two World-Leading Solutions Packaged As One Product

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Property Management & Accounting

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Community & Tenant Portal

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PROPERTY MANAGEMENT & ACCOUNTING – KEY FEATURES

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Portfolio Management

• Manage 1 or 10,000 buildings• Designed for big & small

businesses alike• Run processes across one

building, multiple buildings or all buildings

• Sophisticated user-based security and access controls

• Access groups can be established

• Portfolio-wide performance monitoring, assignment of tasks and the escalation of outstanding matters

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Powerful Accounting

• Sophisticated and powerful accounting system

• Audited by the industry’s leading accounting firms, including KPMG

• Applies international best practice

• Account on an accrual or cash basis

• GL, AP, AR, 3rd party and Owner’s Ledgers

• Multiple accounts and sub-accounts can be created

• Reports can be as simple or as detailed as your client’s needs require

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Cost Centres

• Easy to manage schemes with mixed-use components

• Allows a community or building to have multiple budgets

• Accurately budget, invoice and spend funds based on the individual component uses

• Run financial reports and track the performance of each component individually or in a combined high level format

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Reporting

• Beautiful financial reports which are easy to understand for owners

• Huge range of financial reports, global reports and building-specific reports

• Every report is exportable to CSV

• Reports can be easily e-mailed to owners or directors using our integrated e-mail system

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Document Management

• In-built Document Management System (DMS)

• Seamlessly integrated into almost every screen

• Ensures standardisation in document storage across managers, buildings and the entire portfolio

• Tracks all edit and sent instances

• Quick & easy publish to the Community Portal

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Word Processing & E-mail

• Powerful word processing tool for documents & emails

• Prepare letters or send e-mails to one or all buildings

• Auto-saves against the customer record and in the DMS

• Access hundreds of merge-fields

• Create building-specific and global templates

• Easily insert files & financial reports

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Budgeting

• Links to the system’s extensive Chart of Accounts, developed over a 10-year period in consultation with industry experts

• Budget across multiple cost centres (for large, mixed use schemes)

• Easily calculate proposed service charges for each unit

• Budget for Admin and Sinking fund expenditure separately as well as any additional income

• Once finalised, the budget is available in the MyCommunity portal

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Invoicing

• Most powerful yet easy to use service charge invoicing system on the market

• Invoice service charges, sundry items and utilities – to both owners & 3rd parties

• Advanced debt collection features

• Configurable e-mail templates for all types of invoices & arrears stages

• Ability to attach documents and merge with the invoice as one PDF

• All invoices & receipts automatically available via the Tenant Portal

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Task Management

• Uses both an e-mail and an internal Inbox function

• Creates reminders for close to 60 system-automated tasks

• Users can also create tasks “on-the-fly” such as reminders to call someone

• The task can be linked to any record in the software, such as a contact, financial transaction or asset

• Assign tasks to “business groups” or individual users

• Set timeframes and escalate if not carried out on time

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Management Fee & Disbursement Billing

• Create template management agreements for your company

• Set-up disbursement & services schedules

• Define standard fees and charges, disbursement rates and staff hourly rates

• Automatically track and charge for disbursement items such as printing and photocopying

• Record on-the-fly time billing or itemized additional services

• Automate the billing process for fees & charges across your entire portfolio

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Customer Management

• Manage owners, tenants, directors, suppliers, agents & developers in one simple interface

• Store e-mails, invoices, contracts etc against each customer record

• Create tasks against customers such as recording phone calls or follow-ups

• Access to the MyCommunity portal is automatically controlled via the Address Book

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Meeting Management

• Our meetings module makes management of meetings a breeze

• Setup default templates for each meeting type, add standard or custom meeting motions

• Attach multiple documents to notices and merge them as one PDF

• Electronic Minute Book records attendance, voting results and decision making

• Integrates to 3rd party mail-house solutions

• Automatically publishes all finalised notices and minutes to the Community portal

