Property Management System

A robust, enterprise-grade application for complete property and tenant management.

Palette: Corporate Real Estate Theme

Project Vision & Core Functionalities

Top 10 core engineering and business functionalities required to build a highly optimized, enterprise-grade Property Management system.

Tenant & Lease Management

A centralized hub for storing tenant contact information, lease agreements, rental history, and security deposits. It includes automated reminders for lease renewals and expirations to prevent occupancy gaps and ensure seamless transitions.

Automated Rent Collection & Invoicing

A secure online payment portal that eliminates manual rent handling. It supports recurring payments, generates automated invoices, and sends due-date reminders to dramatically improve cash flow and reduce instances of late payments.

Maintenance Request Management

A robust ticketing system allowing tenants to submit maintenance issues directly. Property managers can track these requests, assign them to vendors or internal contractors, and monitor progress in real-time until the repair is fully resolved.

Financial Tracking & Accounting

Essential bookkeeping tools designed to track all income and expenses, manage accounts payable, and simplify tax preparation. Automated financial reporting provides a clear, real-time view of the property's financial health.

Integrated Communication Tools

Built-in capabilities for email, in-app chat, and automated notifications to ensure seamless, documented communication between property managers, tenants, and external vendors without juggling multiple external applications.

Document & Compliance Management

A highly secure, centralized repository for storing critical documents such as leases, local licenses, vendor contracts, and safety compliance records. This ensures instantaneous retrieval during audits and heavily protects against legal risks.

Mobile Accessibility

A responsive, mobile-first design or dedicated native app architecture. Because property managers operate on the move, this allows them full operational capability—from verifying rent deposits to approving emergency repairs—directly from their smartphones.

Vendor & Contractor Management

Dedicated tools to catalogue service providers, manage service level agreements (SLAs), and process direct payments. It includes vendor performance rating mechanisms to guarantee repairs are executed by reliable professionals.

Property Marketing & Syndication

Features actively designed to reduce unit vacancies by automatically syndicating property advertisements to multiple rental websites with one click. It also provides an automated scheduler for property showings and lead pipeline tracking.

Analytics & Reporting Dashboard

An advanced dashboard leveraging predictive insights to analyze complex financial trends and proactively forecast maintenance needs over time. This functionality is essential for making data-driven decisions that ultimately optimize property revenue.

Tenant & Lease Management

Centralized Tenant Profiles: Secure storage for contact details, employment history, and past communication logs.
Digital Lease Administration: Document repository with e-signature capabilities for legally binding agreements.
Automated Lease Tracking: Alerts for lease expirations and upcoming renewal dates to prevent occupancy gaps.
Online Rent Collection: Support for automated recurring payments, one-time fees, and instant invoicing.
Tenant Screening Integration: Built-in workflows to initiate background and credit checks for new applicants.

Maintenance Request Management

Tenant Self-Service Portal: 24/7 mobile-friendly interface for tenants to submit repair requests with photos/videos.
Automated Work Order Routing: System assigns priority levels and routes tasks to internal staff or vendors.
Real-Time Status Tracking: Tenants receive automated updates as their request moves to "In Progress" or "Resolved".
Preventive Maintenance Scheduling: Tools to set recurring inspections and servicing for critical assets.
Vendor Management: Tracking of vendor performance, invoices, and service level agreements (SLAs).

Integrated Communication Tools

Centralized Inbox: A unified dashboard that brings together emails, SMS messages, and in-app chats.
Automated Notifications: Scheduled alerts reminding tenants of rent due dates, property inspections, or announcements.
Multi-Channel Messaging: Ability to reach tenants on their preferred medium (SMS, email, or push notifications).
Maintenance Chat: Dedicated chat threads attached to specific work orders, allowing direct communication between the tenant and the repair vendor.

System Actors & Roles

1. The Tenant

The resident leasing the property, requiring a frictionless, self-service portal.

Signs digital lease agreements and sets up automated rent payments.
Submits repair tickets with photo/video uploads and monitors real-time status.
Receives automated reminders and coordinates repair times directly with vendors.

