Complete Guide to Property Management Sections

Introduction

When you enter the Property Management system (raghdan.sa/en/amlak/), you'll find a sidebar containing 9 main sections. This guide explains each section in detail and how to benefit from it in managing your properties.

1. Dashboard

The dashboard is the main page you see when entering the Property Management system. It gives you a comprehensive and quick overview of everything:

Key Statistics (4 cards):

• Total Properties — Number of properties registered in the system
• Total Units — Number of units with breakdown (rented / vacant)
• Tenants — Number of registered tenants
• Occupancy Rate — Percentage of rented units from total (with progress bar)

Quick Shortcuts (4 cards):

• Payments — Number of pending payments
• Maintenance — Number of open maintenance requests
• Contracts — Number of active contracts
• Reports — Quick link to reports

Recent Properties:

• Display of recently added properties with a quick "Add Property" button

2. Properties

The Properties section allows you to manage all your registered properties.

Adding a New Property (3 steps):

• Step 1: Locate the property on the interactive Google Maps — tap on the exact location or use search
• Step 2: Enter property details — property name, type (residential building, villa, commercial complex, office building, rest house), address, city, district, number of floors, description
• Step 3: Upload property photos (optional)

Automatic Unit Generation:

When adding a property, you can specify the number of floors and units per floor — the system automatically generates all units with sequential numbers. For example: 5 floors × 4 units = 20 units ready instantly.

View Options:

• Grid — Cards with property photos
• List — Detailed table

For each property: name, type, location, number of units, rented and vacant count, with buttons (edit, delete, view details).

3. Units

The Units section displays all units (apartments, shops, offices) across all your properties.

Each unit's data:

• Unit number and floor
• Unit type (apartment, shop, office, studio)
• Number of rooms and bathrooms
• Area in square meters
• Default rent
• Unit status

Status Colors:

• Green = Rented (shows tenant name)
• Yellow = Vacant (available for rent)
• Red = Under maintenance
• Gray = Reserved

Filtering: You can filter by property, status, floor, or search by number.

4. Tenants

The Tenants section allows you to manage all tenants linked to your properties.

Adding a tenant:

• Enter name, national ID number, mobile number, email (optional)
• Link tenant to a specific unit

Sending invitation:

• WhatsApp invitation (free) — Sends an automatic WhatsApp message with registration link
• SMS invitation — Sends a text message (requires message credit)
• After accepting the invitation, the "Tenant Portal" section appears in the tenant's account

Tenant Account Statement:

• Next to each tenant, an icon takes you directly to their detailed account statement in the Accounting section

Tenant Status:

• Registered and linked ← Green
• Invitation sent ← Yellow
• Not registered ← Gray

5. Contracts

The Contracts section allows you to create and manage rental contracts.

Creating a new contract:

• Select tenant and unit
• Set start and end dates
• Monthly rent value
• Payment cycle (monthly, quarterly, semi-annually, annually)
• Deposit amount (optional)

Automatic Installment Generation:

When creating a contract, installments are automatically generated based on the payment cycle. For example: annual contract with monthly payment = 12 automatic installments with specific due dates.

Contract Tracking:

• Active, expired, and cancelled contracts
• Alerts for contracts nearing expiration
• Ability to renew contract

6. Payments

The Payments section is the most frequently used daily — it tracks all installments and payments.

Statistics:

• Overdue payments (with total amount)
• Pending payments (awaiting confirmation)
• Collected this month

For each payment:

• Tenant name, property, unit
• Installment number (e.g., Payment 3 of 12)
• Due date and number of days overdue
• Amount and status

Statuses:

• Paid (green) — Confirmed
• Pending (yellow) — Awaiting payment
• Overdue (red) — Past due date
• Awaiting confirmation (blue) — Tenant uploaded receipt and waiting for your confirmation

Actions:

• Confirm payment — When you receive the amount, tap confirm and status changes to paid
• Send reminder — Sends an automatic WhatsApp message to the overdue tenant
• View receipt — If the tenant uploaded a receipt image

7. Maintenance

An integrated system for managing maintenance requests.

