Property management glossary: every term Premises uses, defined

Acknowledgement receipt

The platform's confirmation that a payment was recorded. Not a BIR official receipt.

Accrual basis

Counting income when invoiced and expenses when incurred, regardless of when cash moves. Compare cash basis.

Arrange

The mode that lets a person reorder or hide sections on a page, saved per person, with role and business defaults underneath.

Arrears

Rent or dues owed from past periods; carried forward as a line on the next invoice.

Association

A homeowners association (HOA) or condominium corporation; in the platform, a workspace or place in association mode where dues replace rent.

Audit log

The append-only record of who did what, when, across the workspace.

Basis

Cash or accrual — which rule decides the month a transaction belongs to.

Capability

A single permission (invoices.manage, finance.view). Roles are fixed bundles of capabilities.

Cash basis

Counting income when received and expenses when paid. Compare accrual basis.

Changeover

The clean between two short-stay guests; shorter than a turnover, measured in hours.

Chase list

Overdue invoices, oldest first, with reminders and contact history.

Client

A tenant, homeowner or service customer — anyone the workspace invoices.

Collection rate

Payments received for a month's invoices as a share of what was billed that month.

Common area

A lobby, stairwell, park or clubhouse: cleaned and costed, never invoiced.

Deposit

Money held for a tenant — security, advance rent, electrical. A liability, not income.

Draft

An invoice not yet sent: unnumbered, not owed, deletable.

Due-ness

Whether a checklist task is owed in a unit, computed from its interval and its last tick there.

Dues

The periodic amount a homeowner pays an association; the platform's rent engine with the words changed.

Evidence page

The final page of a signed PDF: who signed, when, from where, the document hash, the consent text.

Fair wear and tear

Deterioration from normal use, which may not be deducted from a deposit.

Flat (estate shape)

A place organised by streets, blocks or phases rather than floors: a subdivision or compound.

Gate

The module for visitors, deliveries, contractors and vehicles, used from a kiosk.

General expense

A cost of the whole place — guard, lights, admin — split across units by the place's rule.

Head lease

The lease under which a lessor holds a property they sublet; its terms bind the subleases.

Inbox

The queue of items that need a person's decision: receipts to file, payments to allocate, tickets to triage.

Kiosk

A shared device session tied to a post (guard post, clock-in) with per-shift personal PINs.

Ledger

A list of movements from which a balance is computed — the way the platform keeps stock, deposits and petty cash.

Lessor / lessee

Landlord and tenant, in the Civil Code's words.

Managed by others

A place that holds your units inside a building someone else runs: condo units in a tower.

Month close

Locking a month after its checklist is green, so the accountant pack is generated from numbers that will not move.

My day

The landing page: what needs you, this month's money, tonight's occupancy.

Needs you

The section of My day listing items waiting for attention.

Official receipt (OR)

The BIR-registered receipt issued from your booklet or accredited system when payment is received.

Override

A change to one day's rota that leaves the weekly template untouched.

Place

A building, subdivision, compound or set of managed-by-others units; a workspace has one or more.

Portal

The tenant's or homeowner's own login: balance, invoices, lease, deposits, tickets, gate.

Proposal (visit)

A cleaning slot offered to a tenant the evening before, to accept, decline or reschedule.

RA 8792

The Electronic Commerce Act: electronic documents and signatures have legal effect.

RA 9653

The Rent Control Act, as extended: caps on rent increases, advance and deposit for covered units.

RA 10173

The Data Privacy Act: duties of anyone holding personal data, including landlords.

Repeating invoice

A schedule that raises an invoice on a day each period; the nightly run does the raising.

Restock level

The quantity below which an item is flagged for reordering.

Role

One of six fixed bundles of capabilities: owner, admin, manager, supervisor, receptionist, staff (plus viewer for associations).

Rota

The weekly plan of which unit is cleaned in which slot, with a cleaner per day.

Running cost

A unit's fixed monthly cost of being held — dues, head-lease rent, fixed utilities — charged whether let or not.

Service only

A unit you clean or maintain but do not let: on the rota, out of the money.

Short-stay

A unit let by the night (Airbnb and similar): stays and payouts instead of tenants and invoices.

Split rule

How a place's general expenses are shared across units: equally, by area, or custom.

Stacked (estate shape)

A place organised by floors: a building.

Statement of account

One PDF listing every open invoice and payment for a client, with the balance.

Tenancy

A client's occupation of a unit from move-in to move-out, with its lease and deposits.

Ticket

A reported problem with a number, an owner, a history and a cost.

Turnover

The work between one tenant's move-out and the next move-in: inspection, clean, repairs, ready. Measured in days.

View as

Opening the platform as another staff member or tenant, with a banner and a log entry, without their password.

Void

Cancelling a sent invoice while keeping its number and record; the platform has no delete for sent invoices.

Withholding

Tax a company tenant deducts from rent and remits to the BIR, evidenced by Form 2307.

Workspace

One business's whole installation: its own database, its own address, its own staff and settings.