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Seek to build a billing and management solution to support pubic market space rentals. The market-designated rental spaces shall consists of both enclosed units of shops as well as open air space allocation.
The current practice is one in which there is monthly rental collection from shop units and daily collection from the adhoc open space marketers. For the enclosed shop tenants, government agents collects on a monthly basis, fixed monthly rentals from them and issue receipts. The same principle is applied to the casual adhoc open space tenants but on a daily basis. There are estimated 15,000 shop tenants and over 30,000 open space allocation in the market. The problem encountered with this practice is serious revenue leakage and inaccurate report.
This projects is to automate the current process with minimal disruptions bearing in mind that majority of market users are near IT process unfriendly. The system is to be able to manage properties, tenancy, rents, billing, reconciliation and BI reporting in an intuitive and engaging user interface.
In my basic understanding, the system may include, among other features, the following modules:
Property and Rent Management
Notifications and Alerts
Security and Access Control
Property and Rent Management:
The system shall be able to track and manage all properties in the market from open space, to shops, to buildings. Rental values for all these should be configurable. Shop allocation to tenants as well as rent payments and collections should be well maintained. Flexible payments options should be enabled in terms of payment cycles (daily, monthly, quarterly or yearly). You may want to consider grace period for payments as well. More importantly, revenue leakage from rental collections should be a key component of the solution. All monies collected should be promptly registered on the system.
Note that rental collection will still be carried out by the agents and not any form of payment gateway. Monies are collected and taken to the bank. Tenants must be given proof of payment as well.
Shop alocations to tenants and duration are properly managed. Some tenancy, especially for closed shops, are for years. These are to be well maintained in the system and auto reported.
Each and every tenants in the market are accurately billed for each cycle (daily, monthly, quarterly, or yearly) as configured.
The system should provide ability to reconcile all financials varying from monies expected, to monies collected and monies deposited in the bank.
The system should provide easy to use report dashboard where various of carious types can be pulled as at when required.
Notifications and Alerts
The system should enable appropriate email and sms notifications for key events like rental payments, tenancy expirations, e.t.c.
In building this solution, please feel free to offer any suitable features that might be of benefit. This must be shown in your proposal though. I would like to advise that you may want to go through some functionalities of jbilling (Jbilling.com) while preparing for this work.