2. Property Manager

The central orchestrator requiring a high-level dashboard to monitor all activities.

Approves applications, initiates checks, and monitors overall rent collection.
Triages incoming tickets, assigns priorities, and routes work orders.
Broadcasts announcements and oversees chat logs for quality assurance.

3. Service Vendor

The third-party professional dispatched to resolve issues, requiring a mobile-first interface.

Receives assigned work orders and updates ticket statuses (e.g., "In Progress").
Logs hours worked and uploads post-repair verification photos.
Coordinates arrival times directly with tenants via dedicated chat.

Data Architecture & Action Mapping Plan

Below is the proposed breakdown of the actions performed by each Actor across our three core functionalities, mapped directly to the underlying Data Models required to support them.

1. Action List by Functionality & Actor

A. Tenant & Lease Management

Tenant Actions:

Sign digital lease agreement. -> Requires LEASE model.
Set up auto-pay and submit monthly rent. -> Requires PAYMENT_TRANSACTION model.

Property Manager Actions:

Review tenant applications and initiate background checks. -> Requires TENANT_PROFILE model.
Draft and execute new lease agreements. -> Requires LEASE and UNIT models.
Generate rent arrears and financial reports. -> Requires PAYMENT_TRANSACTION model.

B. Maintenance Request Management

Tenant Actions:

Submit a repair ticket with photo/video attachments. -> Requires MAINTENANCE_TICKET model.
Track the real-time status of the repair. -> Requires MAINTENANCE_TICKET model.

Property Manager Actions:

Triage incoming tickets and set priority levels. -> Requires MAINTENANCE_TICKET model.
Assign tickets to specific vendors and generate work orders. -> Requires VENDOR and WORK_ORDER models.

Service Vendor Actions:

Accept work orders and update status (e.g., "In Progress"). -> Requires WORK_ORDER model.
Log repair hours and upload completion photos. -> Requires WORK_ORDER model.

C. Integrated Communication Tools

Tenant Actions:

Send direct messages to the Property Manager or assigned Vendor. -> Requires COMMUNICATION_LOG model.

Property Manager Actions:

Send building-wide broadcast announcements (e.g., "Water shutoff"). -> Requires COMMUNICATION_LOG and PROPERTY models.
Trigger automated rent reminders. -> Requires COMMUNICATION_LOG and LEASE models.

Service Vendor Actions:

Message the tenant directly to coordinate arrival times. -> Requires COMMUNICATION_LOG model.

2. Proposed Data Models

To support the actions above, the database will be split into Master Data (slow-changing structural data) and Transactional Data (high-volume event data).

Master Data Models

PROPERTY: Represents the physical building or estate (e.g., Building Name, Address, Total Units).
UNIT: A specific apartment or commercial space within a Property (e.g., Unit Number, Square Footage, Base Rent).
USER (Base): Core authentication entity containing email, password hash, and role (Tenant, Manager, or Vendor).
TENANT_PROFILE: Extends USER. Stores employment history, emergency contacts, and background check status.
VENDOR: Extends USER. Stores business name, service category (e.g., Plumbing), SLAs, and average rating.

Transactional Data Models

LEASE: The contract linking a TENANT_PROFILE to a UNIT. Stores start/end dates, monthly rent amount, and security deposit held.
PAYMENT_TRANSACTION: Financial ledger tracking all money movement. Stores Amount, Status (Pending, Cleared, Failed), Type (Rent, Fine, Payout), and Timestamp.
MAINTENANCE_TICKET: The initial request from the tenant. Stores Issue Category, Description, Photo URLs, Urgency, and current Status (Open, Assigned, Resolved).
WORK_ORDER: The operational task assigned to a VENDOR. Links to a MAINTENANCE_TICKET. Stores Scheduled Date, Labor Hours, Parts Cost, and Completion Notes.
COMMUNICATION_LOG: Centralized messaging history. Stores Sender_ID, Receiver_ID, Message Body, Channel (SMS, Email, Push), and Timestamp.

