Getting the Most Out of TOPS [ONE]

Many property managers are trying to find ways to increase their efficiency and save time.

The best way they can do this is by implementing TOPS [ONE] into their business.

Adopting the right property management software will simplify your daily operations from managing finances to engaging with homeowners and working with vendors. Let’s look at the many uses of the property management system, TOPS [ONE] and explore how to get the most out of its features.

4 Main Uses of the Property Management System, TOPS [ONE]

1. Accounting


Designed specifically for community associations and property management companies, TOPS [ONE] is the ultimate accounting system for all your financial management needs.

Apart from streamlining the accounts receivables (AR) and accounts payables (AP) with customized workflows, TOPS [ONE] includes TOPS Pay for online payments and offers recurring ACH Direct Debit to owners for free.

Allowing owners the opportunity to pay online decreases the amount of processing your team will need to do and get the money into your bank accounts faster.

2. Communications


With TOPS [ONE], you can easily communicate with homeowners via trackable email, on-demand text messaging, and voice broadcasting.

You can use each format to interact with a segment of owners or send a mass message. Here’s a breakdown of what you get with each of these features.

Email with Tracking:

  • Flexible WYSIWYG email editor
  • View Delivered, bounced, ppen rates for email messages
  • Dashboard view for all email campaigns

Text Messaging on Demand:

  • Send one-off text messages to owners
  • Send community-wide text messages to notify owners about crucial events
  • Increase owner engagement

Voice Broadcast Messages:

  • Deliver messages rapidly to owners via phone call
  • Messages can be planned or initiated on demand
  • Complete reporting on messages delivered and owners engaged

Emergencies are bound to happen at some point, so ensuring you can easily and instantly communicate with your owners is critical. TOPS [ONE] helps get messages out in a timely fashion with these communication options. You won’t have to worry if a mistake was made or if someone missed the memo.

3. Reporting


It’s time to move away from cumbersome spreadsheets and embrace a solution that helps you get more done while reducing the risk of human error.

Cut out the manual updating of numbers and data collection with TOPS [ONE], an all-in-one solution for your property management team to stay focused and on track.

TOPS [ONE] allows you to develop customized reports on all aspects of your operations. Users can run and schedule reports to include delinquencies, violations, vendor invoicing, budget comparisons, and other metrics that matter most to you. We designed the reporting functionality to help save time in your daily tasks by providing decision-making information with just a glance.

4. Management

Community Management Software
Most property managers spend at least 40% of their time managing vendors and account payables.

But with TOPS [ONE], you’ll be able to spend more time on other tasks, like building relationships with board members or growing your business.

TOPS [ONE] is the right tool for managing one community or multiple. The unlimited storage and users combined with automation and workflows make it simple to scale your business. The best part is that it’s incredibly user-friendly. Even if your employees are not tech-savvy, they can easily use it with their intuition and a little bit of training.

How to Get the Most from TOPS [ONE]

TOPS [ONE]
Using TOPS [ONE] has many benefits, and we’ve outlined four in this blog post.

To get the most out of TOPS [ONE], here are a few things to keep in mind:

1. Take advantage of the unlimited storage space for all your data and files.

2. Optimize your time by creating customizable workflows that trigger emails and tasks.

3. Engage your entire community with automated email, text messaging, and voice broadcasting.

4. Keep every aspect of the community in one system, so it’s easier to get a complete picture of your community/communities.

5. Manage vendors and payables to streamline the process by automating invoicing, due dates, payments, and late notices.

6. Use the property management system when you’re away from your desk. TOPS [ONE] works on all your internet connected devices.

7. Run financial reports that are customized to meet your needs for more informed decision-making.

8. Generate reports on the fly so you can better communicate important data with board members.

9. Create custom user groups based on roles and responsibilities to streamline permissions. Doing so will make onboarding new staff or board members much easier in the future.

10. Get support by phone or email to keep everything moving forward. If it’s outside of business hours, you can search for answers in the TOPS [ONE] Knowledge Center too.

As you can see, there are many ways to maximize your use of TOPS [ONE]. Moreover, it will keep every aspect of your communities in one system, so you have all the information at your fingertips.

Get Started with TOPS [ONE]


TOPS [ONE] is a robust and scalable software that offers many features to help you manage your property.

By using the right technology to simplify the day-to-day operations of property management, you can get so much time back each day.

TOPS [ONE] is the solution you need to get more done in fewer hours. The intuitive interface and powerful tools save valuable time and money! To learn more about TOPS [ONE], watch a demo and contact us with any questions. Our Sales Representatives are experts in the property management industry.

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