Frequently Asked Questions

PortfolioX is the complete platform for rental properties — for landlords, real estate investors, and property management companies. It includes property and lease tracking, GL-based double-entry accounting, Plaid bank feeds, tenant screening, property listings with syndication, eviction management, online rent payments, an AI Manager Assistant, an AI phone line for tenants (TenantLine), native iOS and Android apps for managers, tenants, and owners, and a full PMC Business OS. Whether you manage 1 rental or 1,000, PortfolioX scales with your portfolio.

Sign up for free — no credit card required. Enter your name, email, password, and organization name. You'll immediately have access to your dashboard where you can add your first property. The entire setup takes less than 2 minutes.

Yes. You can invite team members to your organization with role-based access control. Four roles are available — Owner, Admin, Member, and Viewer — each with different permission levels to match your team structure.

No. PortfolioX is a cloud-based web application — just sign up and start using it from any modern browser. There's also a mobile app available for iOS and Android if you prefer a native experience.

Tenants have their own self-service portal where they can view lease details (rent, deposits, lease period), make rent payments, submit maintenance requests with photos, and download lease documents. It's designed to reduce back-and-forth between landlords and tenants.

Tenants log in through a magic link sent to their email address. No password is needed — they simply enter their email and click the secure link to access their portal. This eliminates password reset headaches for both you and your tenants.

Yes. Tenants can choose to pay their full balance or make a partial payment of any amount toward their current balance. All payments are tracked automatically so you always know the outstanding balance.

Yes. Tenants can submit maintenance requests directly from their portal with a title, description, category, priority level, and up to 5 photos. They'll receive updates as the request progresses through each status.

Tenants can pay via credit card, debit card, or ACH bank transfer through the secure tenant portal. A check mailing option is also available for tenants who prefer to pay by mail.

Standard processing fees apply to card and ACH payments. The exact fee amount is calculated and displayed to tenants before they confirm their payment, so there are no surprises. PortfolioX does not add any additional fees on top of processor rates.

PortfolioX supports monthly, quarterly, semi-annual, and annual payment periods for lease rent. You can set the frequency when creating or editing a lease.

Payments typically deposit to your bank account within 2 business days. You can track all payment statuses in real time from your dashboard.

PortfolioX supports any property type — single-family homes, multi-family units, commercial properties, land, and more. Property type is a flexible field you can customize to fit your portfolio.

Leases track rent amount, pet rent, other income, security deposits, pet deposits, start and end dates, payment frequency, and associated tenant information. You can also upload lease documents for tenant access through their portal.

Yes. The number of properties you can manage depends on your plan — Free supports 1 property, Starter supports 3, Professional supports 10, and Enterprise and Property Management are unlimited. Upgrade anytime as your portfolio grows. See pricing details.

Yes. PortfolioX has built-in property listings with public listing pages, photos, virtual tours, inquiry capture, and XML syndication to Zillow, Apartments.com, and Zumper. Free includes 1 active listing; Starter 3, Professional 10, Enterprise & PMC unlimited.

Yes — on every plan, including Free. Tenant screening includes credit, background, eviction, and income reports via TazAPI plus Plaid-powered identity verification. Each screen has a fee paid by the applicant (or absorbed by you).

Yes. Eviction Management is included on Starter and above. Track the full eviction lifecycle with 10+ statuses, document management, timeline events, and rule-based automation per state and county.

PortfolioX includes mortgage tracking with full amortization, property tax tracking with reminders, an Insurance Portfolio with document uploads, back rent collection, and per-property P&L and balance sheets. Professional and above add a full general ledger with double-entry bookkeeping, Schedule E export, depreciation, and period closing. Enterprise adds budgeting and consolidated statements. PMC adds trust accounting and 1099 eFiling.

Yes. Professional plans and above include a true double-entry GL with 60+ chart of accounts, immutable journal entries, and automatic hooks from rent, mortgages, banking, and trust activity. Corrections are made via reversal entries — no destructive edits — so you always have a defensible audit trail.

Yes. Plaid bank connections are included on Professional (5 accounts), Enterprise (unlimited), and Property Management (unlimited). Transactions are auto-categorized using AI, matched to leases, mortgages, and existing GL entries, and run through a full reconciliation workflow.

