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User Guide

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Crassus Pro User Guide

Complete guide to managing your property portfolio

Crassus Pro User Guide

Professional Property Management Made Simple

Welcome to Crassus Pro! This guide will walk you through everything you need to know to manage your properties, track rent payments, handle expenses, and prepare VAT reports.

Table of Contents

  1. Getting Started: Initial Setup
  2. Adding Your First Property
  3. Managing Properties
  4. Generating Invoices
  5. Tracking Expenses
  6. Payment Management
  7. VAT Reporting
  8. Using the Map View (Imperium)
  9. Email Integration
  10. Tips & Best Practices

1. Getting Started: Initial Setup

Before you start adding properties, configure your business information in Settings. This information will appear on all your invoices and documents.

Step-by-Step: Configure Settings

  1. Open Crassus Pro and tap the Settings icon (gear icon) in your property dashboard

  2. Navigate to General Tab (should be selected by default)

  3. Enter Landlord Information:

  4. Company Name: Your business or personal name (e.g., "AC Property Management")

  5. Address: Your business address (this appears on invoices)

    • Enter multiple lines for street, city, postal code
    • Example: 123 Main Street Amsterdam, 1012 AB Netherlands

  6. Enter Bank Information:

  7. Bank Name: Your bank's name (e.g., "ING Bank")

  8. Account Number: Your IBAN or account number for rent payments

    • This appears on invoices so tenants know where to send payments

  9. Configure VAT Settings:

  10. VAT ID: Your business VAT identification number (required for VAT reports)
  11. VAT Rate: Default VAT rate percentage (e.g., 21 for Netherlands)
    • You can adjust this per invoice if needed

  12. Reporting Period:

    • Monthly: For businesses with monthly VAT filing
    • Quarterly: For businesses with quarterly VAT filing

  13. Set Invoice Preferences:

  14. Invoice Language: Select your default language
    • Available: Dutch, English, German, French, Spanish, Italian
    • You can change this per invoice when generating

  15. Logo (Optional):

    • Tap "Select Logo from Files"
    • Choose a logo image (PNG or JPEG)
    • Logo appears on all invoices (recommended: 300×300px or larger)
    • To remove logo later, tap "Remove Logo"

  16. Configure Notifications:

  17. Enable Notifications: Toggle ON to receive payment reminders
  18. Send Invoices: Set which day of the month to send invoice reminders
    • Default: Day 1 (reminders sent on the 1st of each month)
    • Adjust 1-28 days as needed for your billing cycle

What Notifications Are Enabled:

When you turn on notifications, Crassus Pro will automatically send you the following alerts:

  • Monthly Invoice Reminders:

    • Sent on the day you specify (e.g., 1st of each month)
    • Reminds you to send invoices to tenants
    • One notification per month

  • Lease Expiration Alerts:

    • Sent 30 days before lease end date
    • Sent 7 days before lease end date
    • Helps you plan for lease renewals or new tenants

  • Overdue Expense Notifications:

    • Triggered when an expense passes its due date
    • Sent at 9:00 AM on the day after due date
    • Helps you stay on top of bills and payments

  • Upcoming Expense Reminders:

    • Sent 3 days before expense due date
    • Gives you time to prepare payment
    • Prevents last-minute scrambling

Note: These notification types are standard and cannot be individually customized. You can only enable or disable all notifications using the master toggle. If you need to stop receiving notifications, simply turn off the "Enable Notifications" toggle in Settings.

  1. Review About Section:
  2. Check app version and last modified date

  3. Useful for troubleshooting

  4. Save Your Settings:

  5. Tap "Done" in the top-right corner
  6. All settings are automatically saved

Initial Setup Checklist

Before adding properties, ensure you've completed:

  • ✅ Company Name
  • ✅ Business Address
  • ✅ Bank Name and Account Number
  • ✅ VAT ID (if applicable)
  • ✅ VAT Rate (default percentage)
  • ✅ Invoice Language preference
  • ✅ Logo (optional but recommended)
  • ✅ Notification preferences

Important: You can update these settings at any time. Changes apply to new invoices going forward.

2. Adding Your First Property

Now that your settings are configured, let's add your first rental property.

