Rental management for third parties
A portfolio across many owners with different subcontractors per building. Limit, approver and reporting follow the mandate, not whoever happens to answer that day.
Mandates and governance
Who decides what, for which building, up to which limit: the rule is written once, and every request follows it on its own.
7 days, 20 answered calls, no card
The task it takes over
The moment you manage for other people, the question stops being “what should be done” and becomes “who is allowed to say yes”. One owner set a spending limit. One board meets monthly and delegates the rest to its chair. An institutional owner wants cost landing on the right account. Three rules, three buildings, one phone line.
This add-on writes those rules down once. For each mandate or entity it knows who the principal is, who approves, up to what limit, and what each person may see. An incoming request attaches itself, and the approval goes straight to the right person instead of travelling through a manager who relays it tomorrow.
It also brings order to the decision itself: when several vendor proposals arrive for one job, it lays them side by side on the facts — who, what, when, at what quoted cost. It recommends nothing. It makes the comparison readable for whoever holds the authority, and it records the choice.
Step by step
- Attach
The right mandate, before anything else
Building, lot or unit, then the role of the caller: tenant, co-owner, board member, principal, agent. That attachment drives everything downstream, including what may be said back to the caller.
- Apply
Delegation applies by itself
Under the mandate limit, a request moves. Above it, the request goes to the approver named for that mandate, and only to them. A syndicate whose board has delegated nothing waits for its board, and the requester is told the decision sits at that level.
- Compare
Proposals side by side, with no opinion
Scope of work, quoted timeline, quoted cost, conditions: the presentation is administrative. No recommendation is produced, and nothing rules on legal responsibility for a common element or a private portion.
- Report
One report per mandate, not one big pile
What was requested, approved, carried out and invoiced files itself by mandate and by entity. Deadlines — renewal, general meeting, notice to serve — land on the calendar, and any notice that goes out is the one you approved.
An add-on, not a base capability
The Real estate base already recognizes several owners and several principals: that plain identity is included, and it is not billed twice. What this add-on brings is coordination: decision authority, spending limits, administrative comparison and reporting per mandate.
Several management sites or several distinct legal entities belong to a different module, multi-site and entities. No legal interpretation happens here: your declaration of co-ownership and your lease stay with your own advisors.
What this changes for your business
Condominiums and syndicates
A small volunteer board whose approvals sometimes slip, or professional management of many syndicates with walled-off contacts: delegation is explicit, and a decision log follows it.
Commercial property
Business occupants, contractual coverage checked before work starts, cost assigned to the right account. Restricted access hours in an office tower become a condition on the request, not a same-day surprise.
What it receives
- Your list of mandates and entities, with their buildings and their lots
- The approver named on each mandate and the limit tied to them
- A delegation voted by a board, where one exists
- Vendor proposals received for one and the same job
What it produces
- A request attached to the right mandate, the right lot and the right role
- An approval sent to whoever holds the authority to grant it
- An administrative comparison of proposals, with no recommendation
- Reporting per mandate, deadlines on the calendar, and notices you approved
You write the delegation rule, and you change it when a board changes. Your receptionist applies what is written; it fills no gap with a guess, and it does not decide for a board that has yet to rule.
What is metered, and what comes from elsewhere
The allowance counts active mandates rather than monthly volume: coordination is what you buy, not the number of people on file.
- Mandates or entities tracked at the same time, with their governance
- A document page allowance for records attached to decisions
- Knowing several owners or principals stays included in the base
- Calls stay metered on the base, separately from this add-on
Third-party costs stay separate: fees from an outside advisor, notice delivery through a postal provider, or electronic signature from an outside provider are billed by that provider.
With property management software
The status shown is technical qualification, as the software register establishes it. With nothing connected, the delegation rule lives in Zenvox.
- No connected softwareZenvox native modeMandates, approvers, limits, decisions and reporting stay in Zenvox, readable from the app.Work without connected software
- BuildiumTo qualifyAccount-credential access is documented; mapping its entities onto your mandates has to be settled before any write.Buildium
- Hopem, Proprio Expert and local systemsTo qualifyOften the system of record for mandates here. The access contract is unsettled, and nothing carries over from another vendor.HopemProprio Expert
Questions about this add-on
Does it recommend a vendor among the proposals?
No. Scope of work, quoted timeline, quoted cost, conditions: the presentation is administrative and side by side. No recommendation is produced, and nothing rules on legal responsibility for a common element or a private portion.
A board that delegated nothing — what happens?
The request waits for its board, and the requester is told the decision sits at that level. Under the mandate limit a request moves; above it, the request goes to the approver named for that mandate, and only to them.
Does everyone see everything?
No. The attachment — building, lot or unit, then the role of the caller — drives what may be said back, and reporting files itself by mandate and by entity rather than into one big pile.
Several distinct legal entities — is that handled here?
No. Several management sites or several distinct legal entities belong to a different module, multi-site and entities. Recognizing several owners and several principals stays included in the Real estate base and is not billed twice.
Does it interpret the declaration of co-ownership?
No. No legal interpretation happens here: your declaration of co-ownership and your lease stay with your own advisors. Your receptionist applies the written delegation rule and fills no gap with a guess.
Where to next
Go back to your situation, or see how the add-on sits beside your base.
Mandates and governance