Yes. Professional plans and above can export a fully populated Schedule E per property — line-item ready for your CPA or tax software. Property Management plans add 1099 eFiling for owners and vendors via TaxBandits, plus an Owner Tax Pack that bundles statements with Schedule E for each investor.

Enter your mortgage details — principal, interest rate, and term — and PortfolioX generates a complete month-by-month amortization schedule showing principal, interest, and remaining balance for every payment, plus a refinance modeling tool.

Yes. PortfolioX generates per-property P&L, balance sheet, and cash flow statements. Investor metrics — NOI, DSCR, cap rate, and cash-on-cash return — are calculated and annualized across any time period. Enterprise plans can also roll up consolidated statements across multiple properties or entities.

Yes, on the Property Management plan. Trust accounting includes fund segregation, automated trust journal entries, three-way reconciliation, and state-specific trust automation rules — built on the same GL engine as the rest of PortfolioX.

PortfolioX includes a full AI suite. The AI Manager Assistant (Professional+) drafts communications, queries your portfolio, and takes action with starter prompts and markdown responses. AI Tenant & Owner Assistants answer lease, payment, and statement questions. AI Maintenance Triage routes requests to the right vendor automatically. PMC plans add AI Vendor Recommendations, AI Lead Scoring, AI Semantic Search, and an AI Report Generator that turns raw data into executive narratives.

Yes. The AI assistant is plan-aware (it only offers tools your plan supports) and grounded in your live portfolio data via secure tool calls. It cannot see other organizations' data.

TenantLine is an AI phone assistant for tenants. Tenants get a dedicated phone number; the AI verifies callers, answers payment, lease, and maintenance questions using your live data, submits maintenance requests, sends portal links by SMS, and transfers to a real person when needed. Every call is transcribed, summarized, and sentiment-scored. Available on Professional plans and above.

When a maintenance request comes in, AI classifies it (plumbing, electrical, HVAC, etc.), assesses urgency, and routes it to the right vendor — pulling from vendor scorecards on PMC plans for the best-fit recommendation. Available on Professional plans and above.

Yes. The Manager Assistant comes with a starter-prompt library for common communications (late notices, lease renewals, owner updates, vendor coordination) and can draft custom messages from your live data. Drafts are reviewed and queued for approval before sending.

Tenants submit requests through their portal with a title, description, category, and priority level. They can attach up to 5 photos per request. Landlords track requests through status updates — Open, In Progress, Scheduled, Completed, and Closed — and can add comments throughout the process.

Eleven categories are available: Plumbing, Electrical, HVAC, Appliance, Pest Control, Roofing, Flooring, Painting, Doors & Windows, Landscaping, and General. Categories help you organize and prioritize incoming requests.

Yes. You can assign maintenance requests and work orders to specific team members. Assignees receive email and push notifications and can update the status as work progresses. Professional plans add AI Maintenance Triage that auto-routes requests to the best-fit vendor.

On Property Management plans, vendors get their own portal where they can accept jobs, upload progress photos, and submit invoices. Vendor scorecards track response time, completion rate, cost variance, and tenant satisfaction. AI Vendor Recommendation uses scorecards to rank the best fit for each work order.

Yes. All data is fully isolated per organization — no one outside your team can access your information. Payments are processed through PCI-compliant infrastructure, and all connections use TLS encryption. API keys are stored with one-way encryption.

Yes. Users can enable TOTP-based two-factor authentication using any authenticator app such as Google Authenticator or Authy. Backup codes are also provided for account recovery.

Yes. Organization owners can enforce two-factor authentication for all team members. When enabled, any team member without 2FA set up will be required to complete setup before accessing the dashboard.

Tenant data is isolated at the organization level, meaning tenants can only see their own lease, payment history, and maintenance requests. Magic link authentication ensures secure, passwordless access to the tenant portal.

PortfolioX starts free forever for 1 property. Paid plans: Starter at $19/mo (3 properties), Professional at $49/mo (10 properties), Enterprise at $99/mo (unlimited), and Property Management at $149/mo for PMCs (unlimited + owner portal, trust accounting, vendor scorecards, and the full PMC Business OS). Annual billing saves 17%. See full pricing.

Yes. Upgrade instantly and get access to new features right away. Downgrading takes effect at the end of your current billing period. No penalties or fees for changing plans.

No. All plans are month-to-month with no long-term commitments. Annual billing is available at a discount but can be canceled anytime.