Step-by-Step: Add a Property

  1. Navigate to Properties Tab
  2. Tap "Properties" in the bottom navigation bar

  3. You'll see the property dashboard (empty initially)

  4. Tap the "+" Button

  5. Located in the top-right corner

  6. This opens the "Add Property" form

  7. Enter Property Details:

Basic Information: - Property Name: Give it a memorable name - Example: "Main Street Apartment 2B" or "Downtown Office Space" - Address: Enter the complete property address - This will be used for mapping and invoices - Be specific: street number, street name, city, postal code - Example: "456 Canal Street, Amsterdam 1012 AB, Netherlands"

Financial Details: - Lease Rate: Monthly rent amount (excluding VAT) - Example: €1,500.00 - Enter numbers only, no currency symbol - VAT Amount: VAT on the rent - Automatically calculated based on your default VAT rate - You can manually adjust if needed - Example: €315.00 (21% of €1,500)

Tenant Information: - Lessee Name: Tenant's full name - Example: "John Smith" - Lessee Email: Tenant's email address - Important: Required for sending invoices via email - Example: "john.smith@email.com" - Lessee Mailing Address: Tenant's billing address - Used for formal correspondence - Can be same as property address or different - Example: John Smith 456 Canal Street, Apt 2B Amsterdam 1012 AB

Lease Terms: - Lease Start Date: When the lease begins - Tap the date field to open calendar picker - Example: January 1, 2024 - Lease End Date: When the lease expires - Used for tracking lease expiration - Example: December 31, 2024

Payment Schedule: - Payment Day: Day of month rent is due - Example: 1 (rent due on the 1st of each month) - Used for automatic invoice reminders - Can be 1-28

  1. Review Your Information
  2. Scroll through the form
  3. Verify all details are correct

  4. Check email address carefully (needed for invoicing)

  5. Save the Property

  6. Tap "Add Property" button at the bottom
  7. Property is immediately added to your portfolio

What Happens Next?

After adding a property: - ✅ Property appears in your Properties dashboard - ✅ Property card shows key information (name, address, rent) - ✅ Monthly invoices can be generated - ✅ Property appears on the Map view (Imperium) - ✅ System begins tracking payment due dates

Adding Multiple Properties

Repeat the process above for each property you manage. You can add unlimited properties with your Crassus Pro subscription.

Tip: Add properties in logical order (by location, acquisition date, or alphabetically) for easier management.

3. Managing Properties

Once you've added properties, you can view, edit, and manage them from the Properties dashboard.

Viewing Property Details

  1. From Properties Tab, tap on any property card
  2. Property Detail View opens, showing:
  3. Property name and full address
  4. Monthly lease rate and VAT
  5. Lessee information
  6. Lease start and end dates
  7. Interactive map showing property location
  8. List of all invoices for this property

Editing a Property

  1. Open Property Detail View (tap property card)
  2. Tap "Edit" button (top-right, next to trash icon)
  3. Modify any field:
  4. Update rent amount (increases/decreases)
  5. Change tenant information
  6. Update lease dates
  7. Adjust payment day
  8. Tap "Update Property" to save changes

Note: Changes to rent amounts apply to future invoices. Existing invoices are not modified.

Deleting a Property

⚠️ Warning: Deleting a property also deletes all associated invoices and cannot be undone.

  1. Open Property Detail View
  2. Tap trash icon (top-right corner)
  3. Confirm deletion in the alert dialog
  4. Property and all invoices are permanently removed

Best Practice: Only delete properties that are no longer relevant. For ended leases, consider keeping the property with a note in the name (e.g., "Main St Apt 2B [ENDED]").

Property Dashboard Overview

The main Properties dashboard shows: - Property Cards: Each property displayed as a card - Key Info: Name, address, monthly rent at a glance - Status Indicators: Visual cues for payment status - Quick Access: Tap any card to see full details

Tip: Properties are listed in the order they were added. The most recently added appears at the bottom.

4. Generating Invoices

Crassus Pro automatically tracks monthly rent invoices for each property. Here's how to create and manage them.

