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Step-by-step guidance for RentMatrix users and day-to-day workflows.
Audience: Operations teams

Creating Portfolio

What is this?​

A portfolio is a logical grouping of properties within Rent Matrix. It organizes one or more properties under a single umbrella for shared ownership structure, financial reporting, and operations.

When should I use it?​

Use this feature when you need to:

  • Group properties owned by the same person or entity.
  • Manage properties with multiple owners and ownership percentages.
  • Track financial performance for a set of assets.
  • Apply bulk actions across properties.
  • Organize by fund, strategy, or region.

Prerequisites​

Before creating a portfolio, ensure you have:

  • Administrator or Property Manager role permissions.
  • A clear portfolio name and purpose.
  • Properties already created in the system (recommended).
  • Owner emails and ownership percentages.

Flow diagram​

Step-by-step instructions​

  1. From the main sidebar, click Portfolio.
  2. Click Add New.
  3. Enter core details:
    • Portfolio nickname
    • Portfolio type (use Mixed if property types vary)
  4. Add ownership details:
    • Owner email
    • Ownership percentage
    • Ensure total equals 100
  5. Assign properties to this portfolio.
  6. Optionally add internal description notes.
  7. Click Save.

Example scenario​

Situation: You manage three properties for two partners, Jane (60%) and John (40%), and need consolidated reporting.

Solution in Rent Matrix:

  1. Go to Portfolio > Add New.
  2. Name it Doe-Smith Mixed Fund, type Mixed.
  3. Add owner emails and percentages 60/40.
  4. Select all three properties.
  5. Add internal notes and click save.
  6. Run one P and L statement for the full portfolio.

Common mistakes / FAQs​

  • Mistake: Building portfolio structure too late, creating disorganized setup.
    • Solution: Plan portfolio structure early.
  • Mistake: Ownership percentages do not total 100.
    • Solution: Validate percentages before save.
  • FAQ: Can I move a property between portfolios?
    • Answer: Yes, by editing property assignment.
  • FAQ: Why does portfolio type matter?
    • Answer: It affects reporting categories and can affect compliance workflows.

Pro tips​

  • Use a consistent portfolio naming convention.
  • Start simple and refine structure later.
  • Link owners to the right portfolios for clean owner visibility.