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Procurement

• The procurement module manages RFQ's and Work Orders

• Integrated to the AP, GL and budgeting modules

• Automatically email tender documents to selected contractors

• Turn RFQ's into purchase orders and finally invoices in the AP module

• Set spending limits and authorisation rules

• Get internal authorisation via the Task Management System

• Get external authorisation from directors and committee members via the portal

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E-mail Tracking

• The system handles all outgoing emails of invoices, arrears, meetings and general communication

• The “Email Box” contains a sent items folder for each property in your portfolio

• Tracks delivery receipt and other supporting information

• Email “bounce” handling

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Serious Security

• Operates over a 256 bit SSL connection. Urbanise’s SSL certificates are secured by Thawte

• Configure “Access Group” policies to restrict access at the screen (and in some cases field) level

• Multiple layers of users within your organisation

• Assign users to specific buildings

• Full audit trail of all system changes in key areas such as Address Book, financial screens etc

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Connected to the Community Portal

• The Accounting and Management system shares the same database as the Community Portal

• User management and data sharing is automated

• Customers see data, including financials, in real-time

• Get updates back from the portal such as payment and work order approvals

• Delivers managers a true “self-service” solution

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COMMUNITY PORTAL – KEY FEATURES

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Property Website

• Every property automatically gets a website with a unique domain address

• The site is CMS enabled which means you can update the content

• Fully responsive site i.e. mobile-ready

• Comes with a Photo Gallery, interactive Business Directory feature and Facilities & Services widget

• Residents and tenants can apply to join via the site – requests sent to the manager

• Forgotten password function

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Members-only Section

• Reserved for managers, committee members, owners and tenants

• Each user has different levels of access, and this can be customised on a building-by-building basis

• User management is automated via the Address Book in the management software

• Includes social networking tools, communication tools and “self-service tools” such as a Request System

• Includes financial data and important community documents

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Access to Financial Data

• All financial data is in real-time as the portal shares the same database as the Accounting software

• Graphical interface – easy to understand for owners

• Annual Budget, Income & Expenditure statement, Balance Sheet, GL, AP ledger and Service Charge Collections

• Paper reports are a thing of the past!

• Managers choose how much or little they want to share

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Online statements & payments

• Owners can check their financial balances online

• Print previous invoices & receipts

• Pay via a secure gateway and see their statement and the accounting software reconcile in real-time

• Improve collection rates and save time in receipting income

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Maintenance & Service Requests

• Owners and tenants can lodge maintenance or service requests with their manager

• Every request is given a unique ticket number, a copy is sent to the client and the manager

• Where the requests go to can be configured on a building-by-building basis

• Integrated to the Urbanise FM solution (coming soon)

• Can be integrated to any 3rd party FM system

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Important Documents

• Publish documents from the Accounting & Management software or via the Portal

• Committee members can publish documents via the portal

• Viewing permissions can be set for every document

• Great tool for developers and projects under construction

• Important information stays with the unit - floor plans, paint schedules, oven and dishwasher manuals and more

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Directories & Listings

• Comes with a standard business directory listing

• Managers and committee members can add and edit the listings

• Can also be integrated to leading real estate CRM systems

• Show live listings of properties for sale or lease on the portal

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SMS Messaging

• Send SMS messages to your committee members, owners and tenants quickly and easily

• The mobile numbers of your clients are automatically displayed as per the details in the address book

• Keeps a register of all past SMS sent, including why they may have failed

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Bespoke property sites

• Choose from one of our awesome templates or engage us to develop something completely bespoke

• Use existing project web sites

• Put the login script on your own site, including your corporate site

• Our sites can also act as a project marketing web site for property developers

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Your look. Your feel.

• Make the system look and feel like your own solution

• Add your branding and change the colour scheme or “skin” for the product

• Insert a customised header and footer on the inner pages of the portal

• Advertising opportunities

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The Lobby Screen

• Automated messaging system directly connected to the portal platform

• Great for screens and tablets in foyers and lifts

• Events, Community Notices and Special Promotions all displayed via the Lobby Screen

• Local weather and news feeds

• Advertising opportunities