Understanding Invoice Workflow

Automatic Invoice Creation: - Invoices are automatically generated for each property - One invoice per month, per property - Invoice date: Based on payment day you set - Due date: Last day of the period prior to the period being invoiced - Example: Invoice for January rent has due date of December 31 - Example: Invoice for March rent has due date of February 28/29 - This is a prepayment model - rent is due before the rental period begins

Viewing Invoices

  1. Navigate to Invoices Tab (bottom navigation)
  2. View all invoices across all properties
  3. Filter/Sort (if available in your view)
  4. Color-coded status:
  5. 🟢 Green: Paid
  6. 🟠 Orange: Due soon (within 3 days)
  7. 🔴 Red: Overdue
  8. ⚪ Gray: Future/not due yet

Generating a New Invoice

Method 1: From Property Detail 1. Open Property Detail View 2. Scroll to Invoices section 3. Tap "Generate Invoice" or "+" button 4. Invoice is created with property details pre-filled

Method 2: From Invoice History 1. Go to Invoices Tab 2. Tap "+" button (top-right) 3. Select property from list 4. Invoice is automatically created

Invoice Details

Each invoice includes: - Invoice Number: Auto-generated unique number - Property Information: Address and details - Lessee Information: Tenant name and address - Lease Rate: Monthly rent amount - VAT Amount: Calculated tax - Total Amount: Rent + VAT - Invoice Date: When invoice was issued - Due Date: Last day of the month before the rental period - Ensures prepayment - rent must be paid before period begins - Example: February rent due on January 31 - Payment Status: Paid/Unpaid - Your Business Info: From Settings (landlord details, bank info)

Customizing an Invoice

You can't edit auto-generated invoices, but you can: - Regenerate with updated property details - Adjust VAT rates in property settings - Change invoice language before generating PDF

PDF Generation

Creating Invoice PDFs:

  1. Open Invoice (from Invoices list or Property Detail)
  2. Tap "View PDF" or PDF icon
  3. PDF generates instantly with:
  4. Your logo (if configured)
  5. Professional formatting
  6. All invoice details

  7. Payment instructions (bank details)

  8. Choose Action:

  9. Share: Send via email, message, or AirDrop
  10. Print: Print directly or save as PDF
  11. Save: Save to Files app

Multi-Language Support: - Invoices generate in your default language (from Settings) - Change language per property for international tenants - Supports: Dutch, English, German, French, Spanish, Italian

Invoice Templates

Invoices follow a professional template including: - Header with your business name and logo - Invoice number and dates prominently displayed - Clear itemization (lease rate + VAT) - Payment details (bank account) - Lessee information - Property address reference

Tip: Review a test invoice PDF before sending to ensure all information appears correctly.

5. Tracking Expenses

Track all property-related expenses for tax purposes and financial reporting.

Adding an Expense

  1. Navigate to Expenses Tab (bottom navigation)
  2. Tap "+" button (top-right)
  3. Enter Expense Details:

Basic Information: - Description: What the expense is for - Example: "Plumbing repair", "Property tax Q1", "Insurance premium" - Amount: Total expense amount (including VAT if applicable) - Example: €250.00 - VAT Amount: VAT portion of expense (if applicable) - Used for VAT reporting - Can leave as 0 if no VAT

Categorization: - Property: Which property this expense relates to - Select from dropdown list of your properties - Or select "General" for non-property-specific expenses - Category: Type of expense - Examples: Maintenance, Utilities, Insurance, Tax, etc.

Timing: - Date: When expense was incurred - Due Date: When payment is due (if unpaid)

Documentation: - Take Photo: Capture receipt/invoice with camera - Tap camera icon - Take photo of physical receipt - Photo stored with expense - Scan Document: Use OCR to extract info from receipt - Experimental feature - Helps auto-fill amount and details

Payment Status: - Paid: Check if already paid - Unpaid: Leave unchecked if payment pending

  1. Tap "Add Expense" to save

Viewing Expenses

Expense List View: - All expenses across all properties - Sorted by due date (soonest first) - Color-coded status: - 🟢 Paid: No action needed - 🟠 Due Soon: Within 3 days - 🔴 Overdue: Past due date

Expense Detail View: 1. Tap any expense to see full details 2. View attached photos/receipts 3. See expense history and notes

Editing an Expense

  1. Open Expense Detail View
  2. Tap "Edit" (top-right)
  3. Modify fields as needed
  4. Tap "Update" to save changes

Marking Expenses as Paid

Method 1: From Expense Detail 1. Open expense 2. Toggle "Paid" switch to ON 3. Payment status updates immediately

Method 2: Quick Toggle 1. Some views allow tap-to-toggle paid status 2. Expense turns green when marked paid

Important: Marking an expense as paid updates financial reports and VAT calculations.

