Cloud Property Solutions offers 21 years of software development experience in the property industry under our former brandnames of DataTrac Software Solutions, Property Solutions Online and Fintrac Cloud Accounting ... now, IN A SINGLE APPLICATION. Whatever you need to manage your estate agency is now available in a convenient, dynamic dashboard allowing you to switch between service types with considerable ease.
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Cloud Property Solutions provides a comprehensive range of marketing solutions for your agency starting with domain and email hosting services and then branching out to CRM, Website Designing, Syndication and Social Media Marketing.
Our services are managed in a SINGLE APPLICATION that enables you to easily switch between our different services, as and when needed. Our SINGLE APPLICATION approach extends to cover Financial Applications that are needed in your business. Click on the main image above for more info on our Financial Applications.
Let our syndication services SAVE YOU TIME ... and Money, by automatically fetching leads from your own website, Prop24 and Private Property and saving them into your Cloud CRM. This benefit applies for both Sales and Rentals.
You can also view and export these Leads easily from the Recent Contacts panel in the CRM. These Leads are also automatically saved into our Pipeline Management system so you can easily manage the timeline and process of converting them to deals.
Our Pipeline Management system enables you to manage leads, far better than you have ever done before, that have been auto populated via enquiries made on your website (designed by us) or fetched from the key portals, Prop24 and Private Property. You can also manually enter or import leads into the Cloud Pipeline.
Leads in the pipeline can be viewed for the agency overall (all agents) or individually for the logged-in agent. We cater for My Pipeline, Shared leads and Referred leads with graphical support of the various categories, and their respective timelines indicating how the lead is progressing to becoming a deal or mandate with different pipeline types for sellers, buyers, landlords and tenants.
Our Campaigns Management system is an extension of our Pipeline Management system and allows you to keep in contact periodically with prospective clients of all types via scheduled emails. You can design your own campaigns or we can do so for you.
Campaigns can cover all the different services that you offer and achieve reminding people that "you are still very much on the block". You can close your campaign messages with a punt along the lines of "If you know of anyone who is in the market to buy or sell, or let or rent property", to refer them to you.
Marketing your properties on social media allows you to promote and build a positive reputation for your agency on the various platforms. It forms a medium between you, your clients and industry peers where you’re able to generate brand awareness and promote your listings.
Our Cloud CRM enables you to easily post your listings to Facebook and / or Instagram at the click of a few buttons. You can post individual listings using the headline image for the listing or a gallery of upto 10 photos. The process is rapid and also records listings that have been posted in this manner, in our Cloud Social Media Marketing module.
Our Cloud CRM allows you to connect your Gmail account and set up events in the calendar on the CRM that sync with your Google calendar on your mobile devices, especially your phone.
The benefits of doing this are significant and you will quickly stop using other calendar reminder systems like Outlook.
Our software also enables you to add a component app that will efficiently remind you by ear of appointments or tasks needing your attention with customisable snooze options. What a Winner!
The Task Manager is an integral part of our Cloud CRM and allows you to create and manage tasks that need to be actioned. You can set reminders with different intervals for each task, and share the task with certain colleagues in the office. These reminders are sent either by email or SMS, as you decide.
The Task Manager is always visible in the dashboard of the CRM and tasks can be created quickly and easily from all screens.
Using this tool will enable you to keep on top of all the activity that makes up your busy life as an Estate Agent, and will improve your efficiency considerably.
Whenever notes are recorded in our Cloud CRM, you will be given the option of simply saving the note, or setting a date based reminder for it, or very important notes, you can create a Scheduled Task reminder that we have covered above. This feature of our program allows you to manage all the many things that you have to remember, in your busy life as an estate agent.
Our Notes and Reminders can be easily viewed from the CRM dashboard and also, the Pipeline Management system previously described. Coupled with our Google Calendar functionality and Task Manager, you will be better equipped to manage your portfolio or business better than ever before.
We believe that verifying the Asking Price of your listings at least monthly is absolutely essential. This can be a time consuming exercise and is thus often neglected due to there being not enough time in the day to attend to everything!
Our Cloud CRM automates keeping in contact with your Sellers by doing nothing other than recording their confirmations and the date of confirmation of the Asking Prices for your listings as and when the relevant emails, or other forms of confirmation, reach you. Also, remember that each communication with your clients is an opportunity to promote your services to them again which you do in the relevant outgoing email.
We are continually improving our software across all platforms which we communicate to you via ongoing program updates in our Notifications module. This investment in our Cloud CRM, website designing, syndication and social media marketing services is for your benefit, AT NO ADDITIONAL COST.
Also, we are flexible and are open to suggestions from our Clients on how to further improve our software. If we agree to your suggestions, we carry the costs of the program development and enhancement. If you wish us to make changes specifically for your agency's benefit, we also offer this service which understandably will be for your account.
Cloud Property Solutions provides a comprehensive range of financial solutions for your agency as shown in the graphic alongside. Each of these modules is designed and customised for the specific financial solution and are available in a SINGLE APPLICATION allowing you to easily switch between the financial products , as and when needed.