You'll be prompted to upgrade to the next tier. Your existing data is never affected — you just can't add new properties until you upgrade.

The Free plan itself is a full-featured trial — there are no feature restrictions, just a 1-property limit. This lets you evaluate every feature before committing to a paid plan.

PortfolioX sends automated email reminders for mortgage payments, property tax due dates, insurance renewals, late rent payments, and back rent invoices. Notification preferences can be configured in your settings.

Yes. Each user can configure their notification preferences from the Settings page. You can toggle individual reminder types on or off, including task alerts, payment reminders, and maintenance updates.

Logged-in users can submit support tickets directly from the dashboard. You can also email us at support@portfolio.raiderx.net or call (806) 370-4500.

Support response times depend on your plan: Free plans receive community support (2-3 business days), Starter and Professional plans receive standard support (1-2 business days), and Enterprise plans receive priority support with a 4-hour response target.

Yes — three of them. PortfolioX has native iOS and Android apps for managers, tenants, and owners (the owner app is included on Property Management plans). All apps have full feature parity with the web, push notifications, and offline caching.

The Manager and Tenant apps are included with all plans at no extra cost. The dedicated Owner app is included on Property Management plans. Download from the App Store or Google Play and sign in with your existing PortfolioX account.

Everything you can do on the web. The manager app has 100+ screens covering properties, leases, tenants, GL accounting, banking, tasks, work orders, inspections, photos, marketing, vendors, sales pipeline, owners, reports, and more — including the AI Manager Assistant.

Yes. Tenants pay rent directly from the mobile app using credit card, debit card, or ACH bank transfer via Stripe. The same secure payment flow works on web and mobile.

Yes. Inspections, work orders, and core property data are cached on-device and sync when you reconnect — perfect for inspecting properties without signal.

Yes. Native push notifications cover payments, maintenance updates, owner approvals, assistant replies, and any custom notification you've subscribed to in your preferences.

PortfolioX has a real, double-entry GL purpose-built for rentals — with property and lease context baked into every transaction, automatic journal hooks for rent and mortgages, Plaid bank feeds with AI categorization, depreciation, period closing, Schedule E export, and consolidated statements. You don't need to bolt accounting on top — it's built in.

Yes, on Professional plans and above. Connect via Plaid in seconds. Transactions stream into PortfolioX, AI categorizes them by chart of accounts, and the system auto-matches against existing rent receipts, mortgage payments, and journal entries — with a full reconciliation workflow for what's left.

Yes. A daily cron reconciles Stripe payments — including delayed ACH — so your GL always reflects what's actually settled in your operating account.

Yes. Professional plans and above support period closing — once closed, journal entries are locked and any corrections require explicit reversal entries, preserving your audit trail.

Yes, on Professional plans and above. Set the cost basis, useful life, and depreciation method per property and PortfolioX runs the schedule automatically with monthly journal entries.

The Owner Portal is a dedicated experience for property owners on the Property Management plan. Owners log in (via magic link or the native owner app) to see their portfolio, financial statements, distributions, KPIs, document library, and even chat with the AI Owner Assistant.

The PMC Business OS — included on the Property Management plan — covers the full operations of a property management company: Owner CRM with retention scoring, vendor scorecards & vendor portal, sales pipeline with AI lead scoring, tenant onboarding workflows, SOPs with acknowledgements, staff licenses & assignments, the CEO dashboard with executive KPIs, PMC P&L, goals & OKRs, automation rules, reporting builder, marketing automation, compliance calendar, and tenant satisfaction surveys.

Yes. Calculate distributions based on management agreements, generate statements, and pay owners via ACH — all with automatic GL hooks. 1099 eFiling is built in via TaxBandits.

Management Fees are flexible per agreement: percentage of rent, flat fee, leasing fees, renewal fees, and more. Fees are calculated automatically each cycle, posted as journal entries, and reflected in owner statements.

Yes. The Property Management plan includes staff license tracking with expiration alerts, property assignments, productivity dashboards, and SOP acknowledgements.

Yes, on Enterprise and Property Management plans. Build multi-step drip campaigns for prospects and tenants with conditional branching, AI-assisted copy, and per-step analytics. Campaigns can run across email and SMS.