Deleting an Expense

  1. Open Expense Detail View
  2. Tap trash icon (top-right)
  3. Confirm deletion
  4. Expense is permanently removed

Expense Categories

Common expense categories: - Maintenance & Repairs: Plumbing, electrical, painting - Utilities: Water, gas, electricity (if you pay) - Property Tax: Annual/quarterly property taxes - Insurance: Property insurance premiums - Management Fees: Property management services - Legal & Professional: Lawyer, accountant fees - Marketing: Advertising for tenants - HOA Fees: Homeowners association dues - Mortgage Interest: Loan interest (tax-deductible) - Other: Miscellaneous property expenses

Tip: Consistent categorization helps with year-end tax preparation and financial analysis.

6. Payment Management

Efficiently track rent payments and manage overdue invoices.

Marking Invoices as Paid

When you receive rent payment:

Method 1: From Invoice Detail 1. Open Invoice (from Invoices tab or Property Detail) 2. Toggle "Paid" switch to ON 3. Invoice status changes to Paid (green) 4. Invoice removed from overdue/due soon lists

Method 2: Bulk Action (if available) 1. From Invoices list 2. Swipe left on invoice 3. Tap "Mark Paid"

Payment Reminders & Notifications

Crassus Pro helps you stay on top of payments with automatic notifications:

Automatic Notifications (when enabled in Settings):

  1. Monthly Invoice Reminders
  2. Sent on the day you specify in Settings (default: 1st of month)
  3. Reminds you to generate and send invoices to tenants

  4. One notification per month

  5. Lease Expiration Alerts

  6. First alert: 30 days before lease end date
  7. Second alert: 7 days before lease end date

  8. Plan ahead for renewals or finding new tenants

  9. Overdue Expense Notifications

  10. Triggered when expense passes due date
  11. Sent at 9:00 AM the day after due date

  12. Prevents missed bill payments

  13. Upcoming Expense Reminders

  14. Sent 3 days before expense due date
  15. Time to prepare payment
  16. Avoid late fees

Note: These notification types are standard and work together as a set. You cannot customize individual notification types - they are all enabled or disabled together via the "Enable Notifications" toggle in Settings.

Managing Notifications: 1. Go to Settings > General > Notifications 2. Toggle "Enable Notifications" (master switch for all) 3. Adjust "Send Invoices" day to match your billing cycle 4. System notifications appear on your device lock screen and notification center

Important: Also enable notifications in iOS Settings: - Settings > Notifications > Crassus Pro - Allow Notifications: ON - Set alert style (Banner recommended)

Sending Payment Reminders

Via Email: 1. Open Invoice 2. Tap "Send Email" or envelope icon 3. Email compose window opens with: - Pre-filled recipient (lessee email) - Subject line (e.g., "Rent Invoice for [Property]") - Invoice details in email body - PDF attachment option 4. Customize message if needed 5. Tap "Send"

Email Content Includes: - Invoice number and amount - Due date - Payment instructions - Bank account details - Property address reference - Professional formatting

Tip: Send reminders 3-5 days before due date for best results. Since rent is due on the last day of the previous month (prepayment model), consider sending reminders around the 25th-27th of the month to give tenants time to prepare payment.

Tracking Payment History

For Each Property: 1. Open Property Detail View 2. Scroll to Invoices section 3. See complete payment history 4. Green checkmarks indicate paid invoices 5. Red/orange indicators show unpaid

Overall Payment Status: - Invoices Tab: See all invoices across properties - Badge Count: Tab shows number of overdue invoices - Dashboard Widgets: Quick glance at payment status

Handling Late Payments

Best Practices: 1. Send Reminder: Email tenant 2-3 days after due date - Remember: Due dates are end of previous month (prepayment model) - Example: If January rent due Dec 31, follow up Jan 2-3 2. Follow Up: Call or send second email after 7 days 3. Document: Keep record of communications 4. Mark Paid: Update immediately when payment received

Using Crassus Pro: - Overdue invoices highlighted in red - Badge counts keep you informed - Easy email sending for reminders - Track all communications via email

7. VAT Reporting

Generate comprehensive VAT reports for tax filing compliance.