Data Models & JSON Schemas

Detailed definition of the structural Master Data Models and event-driven Transactional Data Models required to support the application's core actions.

Master Data Models

USER

Core authentication entity containing credentials and system role. Extended by specific actor profiles.

{
  "userId": "uuid",
  "firstName": "string",
  "lastName": "string",
  "email": "string",
  "passwordHash": "string",
  "role": "enum(TENANT, MANAGER, VENDOR)",
  "createdAt": "timestamp"
}

TENANT_PROFILE

Extends the USER model. Stores specific details needed for leasing. Note: Includes functionality for the tenant to self-register and create their profile.

{
  "tenantId": "uuid",
  "userId": "uuid",
  "ssnLastFour": "string",
  "employmentStatus": "string",
  "monthlyIncome": "number",
  "emergencyContact": {
    "name": "string",
    "phone": "string"
  },
  "backgroundCheckStatus": "enum"
}

PROPERTY

Represents the physical building or estate, managing the overall portfolio structure.

{
  "propertyId": "uuid",
  "name": "string",
  "address": {
    "street": "string",
    "city": "string",
    "state": "string",
    "zip": "string"
  },
  "totalUnits": "integer",
  "managerId": "uuid"
}

UNIT

A specific apartment or commercial space within a Property.

{
  "unitId": "uuid",
  "propertyId": "uuid",
  "unitNumber": "string",
  "squareFootage": "integer",
  "bedrooms": "integer",
  "bathrooms": "number",
  "baseRent": "number",
  "status": "enum(VACANT, OCCUPIED, MAINTENANCE)"
}

VENDOR

Extends the USER model. Stores business details for third-party contractors.

{
  "vendorId": "uuid",
  "userId": "uuid",
  "businessName": "string",
  "serviceCategory": "string",
  "taxId": "string",
  "averageRating": "number",
  "insuranceExpiry": "date"
}

Transactional Data Models

LEASE

The contract linking a Tenant to a specific Unit with financial terms.

{
  "leaseId": "uuid",
  "tenantId": "uuid",
  "unitId": "uuid",
  "startDate": "date",
  "endDate": "date",
  "monthlyRent": "number",
  "securityDeposit": "number",
  "status": "enum(ACTIVE, EXPIRED, TERMINATED)"
}

PAYMENT_TRANSACTION

Financial ledger tracking all money movement (Rent, Fines, Payouts).

{
  "transactionId": "uuid",
  "leaseId": "uuid",
  "tenantId": "uuid",
  "amount": "number",
  "type": "enum(RENT, DEPOSIT, FEE)",
  "status": "enum(PENDING, CLEARED, FAILED)",
  "paymentMethod": "string",
  "processedAt": "timestamp"
}

MAINTENANCE_TICKET

Initial repair request created by the tenant, including issue details and urgency.

{
  "ticketId": "uuid",
  "tenantId": "uuid",
  "unitId": "uuid",
  "category": "string",
  "description": "string",
  "photoUrls": ["string"],
  "urgency": "enum(LOW, MEDIUM, HIGH, EMERGENCY)",
  "status": "enum(OPEN, ASSIGNED, RESOLVED)",
  "createdAt": "timestamp"
}

WORK_ORDER

Operational task assigned to a Vendor based on an approved ticket.

{
  "workOrderId": "uuid",
  "ticketId": "uuid",
  "vendorId": "uuid",
  "scheduledDate": "timestamp",
  "laborHours": "number",
  "partsCost": "number",
  "completionNotes": "string",
  "status": "enum(PENDING, IN_PROGRESS, COMPLETED)"
}

COMMUNICATION_LOG

Centralized messaging history mapping interactions between actors.