Yes, on the Property Management plan. The Automation Rules engine is a visual workflow builder with triggers, conditions, and actions across the entire platform — leases, payments, maintenance, communications, tasks, and more.

Reporting Builder (Property Management plan) lets you create custom reports with field-level filters, formulas, and grouping. Save as templates, share across the team, and schedule automatic email delivery.

Yes, on the Property Management plan. Tenants refer friends, applicants apply through a referral link, and the system tracks the referral end-to-end. Referring tenants earn rent credits automatically when the new tenant signs a lease.

Yes. Property Listings are included on every plan. Create a public listing page with photos, virtual tours, amenities, and an inquiry form. Listings syndicate via XML to Zillow, Apartments.com, and Zumper. Active listing limits scale with your plan.

Tenant screening is fee-based and available on every plan. Send applicants a screening invitation; they complete identity verification via Plaid and authorize a credit, background, eviction, and income check via TazAPI. You see results in your dashboard within minutes.

By default, applicants pay the screening fee. You can also choose to absorb the fee yourself per applicant or per property — fully configurable.

Yes. Inbound inquiries land in a unified inbox with auto-routing to leasing agents and AI-powered lead scoring (Property Management plans). Approved applications can be converted to active leases with a click.

PortfolioX has more features at a fraction of the cost. Buildium starts at $58/mo with per-transaction fees ($1/ACH, 2.99% credit, $5/eSignature), while PortfolioX starts free with no per-unit pricing or eSignature fees. PortfolioX has true GL accounting, AI assistants, native mobile apps for all roles, and the full PMC Business OS. See our detailed Buildium comparison.

AppFolio targets larger PMCs with a minimum of 50 units at $1.49+/unit/mo. PortfolioX has no minimum requirements, flat-rate pricing, an AI Manager Assistant + AI phone line, and a full PMC Business OS — at $149/mo flat for unlimited properties on the Property Management plan. See our detailed AppFolio comparison.

Absolutely! PortfolioX was built specifically for independent landlords and small property management companies. Our free tier lets you manage 1 property with full features — no credit card required. As your portfolio grows, affordable paid plans scale with you.

Yes! Migration is straightforward. Add your properties, set up leases, and invite tenants. Most landlords are fully set up within an hour. Check out our migration guides for step-by-step instructions.

Yes, API access is available on the Enterprise plan. Our RESTful API supports property, lease, tenant, and payment operations, allowing you to build custom workflows and connect PortfolioX to your existing tools.

PortfolioX includes secure payment processing, transactional emails, and more. We're continuously adding new integrations. Enterprise customers can build custom integrations via our API.

PropertyCam is PortfolioX's built-in photo documentation system. It turns your phone into a property documentation tool — every photo is automatically linked to a property, lease, or maintenance request with GPS coordinates and timestamps for legal proof.

PropertyCam accepts JPEG, PNG, WebP, and HEIC files up to 15 MB each. Photos are automatically compressed for fast loading while originals are preserved for full-quality access.

When you upload a photo, PropertyCam can burn the GPS coordinates, timestamp, and property address directly into the image. This creates tamper-proof evidence for insurance claims, deposit disputes, and legal documentation. Available on Starter plans and above.

Yes. Create secure sharing links for any set of photos or a complete inspection report. Links can be set to expire after a certain number of days or after a maximum number of views. Recipients don't need a PortfolioX account to view shared photos.

Create or customize inspection templates with rooms and checkpoints. During an inspection, walk through each room, rate conditions on a 5-point scale (Excellent to Damaged), add notes, and attach photos. When complete, generate a professional PDF report. You can also link move-out inspections to move-in inspections for side-by-side comparison — perfect for security deposit disputes. Available on Professional plans and above.

Storage varies by plan: Starter includes 1 GB, Professional includes 25 GB, Enterprise includes 100 GB, and Property Management includes 256 GB. Photos are automatically compressed to save space while preserving originals for full-quality access.

Yes. On Professional plans and above, you can draw arrows, circles, rectangles, and text directly on photos to highlight damage, issues, or areas of concern. Annotations are stored as overlays — the original photo is never modified.

For property managers, yes. PropertyCam provides GPS-stamped photos, inspection workflows, sharing, and PDF reports — all built into your property management platform. Unlike CompanyCam ($19/user/month), PropertyCam is included in your PortfolioX subscription at no extra per-user cost.