Request Sources:

• From tenant via Tenant Portal
• Manually from owner/marketer

Request Lifecycle:

1. 1
   New — Incoming request
2. 2
   Under Review — Request received
3. 3
   In Progress — Technician assigned
4. 4
   Completed — Repair done
5. 5
   Closed — Tenant confirmation

For each request:

• Problem description with photos
• Priority (urgent, normal, low)
• Related unit and tenant
• Assigned technician
• Cost and invoice

Accounting Integration:

Maintenance costs are automatically recorded as expenses in the accounting system.

8. Accounting

A comprehensive accounting system designed to be simple for owners and marketers — no accounting experience required.

Main Accounting Dashboard:

• Total revenue and expenses
• Net income
• Accounts receivable (amounts due from tenants)
• Income and expenses chart

Sub-sections:

Invoices:

• Create professional electronic invoices
• Compliant with ZATCA (Zakat, Tax and Customs Authority)
• Contains QR code for verification
• Export as PDF with your business logo, stamp, and tax number
• Automatic 15% VAT calculation

Receipt Vouchers:

• Receipts for amounts received from tenants
• Automatically numbered and dated

Expenses:

• Record expenses for each property (maintenance, cleaning, insurance, general services)
• Classify expenses by type
• Automatic link with maintenance requests

Bank Accounts:

• Add multiple bank accounts (Al Rajhi, Al Ahli, Al Inma, etc.)
• Track each account independently
• Know the balance in each bank

Tenant Deposits:

• Record deposit amounts for each tenant
• Track deposit status (active, partially refunded, fully refunded)
• Manage refund operations

Professional Excel Export:

• 7 different export types
• Professional bilingual design (Arabic/English)
• Colors, table headers, and business logo
• Includes: account statements, invoices, expenses, financial reports

9. Reports

The Reports section provides 5 professional financial reports:

1. Tenant Account Statement:

• Select tenant from the list
• Shows: total due, paid, remaining, deposit
• Detailed transactions table (incoming and outgoing)
• Excel export for each tenant

2. Income Statement:

• Total revenue (rent + services)
• Total expenses (maintenance + operations + management)
• Net profit/loss
• Filter by period: monthly, quarterly, semi-annually, annually, custom

3. Cash Flow:

• Incoming and outgoing amounts
• Net cash flow
• Useful for knowing actual liquidity

4. Trial Balance:

• All accounts (debit / credit)
• Required for accountants and Zakat reports
• Shows balances for each account

5. Balance Sheet:

• Assets (bank accounts + accounts receivable)
• Liabilities (deposits + tax due)
• Equity
• Comprehensive view of financial position

All Reports:

• Support flexible time period filtering
• Exportable as professional Excel
• Display with official Saudi Riyal symbol

10. Settings

• Edit business details (name, commercial registration, tax number)
• Upload or change business logo
• Invoice settings (starting number, default notes)
• Notification settings

How Does AI Help You?

The Property Management system in Raghdan benefits from AI in:

• Smart Alerts — Automatic notifications before contract expiration and due dates
• Occupancy Analysis — Suggestions to improve occupancy rate and maximize income
• Automatic Reports — Generating periodic financial summaries (monthly, quarterly, annually)
• Automatic WhatsApp Reminders — Sending payment reminders to overdue tenants without intervention
• Expense Linking — Automatic linking between maintenance requests and financial expenses

Important Notes

• The system is completely free for all real estate marketers and property owners.
• Works on desktop and mobile with responsive design.
• Supports Arabic and English with full RTL support.
• Invoices are compliant with ZATCA (Zakat, Tax and Customs Authority).
• Data is encrypted and protected on Google Cloud servers.

Common Issues

• Can't find Accounting section: Make sure to activate Property Management first.
• Installments not generating automatically: Make sure to create a contract with payment cycle specified.
• Reports are empty: Add properties, tenants, and contracts first — reports depend on entered data.
• Want to export a report for a specific period: Use the time period filter (custom) and specify the from-to dates.