PRMS · Property Rental Management System
Rental Ops issues invoices, reads payment slips, chases overdue rent, drafts letters on your letterhead and keeps every document in Dropbox. You check one dashboard and answer a few messages a day.
The real dashboard, including building costs, payables, usage alerts, service visits and contracts. Names, references and accounts are fictional. Use Expand all, change the month, toggle MTD and YTD, and open any section.
Six areas a landlord usually juggles across spreadsheets, WhatsApp and a filing cabinet.
Rental Ops watches the portfolio around the clock and tells you only what needs attention.
Formal letters are drafted for you, ready to review and send.
Invoices go out on time and every payment is matched.
Every complaint and repair has an owner, a log and a status.
Everything about a unit or tenant on one screen.
Owner-side costs tracked like rent: assessment tax, quit rent, TNB, Air Selangor, Indah Water, management and lift contracts.
PRMS covers the owner's own costs as well as tenant income: government, utility and maintenance bills, from scan to payment.
Send any bill as a photo, scan or PDF.
Know what is owed, paid and part-paid.
Problems surface before the bill shock.
📊 Reports, 🏠 Dashboard, 📊 Load CSV/Excel, 📄 Load Image/PDF document and 📝 Add Note.Tap the keyboard buttons. This is the real Rental Ops menu, with demo replies.
Four everyday workflows from start to finish.
Rental and utility invoices are drafted on schedule. You approve them in Telegram.
You forward the bank slip. Rental Ops reads the amount and asks you to confirm.
The receipt is issued, saved to Dropbox and the dashboard totals update.
Anything unpaid is flagged in the morning brief.
A notice is drafted on your letterhead and posted to Urgent Alerts.
The complaint is logged from Telegram against the unit or shared equipment.
You add a comment; the log keeps who said what and when.
Open items stay in the morning brief until closed.
Service report or invoice goes into Telegram and lands in Dropbox.
Status, cost and documents stay on the unit's record.
Photo, scan or PDF, in the group or a private chat. Several bills in one PDF are split apart.
Malay and English OCR, AI reading as backup. Account, amount and usage are checked against past bills.
Nothing is saved until you confirm. Each bill gets its own file in Dropbox.
Payments and vouchers are matched to bills, including part payments.
Unusual usage raises an alert; bills that haven't arrived are chased.
The unit enters the renewal pipeline with years at the current rate.
Rent rate performance marks units 3+ years flat as REVIEW DUE.
A renewal or extension letter is prepared on your letterhead.
You confirm the terms; the final copy is generated.
New dates and rent apply to future invoices automatically.
Overdue notices, extension and renewal letters are generated from the tenancy record, so names, amounts and dates are always right. Each carries your own letterhead. Drafts come to you first; nothing goes to a tenant until you approve it.
26 October 2026
Studio Nadi Enterprise
21-1, Jalan Contoh 3
43000 Kajang, Selangor
Dear Sir/Madam,
Our records show the following amount remains unpaid under Tenancy Agreement AGR-DEMO-004:
| Invoice | FIN-2026-10/03 |
| Due date | 1 October 2026 |
| Amount outstanding | RM2,600.00 |
| Days overdue | 21 |
Please settle the amount within 7 days of this notice. If payment has been made, kindly share the transfer slip so we can update our records.
Yours sincerely,
______________________
Director (demo)
Owner A Sdn Bhd
10th October 2026
Glow Academy Sdn Bhd
21-2, Jalan Contoh 3
43000 Kajang, Selangor
Attn: Centre Manager
Dear Sir/Madam,
| Demised Premises | A Level 2 commercial unit at 21-2, Jalan Contoh 3, 43000 Kajang, Selangor |
| Landlord | Owner A Sdn Bhd |
| Tenant | Glow Academy Sdn Bhd |
| Guarantor(s) | Director (demo) |
We refer to the Tenancy Agreement for the Demised Premises, which will expire on 30th November 2026.
At your request, we are agreeable to extend the Tenancy for a further period, subject to the following terms and conditions:
All other terms and conditions of the said Tenancy Agreement remain in full force and effect.
This offer remains valid until 16th November 2026, after which it will lapse. If the terms are acceptable, kindly sign and return a copy of this letter.
Yours sincerely,
______________________
Director (demo)
Owner A Sdn Bhd
ACCEPTANCE OF EXTENSION OF TENANCY
I, the undersigned, accept the Extension of Tenancy set out above and agree to all its terms and conditions.
______________________
Name: · NRIC No:
ACKNOWLEDGEMENT BY GUARANTOR
I agree that my guarantee under the Tenancy Agreement continues to apply to this Extension of Tenancy.
______________________
Name: · NRIC No:
Everything uploaded through Telegram and everything the system generates (invoices, receipts, letters, reports) is synced to your Dropbox and listed in the dashboard's Document Log. Each row has a direct download link, so you can pull any file from your phone in seconds, or hand an auditor the whole folder.
Your files stay in your own Dropbox account. If the server is ever replaced, your documents are untouched.
Small, private and cheap to run. Your data stays in plain files you own.
Telegram for everything day to day; a single offline HTML dashboard; a private admin panel for settings.
Rental Ops runs on the open-source Hermes agent platform with its own identity, bot and memory, separate from any other agent.
Tested Python scripts do the maths. The AI reads, drafts and talks; it never invents a figure.
Markdown vault for records, Dropbox for documents, private GitHub for code. Production and development are kept apart.
Indicative monthly running cost at public list prices, October 2026. Setup and support are quoted separately.
| Item | Minimum | Recommended |
|---|---|---|
| ServerYour own PC running the VM, or a cloud VPS (2 vCPU, 8 GB RAM) | US$0 | US$9–15 |
| AI modelClaude subscription; heavier use or bill-reading may need a higher tier | US$20 | US$20–100 |
| DropboxBasic 2 GB is free; Plus gives 2 TB | US$0 | US$12 |
| Telegram, Hermes agent, Tailscale, GitHubFree tiers are enough | US$0 | US$0 |
| Per month | ~US$20 | ~US$41–127 |
Prices are the vendors' published US-dollar rates and change over time; a VPS promotional rate usually needs a 24-month term and renews higher. A PC-hosted setup also needs the machine left on.
I design, install and support PRMS for landlords and property managers with roughly 5 to 100 units. A demo takes 20 minutes.
contact@karwai.me