Our financial accounting system is the foundation of our rentals modules and enables you to manage your agency's entire finances in a SINGLE APPLICATION that will give you accurate information at all times and prepare you ongoing for year end or interim financial reporting.
Our financial accounting and rentals modules all reflect double entry accounting with appropriate functionality and reporting that you would expect of such a product. Any business can use FinTrac Cloud Accounting but we have gone the extra distance of customising our applications to suit the property marketplace.
You do not need to be an accountant to use Fintrac as the double entry accounting system and it's processing modules (Customers, Suppliers, Cashbook and Journals) do the thinking for you. If you need help with the processing of an entry, we're only a Skype call away or you can contact us via WhatsApp or our landline.
The Auto Statements screen is auto populated two days before the date that you have selected to send statements out. The controlling screen offers many advantages and allows you to check your linking codes and most importantly, the variable charges for each lease. Once these checks have been done, you can select one or more statements to be sent, there and then, from the Auto Statements screen without having to do so via Reports. Another key advantage of this system is that you can hold back the sending of statements for those leases where the municipal and / or scheme charges have not yet arrived.
All month-end Invoice processing is done from this screen, and you do not have to toggle between different screens, making the whole process easier to manage. You can load your variable charges and view the Invoices before the statements are sent to your Tenants.
Our software caters for two methods of processing receipts from Tenants namely Payment Processing and Payment Allocations.
Payment Processing means that the amount received from the tenant is simply paid to the beneficiaries according to the payment rules which we call linking codes and if there is a shortfall or overpayment, you can decide what to do with it. With this option, the entire receipt must be fully paid out.
Payment Allocations is different and is the recommended approach for processing tenant receipts as it allows accurate records to be kept on how tenant receipts have historically been allocated so one can easily see which expense categories have been short paid by the tenants; also, overpayments can be carried forward for use in later periods as unallocated credits; and, commissions can be held back for payment in bulk, when it suits you to do the transfers thereby reducing bank charges significantly.
Fintrac simplifies the credit control process by allowing you to create automated rules for reminding tenants to pay their rent and other charges on time, before the first of the month, and thereafter as often as you like leading upto legal steps being taken against them. You can set different rules for email handling eg. sending copy statements or SMS'es, where the tenants are in default.
You can also raise charges like late payment fees, admin fees for unpaid debit orders, SMS charges, etc. from the Debtor Administration screen. Another benefit of this process is that you can drill down easily into the invoices making up the outstanding amounts to see how they are calculated and / or pass credit notes directly from this screen.
We guarantee that the efficiency of your collections process will meaningfully improve by using these automations!
Our program provides a 5-month view of leases that are expiring or coming up for renewal with automated updating of the financial parameters of the leases, and preparation of appropriate documents that can be emailed to the Parties for signature.
We also simplify the follow up process via automated rules for reminding tenants to sign and return the renewal documents, which reminders you can set to go out as often as you like via email or SMS. This method of managing the renewals process will take the stress out of this important part of your responsibility as a rentals agency.
Fintrac incorporates an Inspections Module that allows you to profile the leased premises from sets of areas masters eg. typical 3 bedroom home, 2 bedroom apartment, etc. and to populate the attributes or elements of each individual area. You can do this in advance of the inspection date or when you get to the premises. You can also, add areas and / or attributes as you are carrying out the inspection.
The module allows you to record the condition of each area and it's attributes and take photos that can be uploaded later, when you are in an uncapped wifi environment. Photo management is easy and report generation with provision for electronic signatures, likewise.
No need to pay for third party software to do inspections, when whatever you need is "ready to go" in Fintrac.
Our Maintenance Module couples with our Inspections Module or can be used independently. You can easily open, update and follow up on maintenance tickets and keep a visual record of how far the maintenance item has progressed to completion of the work and billing of the charges therefor.
A separate panel in Fintrac's dynamic dashboard will remind you of pending maintenance tickets, so that you give regular, ongoing attention to this important task. In addition, Fintrac generates a daily reminder to you first thing in the morning, of all matters in the dashboard including inspections and maintenance tasks that need your urgent attention for that day.
We're here to help you be more efficient in managing your busy life as an estate agent.
The Task Manager is an integral part of Fintrac and allows you to create and manage tasks that need to be actioned. You can set reminders with different intervals for each task, and share the task with certain colleagues in the office. These reminders are sent either by email or SMS, as you decide.
The Task Manager is always visible in the dashboard of Fintrac and tasks can be created quickly and easily from all screens.
Using this tool will enable you to keep on top of all the activity that makes up your busy life as an Estate Agent, and will improve your efficiency considerably.
Fintrac allows you to connect your Gmail account and set up events in the calendar in Fintracthat sync with your Google calendar on your mobile devices, especially your phone.
The benefits of doing this are significant and you will quickly stop using other calendar reminder systems like Outlook.
Our software also enables you to add a component app that will efficiently remind you by ear of appointments or tasks needing your attention with customisable snooze options. What a Winner!