Understanding VAT in Crassus Pro

What's Tracked: - VAT Collected: VAT on rent invoices (income) - VAT Paid: VAT on property expenses (deductible) - Net VAT: Amount owed to/refundable from tax authority

Reporting Periods: - Monthly: Reports for each calendar month - Quarterly: Reports for Q1, Q2, Q3, Q4 - Set in Settings > General > VAT > Reporting Period

Generating a VAT Report

  1. Navigate to VAT Tab (bottom navigation)
  2. Select Reporting Period:
  3. Monthly: Choose month and year
  4. Quarterly: Choose quarter (Q1-Q4) and year
  5. Report Generates Automatically showing:

Income (VAT Collected): - All paid invoices in the period - Total rent income - Total VAT collected on rent

Expenses (VAT Paid): - All paid expenses in the period - Total expense amount - Total VAT paid on expenses

Summary: - Gross VAT: Total VAT collected - Deductible VAT: Total VAT paid - Net VAT Payable: Amount owed to tax authority - Positive = You owe VAT - Negative = You're owed refund

Viewing Report Details

Report Breakdown: - Invoices Section: - List of all paid invoices in period - Property name, invoice number, date - Rent amount and VAT amount - Running total

  • Expenses Section:
  • List of all paid expenses in period
  • Description, property, date
  • Expense amount and VAT amount

  • Running total

  • Summary Box:

  • Key figures prominently displayed
  • Net VAT calculation
  • Ready for tax form entry

Exporting VAT Data

CSV Export for Accountants:

  1. From VAT Report, tap "Export CSV" or share icon
  2. Choose Export Options:
  3. Invoices only
  4. Expenses only
  5. Both (recommended)
  6. CSV file generated with:
  7. Date, description, property
  8. Amounts and VAT
  9. Invoice/expense numbers

  10. Formatted for spreadsheet import

  11. Share CSV:

  12. Email to accountant
  13. Save to Files/iCloud
  14. Open in Excel/Numbers

CSV Format:

Date,Type,Property,Description,Amount,VAT,Total,Status
2024-01-01,Invoice,Main St Apt,Monthly Rent,1500.00,315.00,1815.00,Paid
2024-01-15,Expense,Main St Apt,Plumbing Repair,200.00,42.00,242.00,Paid

Filing Your VAT Return

Using Crassus Pro Reports:

  1. Generate report for filing period
  2. Note key figures:
  3. Box 1a: VAT collected on services (rent)
  4. Box 4b: VAT paid on expenses
  5. Net VAT: Your payment/refund amount
  6. Enter into tax authority system (e.g., Belastingdienst in NL)
  7. Keep CSV export for records
  8. Mark filing complete (note in app or external system)

Important: Crassus Pro provides data for your VAT return but doesn't file directly with tax authorities. Always verify calculations with your accountant.

VAT Report Best Practices

Monthly Reviews: - Generate report at end of each month - Verify all invoices marked as paid correctly - Check all expenses categorized properly - Review VAT amounts for accuracy

Before Filing: - Double-check reporting period matches filing period - Ensure all transactions in period are complete - Verify paid/unpaid status is current - Export CSV for backup

Record Keeping: - Save CSV exports for each filing period - Keep for minimum 7 years (tax requirement) - Store with tax return documentation

Troubleshooting VAT Reports

Missing Invoices/Expenses: - Check date range - must fall within reporting period - Verify status is "Paid" - only paid items included - Ensure property is selected correctly

Incorrect VAT Amounts: - Review VAT rate in Settings - Check individual invoice/expense VAT amounts - Update and regenerate report

Questions About Filing: - Consult with tax professional - Verify local VAT rules and requirements - Crassus Pro provides data, not tax advice

8. Using the Map View (Imperium)

Visualize your entire property portfolio on an interactive map.

Accessing Map View

  1. Tap "Imperium" tab (globe icon in bottom navigation)
  2. Map loads showing all your properties

Understanding the Map

Property Markers: Each property appears as a colored pin on the map: - 🟢 Green: All rent paid, no issues - 🟠 Orange: Payment due soon (within 3 days) - 🔴 Red: Overdue payment - Pin Location: Exact property address

Map Features: - Zoom: Pinch to zoom in/out - Pan: Drag to move around map - Satellite/Standard: Toggle map style (if available) - User Location: Shows your current location (if enabled)

Interacting with Properties

  1. Tap any property pin on map
  2. Callout appears showing:
  3. Property name
  4. Address
  5. Current rent amount
  6. Payment status
  7. Tap callout to open full Property Detail View

Map Use Cases

Portfolio Overview: - See geographic distribution of properties - Identify clusters (areas where you own multiple) - Plan maintenance routes efficiently

Payment Status at a Glance: - Quickly see which properties need attention - Red pins = immediate action needed - Color coding helps prioritize

Property Tours: - Show potential investors your portfolio - Demonstrate geographic diversification - Professional presentation tool

Route Planning: - Plan property inspection routes - Minimize travel time between properties - Identify nearby properties for combined visits

Map Tips

  • Keep addresses accurate: Map precision depends on correct addresses
  • Use full addresses: Include street number, city, postal code
  • Check pin placement: Verify properties appear in correct locations
  • Update regularly: Map refreshes when properties added/edited

9. Email Integration

Send invoices and communicate with tenants directly from Crassus Pro.

