Re-Leased supports property tracking categories, empowering you to organize financial data by property and enhance reporting capabilities in your connected accounting system. This guide explains how to configure tracking defaults for properties that automatically apply to generated invoices.
Regional Note: If your business operates within the Asia-Pacific or Europe regions, you may encounter regional-specific terms like "GST" in Asia-Pacific and "VAT" in Europe. For a comprehensive list of terms and their equivalents, please refer to our Glossary of Regional Terminology.
Overview
Property tracking allows you to assign default tracking categories to each property. These defaults automatically populate on invoices generated from the property, ensuring consistent tracking across all property-related transactions. You can configure multiple tracking category defaults per property, and designate one as the "property matching" category that syncs with the Related Property field on invoices.
Configuring Property Tracking Defaults
To set up tracking defaults for a property:
Step 1: Navigate to Property Tracking
- Go to Properties from your dashboard or main menu
- Select the property you wish to configure from your property list
- Click Property Tracking in the left sidebar
Step 2: Assign Tracking Category Defaults
The Property Tracking page displays all available tracking categories from your connected accounting system. For each tracking category you want to use as a default:
- Click the dropdown for the tracking category (e.g., Classification, Department, Location)
- Select the appropriate tracking option for this property
- The selected option will automatically apply to all invoices generated from this property
Step 3: Set Property Matching
One tracking category must be designated as the "property matching" category. This category syncs with the Related Property field on invoices and allows invoices created in your accounting system to match to the correct property in Re-Leased.
- Choose the tracking category that best represents your property structure
- Click Set as Property Matching next to that tracking category
- A "Property Matching" badge will appear next to the selected category
Note: Only one tracking category can be set as the property matching category. If you need to change it, click Stop Property Tracking on the current property matching category, then set a different category as property matching.
Step 4: Save Your Configuration
- Review your tracking category selections
- Click Save to apply your changes
How Property Tracking Defaults Work
When you configure tracking defaults for a property, Re-Leased automatically applies these defaults when generating:
- Rent invoices from tenancy templates
- Repeating invoices
- Outgoings and operating expense invoices
- Instalment invoices
- Budget-related invoices
- Late fee invoices
- Management fee invoices
This automation reduces manual data entry and ensures consistent tracking across all property-related transactions.
Understanding Property Matching
The property matching category serves two important purposes:
- Incoming invoices — When invoices are created in your accounting system with the property matching tracking category, Re-Leased automatically links them to the correct property based on the tracking option value
- Outgoing invoices — Invoices generated in Re-Leased include the property matching tracking category, ensuring they appear correctly in property-specific reports in your accounting system
Integration-Specific Behavior
Xero
Xero supports two tracking categories. Re-Leased makes both tracking categories available on the Property Tracking page. You can assign defaults for both categories, and designate one as the property matching category that syncs with the Related Property field.
Sage Intacct, NetSuite, and Dynamics 365 Business Central
These systems support multiple tracking dimensions (Classification, Department, Location, and custom dimensions). You can assign defaults for all available dimensions on the Property Tracking page. The property matching category you designate determines which dimension syncs with the Related Property field in Re-Leased.
Why Use Property Tracking Categories?
Property tracking categories provide several benefits:
- Enhanced reporting - Generate profit and loss reports segmented by property in your accounting system
- Improved organization - Clearly separate income and expenses across different properties
- Automated data entry - Tracking defaults automatically populate on invoices, reducing manual work
- Streamlined reconciliation - Easier identification and categorization of transactions
- Multi-dimensional analysis - For deeper tracking customers, analyze financial performance across multiple dimensions simultaneously
- Automatic invoice matching - Invoices created in your accounting system automatically link to the correct property in Re-Leased