How to Use Buildium — PPM Staff Reference
Buildium is PPM's system of record for all property, tenant, owner, lease, work order, and financial data. Every operational activity — leasing, maintenance, rent collection, owner reporting — flows through Buildium. This article covers the key areas of the system and how PPM staff use them.
Systems involved: Buildium
Logging In
Access Buildium at njppm.managebuilding.com. Use your PPM-issued credentials. If you need access provisioned or reset, contact Dan.
Properties
Go to Properties in the left nav to view all managed units. Each property record contains the address, unit details, associated owner, active lease, and maintenance history. When onboarding a new property, create it here first before setting up the owner or lease.
Residents (Tenants)
Go to Residents to view all active, future, and past tenants. Each resident record includes contact info, lease terms, ledger (rent/fees/payments), maintenance requests, and documents. Key actions:
Residents → [Name] → Ledger — view rent charges, payments, and balances
Residents → [Name] → Lease — view lease terms, renewal status, move-out date
Residents → [Name] → Move Out — log vacate date and initiate move-out process
[Automation target: Admin Agent — Lease Renewal Monitor proactive workflow handles lease expiration tracking and renewal outreach via Buildium lease data]
Owners
Go to Owners to manage property owner records. Each owner record includes contact info, managed properties, bank account (for disbursements), and statements. Key actions:
Owners → [Name] → Properties — view which properties this owner holds
Owners → [Name] → Bank Accounts — manage ACH disbursement info
Owners → [Name] → Statements — view or download monthly owner statements
Maintenance / Work Orders
Go to Maintenance → Work Orders to view all active and historical work orders. Work orders are created by tenants submitting requests through the portal, by staff manually, or by the PPM AI OS (WF-1). Key fields:
Category / Priority — Emergency, Urgent, or Routine
Assigned Vendor — the vendor dispatched for the repair
Status — New, In Progress, Completed, Cancelled
To manually create a work order: Maintenance → Work Orders → + New Work Order. Always set the property, unit, category, and priority. Add a detailed description.
[Automation target: WF-1 (Maintenance Intake & Unification) — automatically routes new work orders to the appropriate Slack channel and dispatches vendors via the Vendor Registry]
Leases
Go to Leasing → Leases to view all active leases. To execute a new lease: create the application first, run screening, then convert to lease. Lease documents are sent via PandaDoc integration.
[Automation target: Admin Agent — Leasing subagent will manage new lease pipeline from application through signing]
Financials
Go to Accounting for all financial functions:
Accounting → Rent → Collect Rent — view and post rent payments
Accounting → Owner Draws — initiate monthly disbursements to owners
Accounting → Vendor Bills — post vendor invoices against work orders
Accounting → Reports — generate owner statements, rent rolls, delinquency reports
[Automation target: CFO Agent — handles GL health checks, monthly close orchestration, and reconciliation via Buildium write API with Dan's approval]
Key Reports
Rent Roll — all active leases with rent, lease dates, and balance
Delinquency Report — tenants with outstanding balances
Owner Statement — monthly financial summary by owner/property
Work Order Report — open and completed maintenance by date range
Access all reports at Reports in the left nav. Most reports can be filtered by date range, property, and owner.
Questions?
For Buildium access issues, contact Dan. For questions about a specific workflow, refer to the relevant SOP in this Help Center or ask in Slack.