{
  "logId": "uuid",
  "senderId": "uuid",
  "receiverId": "uuid",
  "contextId": "uuid (ticketId/leaseId)",
  "channel": "enum(SMS, EMAIL, IN_APP)",
  "messageBody": "string",
  "sentAt": "timestamp",
  "readStatus": "boolean"
}

Method	Endpoint	Description	Payload / Notes
POST	/api/v1/auth/login	Authenticates a user and returns a JWT token.	{ email, password }
GET	/api/v1/users/profile	Fetches the active user's profile details based on token.	Headers: Authorization

Method

Endpoint

Description

Payload / Notes

POST

/api/v1/auth/login

Authenticates a user and returns a JWT token.

{ email, password }

GET

/api/v1/users/profile

Fetches the active user's profile details based on token.

Headers: Authorization

Method	Endpoint	Description
GET	/api/v1/tenant/dashboard	Retrieves active lease details, current balance, and recent invoice.
POST	/api/v1/tenant/payments	Processes a rent payment via Stripe/payment gateway.
GET	/api/v1/tenant/payments	Gets the transaction history for the tenant.

Method

Endpoint

Description

GET

/api/v1/tenant/dashboard

Retrieves active lease details, current balance, and recent invoice.

POST

/api/v1/tenant/payments

Processes a rent payment via Stripe/payment gateway.

GET

/api/v1/tenant/payments

Gets the transaction history for the tenant.

Method	Endpoint	Description
POST	/api/v1/maintenance/tickets	Tenant submits a new ticket. Accepts `multipart/form-data` for image uploads.
GET	/api/v1/manager/tickets	Manager fetches all tickets for the triage board (filtered by status/priority).
PUT	/api/v1/manager/tickets/{id}/assign	Manager assigns a ticket to a vendor, creating a Work Order.
GET	/api/v1/vendor/work-orders	Vendor fetches their assigned work orders.
PATCH	/api/v1/vendor/work-orders/{id}	Vendor updates status (e.g., In Progress, Completed).
POST	/api/v1/vendor/work-orders/{id}/logs	Vendor logs hours worked and adds activity descriptions.

Method

Endpoint

Description

POST

/api/v1/maintenance/tickets

Tenant submits a new ticket. Accepts `multipart/form-data` for image uploads.

GET

/api/v1/manager/tickets

Manager fetches all tickets for the triage board (filtered by status/priority).

PUT

/api/v1/manager/tickets/{id}/assign

Manager assigns a ticket to a vendor, creating a Work Order.

GET

/api/v1/vendor/work-orders

Vendor fetches their assigned work orders.

PATCH

/api/v1/vendor/work-orders/{id}

Vendor updates status (e.g., In Progress, Completed).

POST

/api/v1/vendor/work-orders/{id}/logs

Vendor logs hours worked and adds activity descriptions.

Method	Endpoint	Description
GET	/api/v1/manager/metrics/financials	Fetches total rent collected, pending payments, and arrears for a given month.
GET	/api/v1/manager/metrics/occupancy	Calculates active leases vs total property units.

Method

Endpoint

Description

GET

/api/v1/manager/metrics/financials

Fetches total rent collected, pending payments, and arrears for a given month.

GET

/api/v1/manager/metrics/occupancy

Calculates active leases vs total property units.

Method	Endpoint	Description
GET	/api/v1/messages/threads	Fetches active message threads for the user (Tenant, Manager, or Vendor).
POST	/api/v1/messages/send	Sends a direct message to a specific user ID or broadcasts to a property.

Method

Endpoint

Description

GET

/api/v1/messages/threads

Fetches active message threads for the user (Tenant, Manager, or Vendor).

POST

/api/v1/messages/send

Sends a direct message to a specific user ID or broadcasts to a property.

