One property can appear differently to every team
Leasing sees a unit and its availability. Finance sees an agreement, a billing schedule and an account balance. Facilities sees assets, work and service history. When those views cannot be connected, a simple question about a property can become a search across systems.
We work through one property across those views. The unit identifier needs to remain consistent from availability and agreement through billing and service work. That shared structure is the foundation for useful screens and reports, particularly when ownership and management responsibility differ.
From portfolio structure to commercial activity
Rubik Property Management is designed around property and community setup, unit structures, sales and leasing availability, quotations, agreements and payment-related workflows. Review the property and facilities scope together, then confirm current packaging, platform dependencies and supported integrations.
Commercial, financial and facilities requirements
| Operating view | Records and responsibilities |
|---|---|
| Commercial | Follow an enquiry through unit selection, quotation, approved agreement and renewal or exit. Test changes to terms, dates and parties so their downstream effects are understood. |
| Financial | Identify the schedules and events that should create or change a charge. Define deposits, adjustments and reconciliation requirements with finance and your professional advisers. |
| Facilities | Map how a service issue is reported, assigned, completed and recorded against the right property or asset. Confirm the application coverage needed for each step. |
The migration begins with identifiers
Before transferring records, decide how each property, unit, customer, agreement and asset will be identified. Resolve duplicate or reused identifiers and preserve the relationships between them. A clean unit list with disconnected agreements will still leave teams rebuilding context by hand.
Prioritize active agreements, opening balances and unresolved service work. Decide deliberately how historical information should remain accessible, what needs to move into the new workflow and how users will find an older record.