Hi,

Sorry if the title sounds a little confusing! And apologies for the long question!

I run a property management business and manage property complexes/condos. I manage the communal fees for the owners.

My problem is tracking owners that own multiple properties. I did ask about this before and was told to use a project for each property so that they are linked to one owner, and the owner can see them all in the customer portal.

However, I'm struggling with how best to set that up. Projects seem designed to track work that has a start and end date, budget etc. Not surprisingly, really, and it seems a bit cumbersome for my needs.  Projects don't really suit the communal fees that I need to charge and track. Every year, the owner is required to pay an annual fee. How is it best to arrange this within projects? Perhaps I'm missing something simple.

So owner X has three properties, 1, 2 and 3.

Will it be best to create a project for each property each year and then create invoices for each project? Is there another way?  I thought of creating a project for the property and then tasks for each year's fees, but then which billing method should I choose? Hours-based doesn't suit, really. If I choose Fixed Cost for the Project, then after the first year, the project will show a budget over run that will keep growing.

For example;

In 2023

Project Property 1; 2023 - Invoice

Project Property 2; 2023 - Invoice

Project Property 3; 2023 - Invoice

In 2024

Project Property 1; 2024 - Invoice

Project Property 2; 2024 - Invoice

Project Property 3; 2024 - Invoice

Is that the best way, or is there something else I could do?

As an extra question around this subject, can I transfer invoices already created/paid to a project? I initially set up each property individually instead of each owner individually. So if I can use the project method, I'd like to go back and fix the previous invoices, if possible.

I also need to produce reports for each condo, so I've set up reporting tags. Maybe it's better to just add an invoice for each property, under each owner's account, with the relevant condo tag instead of projects? I'm not sure how this would work with the reporting.

Martin