+-------------------------------------------------------------------------------+ | Flutter Mobile App (iOS / Cross-Platform) | | Bundle ID: com.demo.propertymgmtapp | | - Firebase Auth (Native Email/Password login, registration, recovery) | | - HTTP Client: Sends Firebase ID Token in Authorization Header | +---------------------------------------+---------------------------------------+ | HTTPS Request (Bearer <Firebase_ID_Token>) v +-------------------------------------------------------------------------------+ | Google Cloud API Gateway | | (demo-propertymgmt-api) | | - OpenAPI 2.0 / 3.0 specification with Firebase JWT Security Definition | | - Validates Firebase ID Token (iss, aud, jwks) | | - Uses API Gateway Service Account (invoker role) to forward to function | +---------------------------------------+---------------------------------------+ | Authenticated gRPC/HTTPS invocation v +-------------------------------------------------------------------------------+ | Google Cloud Functions (Python 3.11/3.12) | | (demo-propertymgmt-function) | | - Flask / Functions Framework backend | | - Decodes and verifies Firebase Auth claims and role (Tenant/Manager/Vendor)| | - Comprehensive route dispatching for all actors & actions | | - Firebase Admin SDK for database interaction | +---------------------------------------+---------------------------------------+ | Firebase Admin SDK v +-------------------------------------------------------------------------------+ | Google Cloud Firestore (Native Mode) | | - Master Collections: users, tenant_profiles, vendors, properties, units | | - Transaction Collections: leases, payments, maintenance_tickets, | | work_orders, communication_logs | | - Cloud Storage: Ticket photos & lease attachments | +-------------------------------------------------------------------------------+

Property Management System Repository

The entire solution was finished on Day 5. The repository contains all Flutter UI screens, GCP API Gateway templates, Cloud Function handlers, deployment shell scripts, and documentation.

https://gitlab.com/52weekchallenges-group/mypropertymangement

Open Repository on GitLab

Quick Clone Command:

git clone https://gitlab.com/52weekchallenges-group/mypropertymangement.git

Project Vision & Core Functionalities

Tenant & Lease Management

Automated Rent Collection & Invoicing

Maintenance Request Management

Financial Tracking & Accounting

Integrated Communication Tools

Document & Compliance Management

Mobile Accessibility

Vendor & Contractor Management

Property Marketing & Syndication

Analytics & Reporting Dashboard

Tenant & Lease Management

Maintenance Request Management

Integrated Communication Tools

System Actors & Roles

1. The Tenant

2. Property Manager

3. Service Vendor

Data Architecture & Action Mapping Plan

1. Action List by Functionality & Actor

A. Tenant & Lease Management

Tenant Actions:

Property Manager Actions:

B. Maintenance Request Management

Tenant Actions:

Property Manager Actions:

Service Vendor Actions:

C. Integrated Communication Tools

Tenant Actions:

Property Manager Actions:

Service Vendor Actions:

2. Proposed Data Models

Master Data Models

Transactional Data Models

Data Models & JSON Schemas

Master Data Models

USER

TENANT_PROFILE

PROPERTY

UNIT

VENDOR

Transactional Data Models

LEASE

PAYMENT_TRANSACTION

MAINTENANCE_TICKET

WORK_ORDER

COMMUNICATION_LOG

Design System & Color Palette

A. Tenant Application

Tenant Dashboard

Maintenance Request

Communication Hub

B. Property Manager Portal

Manager Overview Dashboard

Ticket Triage Board

C. Vendor Application

Work Order Details Screen

Core API Endpoints

1. Authentication & Users (All Actors)

2. Tenant Functionality APIs

3. Maintenance Request & Work Order APIs

4. Manager Analytics & Overview

5. Communication Hub (Shared)

Architecture Flow Diagram

1. Architecture Overview

2. Environment & Configuration Structure

env.template

.gitignore

3. Infrastructure & Deployment Automation

01_create_infrastructure.sh

02_deploy_backend.sh

03_manage_updates.sh

04_seed_database.py

4. Backend Cloud Function (gcp_components/function/)

Auth & Profile Routes

Tenant Experience Routes

Maintenance & Work Orders

Manager Analytics & Inventory

Communication Hub

5. Flutter Cross-Platform Architecture (mypropertymgmtapp/)

4. Backend Cloud Function (`gcp_components/function/`)

5. Flutter Cross-Platform Architecture (`mypropertymgmtapp/`)