Rent Tracking Software for Canadian Landlords and Property Managers

Summary

• Propvera provides rent tracking for Canadian landlords and property managers, with rent recorded in Canadian dollars.
• Each unit has a rent ledger showing scheduled rent, payments received, partial payments, balances and arrears age.
• Rent schedules are generated from the lease, so due dates and amounts follow the tenancy rather than manual entry.
• Rent increases are recorded with dates and history; Ontario users can also generate the N1 notice.
• Payments received by e-transfer, cheque or bank deposit can be recorded manually, including backdated payments.

Who this is for

Landlords tracking rent manually

Owners who currently reconcile rent in a spreadsheet and want a ledger that keeps itself straight.

Property managers with arrears to chase

Teams that need to know who is behind, by how much, and for how long, across every client.

Multi-unit operators

Buildings where different units have different rent days, amounts and increase dates.

Anyone preparing for tax or audit

Operators who need rent history that matches the leases and the bank.

What Propvera helps with

Rent due schedules

Charges generated from the lease term, rent amount and due day — including prorated first months.

Paid and unpaid status

Mark rent paid, partially paid or outstanding, with the payment date that actually matters.

Balances and arrears

Running balances per tenant and per unit, with arrears age so you know what to act on first.

Rent history

A complete record of every charge and payment, including backdated entries and adjustments.

Rent increase tracking

Dated increase records, eligibility awareness, and historical baselines for migrated records.

Multi-unit visibility

One portfolio view of collected, outstanding and overdue rent across every property.

A ledger, not a formula

The difference between a spreadsheet and a ledger is that a ledger remembers. Propvera stores each rent charge and each payment as its own record, so a partial payment in July still shows as an outstanding balance in September, and a payment recorded late still counts on the date it was actually received.

• Charges come from the lease, not from someone re-typing them monthly
• Partial payments leave a real balance instead of an ambiguous cell
• Backdated payments record the date received, keeping financial reporting accurate
• Deleted or corrected records are handled deliberately, with rent history intact

Rent sharing between roommates

When co-tenants split rent, the ledger can hold each person's portion — equal or custom — while the unit's total stays the source of truth. It is optional: leases default to a single payer, so nothing gets complicated unless you need it.

Rent increases without guesswork

Increases are recorded with an effective date, the previous rent and the new rent, so the history explains itself years later. Ontario users get eligibility awareness based on the last increase and can generate the N1 notice from the same record. When migrating in, a past increase can be recorded as a historical baseline that does not change current rent or notify anyone.

Frequently asked questions

What is the best rent tracking software in Canada?

The useful test is whether it keeps a real ledger: scheduled charges from the lease, partial payments, carried balances and dated history. Propvera does that in Canadian dollars, for a single unit or a full portfolio.

Can I record rent paid by e-transfer or cheque?

Yes. You record the payment, the amount and the date received, and the ledger updates the balance. You do not need to use any payment processing feature to keep accurate rent records.

Does it handle partial rent payments?

Yes. A partial payment leaves the remaining balance outstanding and visible, and the arrears view shows how old the shortfall is.

Can I backdate a payment?

Yes. The date the payment was received is the date used for financial reporting, so recording it a few days later does not distort the month.

How does rent tracking work when rent increases mid-lease?

The increase is recorded with an effective date, and charges generated after that date use the new amount. The previous amount stays in the history.

Can two roommates each pay part of the rent?

Yes, optionally. You can split a lease's rent equally or with custom portions and track each person's payments, while the unit total remains the reference.

Does Propvera collect rent automatically?

Automatic collection by Canadian pre-authorized debit exists as a controlled pilot. Rent tracking works fully without it, which is how most users operate today.