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Integration Requirements for Partner Platforms

SmartProperty integrates with property management and accounting platforms by pulling data from the partner's API on a scheduled sync. The partner remains the system of record for accounting and operations. SmartProperty uses the data for reserve planning, component tracking, and financial reporting.

This page describes the data and API patterns SmartProperty needs from a partner platform. It reflects the same integration pattern we run in production with our current partners.

Data We Pull

Association information. Name, property type, address, unit count, manager name. Fiscal year start month and assessment frequency if available. Pulled at setup and refreshed on sync.

Chart of accounts (GL list). GL account ID, code, description. An indicator distinguishing reserve accounts from operating accounts is strongly preferred. Without it, customers classify each GL code manually during setup.

GL transactions. Transaction date, GL code, debit and credit amounts, description. This is the core dataset. It drives expense tracking against reserve projects and income reporting.

Bank accounts and balances. Account ID, account name, balance with an as-of date, GL code linkage, reserve indicator if available. Historical monthly balances (12 months or more) at initial setup let us seed trend reporting from day one.

Invoices. Invoice ID, invoice number, vendor, invoice date, GL allocation per line item, amounts, void or inactive status. Used to link real costs to capital projects.

Delinquencies (if available). Aged owner balances (30, 60, and 90 day) at the association level.

API Patterns We Require

  1. Unique, stable IDs on every record, especially transactions. We sync incrementally and track changes over time, pull by pull. Without stable IDs we cannot detect updates and are forced into full re-imports.
  2. Date range filtering on transactions and invoices, so we can pull one month at a time and keep calls small.
  3. Association-scoped queries (an association code or ID parameter), with credentials issued at the management company level covering all of that company's associations.
  4. Modified records stay retrievable. Month-end reconciliation can change posted data. A last-modified timestamp, or at minimum the ability to re-query a range and compare, lets us update rather than duplicate.
  5. Voids and deletions are flagged, not silently removed, so downstream records stay consistent.
  6. Token-based authentication with documented credential issuance for integration partners.
  7. A sandbox or test account with representative data for development and validation.

Sync Behavior on Our Side

  • Scheduled syncs, not real-time.
  • Read-only: we never write into the partner system.
  • Reference data (association info, GL list) is updated in place. Transactional data builds history.

Starting a Conversation

If you are interested in integrating your platform with SmartProperty, contact us at william@smartproperty.com.