Frequently Asked Questions

It is a WordPress plugin that lets property managers and landlords manage rental properties, tenants, invoices, and financial reports — all from inside their WordPress dashboard. No external software needed.

The Free Edition supports up to 20 properties and 40 tenants. Invoices are unlimited. When a limit is reached, the plugin displays a notification and prevents adding more until existing entries are removed.

WordPress 5.0 or higher and PHP 7.2 or higher are required. A MySQL 5.6+ database is also needed. Most modern hosting environments meet these requirements.

Go to WordPress Admin → Plugins → Add New → Upload Plugin, select the ZIP file, click Install Now, then Activate. Alternatively, extract the ZIP and upload the property-management folder to /wp-content/plugins/ via FTP.

Yes. The plugin operates entirely through the WordPress admin dashboard and its own frontend shortcodes. It works with any properly coded theme. For the best visual integration, the PressPros Property child theme is available and pairs seamlessly.

Yes — on activation it creates: wp_pm_properties, wp_pm_tenants, wp_pm_invoices, wp_pm_portal_accounts, wp_pm_tenant_applications, wp_pm_payments, and wp_pm_expenses.

Navigate to Properties → Properties → Add New Property in the WordPress admin. Fill in the address, number of bedrooms and bathrooms, monthly rent, and upload photos. Assign a tenant once one is added to the system.

Each property record stores: address, city, state, ZIP, bedrooms, bathrooms, monthly rent, rental status (rented/available), property images, and assigned tenant.

Financial tracking includes both income (pet fees, parking, storage, application fees) and expenses (mortgage, taxes, insurance, utilities, HOA, property management fees, vacancy reserve, CapEx reserve).

Open the property record and toggle the Rental Status field. When you assign a tenant to a property the status updates automatically. Properties marked as available appear in the [pm_available_properties] frontend shortcode listing.

Yes. Each property supports an image gallery. Photos are managed through the standard WordPress media library and display on both the admin property card and the frontend shortcode listings.

Use the [pm_available_properties] shortcode on any page or post. You can also use [pm_available_properties columns="3"] to control the grid layout. Only properties with status "available" will appear.

Go to Properties → Tenants → Add New Tenant. Enter name, email, phone, address, lease start and end dates, and assign them to a property. The tenant is immediately available for invoice generation.

Full name, email address, phone number, mailing address, lease start date, lease end date, monthly rent amount, rent payment status (current / overdue), and assigned property.

Place the shortcode [pm_tenant_application] on any page. Prospective tenants fill it out online. On submission, the plugin automatically generates a PDF of the application and stores it in a protected uploads folder. All applications appear in the admin dashboard for review.

Yes — via the Tenant Portal. Tenants create an account using the email address on their lease, then log in to view invoices, check balances, and access property information. See the Tenant Portal section for more details.

Each tenant record has a payment status field (current/overdue). This is also reflected in the invoice system — overdue invoices are flagged and appear in the Accounts Receivable Aging report.

Go to Properties → Invoices → Create Invoice. Select a tenant and property, enter the amount, due date, and description. Save it, then click Email Invoice to send a professional PDF to the tenant automatically.

Auto Invoice automatically generates monthly rent invoices for all rented properties on a schedule you define. Configure it under Settings → Auto Invoice. Choose the day of the month invoices are created, how many days ahead the due date is set, whether to email tenants automatically, and whether to require manual approval via a preview step before invoices are released.

Invoices are emailed using the WordPress native email system. The plugin pulls the tenant's email address from their profile and sends a formatted invoice with all relevant details. Make sure your WordPress site has a working outbound email configuration (SMTP plugin recommended).

Yes. Every invoice can be rendered as a professional PDF using the built-in FPDF library. PDFs can be viewed in-browser or downloaded, and are included with emailed invoices.

Pending — invoice is outstanding. Paid — payment has been recorded. The dashboard and reports always reflect live status counts.

Yes. Invoice numbers are generated automatically in sequence and prefixed with your company abbreviation as configured in Settings → Company Info. They cannot be edited manually to maintain a clean audit trail.

Create a new WordPress page, add the shortcode [pm_tenant_portal], and publish it. Share the page URL with your tenants. No further configuration is required.

On the portal page, tenants click Sign Up and enter their full name, the email address on their lease, and a password of their choice. The system verifies that the email matches an existing tenant record before creating the account.

Logged-in tenants can: view all their invoices (pending and paid), see their property address and monthly rent amount, access their account details, and log out securely.

Yes. Passwords are hashed using WordPress's wp_hash_password(). Login attempts are rate-limited to 5 per 15 minutes per email/IP combination to prevent brute-force attacks. The portal also includes a math CAPTCHA on the login form.

Yes. Each tenant has their own independent account tied to their email address. Portal sessions are isolated and each tenant only sees their own invoices and property data.

Property & Occupancy: Portfolio Overview, Occupancy Rates & Trends, Vacancy Analysis.

Financial: Monthly Income Statement, Revenue by Property, Cash Flow Analysis, Expense Tracking, Accounts Receivable Aging, Year-over-Year Comparison.

Tenant: Active Tenants Report, Tenant Payment History, Move-In/Move-Out Report.

Yes. Reports can be exported to PDF for filing or sharing, and to CSV for importing into accounting software like QuickBooks or Excel.

Yes. From the Report Viewer, click Email Report to send the generated report to any email address without leaving the WordPress admin.

This report breaks down all outstanding (pending) invoices by how overdue they are — current, 30 days, 60 days, and 90+ days past due. It helps you quickly identify tenants who need follow-up.

Every report includes date range selectors. Set a start and end date, then click Generate Report. The plugin queries only records within that period, making monthly and year-end reporting straightforward.

Go to Properties → Settings → Company Info. Enter your business name, address, phone, email, and logo. This information appears on all invoices and PDF reports.

Yes. Under Settings → Email Templates you can edit the subject line and body text for invoice emails. Template variables such as {tenant_name}, {invoice_amount}, and {due_date} are available for dynamic content.

Navigate to Properties → Settings → Auto Invoice. Enable the toggle, select the day of the month (1–28), set the number of days ahead for the due date (0–60), choose whether to email tenants automatically, and optionally enable a preview/approval step. The system uses WordPress Cron to run on schedule.

The plugin registers custom capabilities. Administrators have full access. You can grant individual team members specific access — such as view-only reports access or invoice creation — through the Settings → User Roles & Access tab.

Deactivate and delete the plugin from the Plugins screen. To also remove all database tables, run the following SQL: DROP TABLE IF EXISTS wp_pm_properties, wp_pm_tenants, wp_pm_invoices, wp_pm_portal_accounts, wp_pm_tenant_applications, wp_pm_payments, wp_pm_expenses;