Email Prerequisites

Setup Requirements: - Tenant email addresses must be entered in Property details - iOS Mail app configured on your device - Email account active and working

Sending Invoice Emails

From Invoice Detail View:

  1. Open any invoice (Invoices tab or Property Detail)
  2. Tap "Send Email" button or envelope icon
  3. Email compose window opens with:
  4. To: Lessee email (pre-filled)
  5. Subject: "Rent Invoice for [Property Name] - [Month/Year]"

  6. Body: Professional email template including:

    • Greeting
    • Invoice details (amount, due date)
    • Payment instructions
    • Bank account information
    • Property address
    • Closing signature

  7. Customize email (optional):

  8. Edit subject line
  9. Add personal message
  10. Modify payment instructions

  11. Add CC/BCC recipients

  12. Attach PDF (recommended):

  13. PDF invoice automatically attached
  14. Professional, formal documentation

  15. Contains all invoice details

  16. Tap "Send"

  17. Email sent immediately
  18. Copy saved in Mail app Sent folder

Email Templates

Standard Invoice Email:

Dear [Lessee Name],

Please find attached your rent invoice for [Property Address].

Invoice Details:
- Invoice Number: #[Number]
- Invoice Date: [Date]
- Amount Due: €[Amount]
- Due Date: [Due Date]

Payment Instructions:
Please transfer the amount to:
Bank: [Your Bank Name]
Account: [Your Account Number]
Reference: [Invoice Number]

Thank you for your prompt payment.

Best regards,
[Your Company Name]

Tracking Sent Emails

Email History: - All sent emails stored in iOS Mail app - Check Sent folder for confirmation - Search by recipient or subject

Follow-Up: - Mark calendar for follow-up - Check if payment received - Send reminder if needed

Bulk Email Sending

Currently, Crassus Pro sends emails individually. For multiple tenants:

  1. Open each invoice separately
  2. Send email one at a time
  3. Customize each as needed

Tip: Schedule time monthly (e.g., 1st of month) to send all invoices at once.

Email Troubleshooting

Email Won't Send: - Verify iOS Mail app is configured - Check internet connection - Ensure email address is valid - Check spam/junk folder (recipient side)

Missing Email Addresses: - Edit property to add lessee email - Email address required for sending - Verify correct format (name@domain.com)

Customizing Templates: - Templates are built-in, not customizable - Edit email body before sending - Save custom text as note for future reference

10. Tips & Best Practices

Monthly Workflow

Important: Understanding the Prepayment Model Crassus Pro uses a prepayment invoicing system. This means rent for each month is due on the last day of the previous month. For example: - January rent → Due December 31 - February rent → Due January 31 - March rent → Due February 28/29

This is standard practice in many rental markets and ensures tenants pay before occupying the property for that period.

Beginning of Month (Day 1-3): 1. ✅ Generate invoices for all properties (if not auto-generated) 2. ✅ Review invoice details for accuracy 3. ✅ Send invoices via email to all tenants 4. ✅ Set calendar reminders for follow-up

Mid-Month (Day 7-10): 1. ✅ Check payment status in Invoices tab 2. ✅ Send reminders for overdue invoices 3. ✅ Mark paid invoices as received 4. ✅ Add any new expenses

End of Month (Day 25-30): 1. ✅ Send reminders for upcoming month's rent (due last day of current month) 2. ✅ Final payment status check for current period 3. ✅ Follow up on any remaining overdue from previous periods 4. ✅ Review expenses for month 5. ✅ Generate VAT report (if monthly filing) 6. ✅ Prepare next month's invoices (to be sent early next month)

Organization Tips

Understanding Invoice Timing: - Crassus Pro uses a prepayment model for rent - Rent for each month is due on the last day of the previous month - Example: March rent is due February 28/29 - This is standard practice in many rental markets - Plan your communication and follow-ups accordingly

Property Naming: - Use consistent format: "[Location] - [Unit]" - Examples: "Amsterdam Center - Apt 3B", "Rotterdam South - Office 101" - Makes searching easier

Expense Documentation: - Always attach receipt photos - Include invoice numbers in descriptions - Use consistent categories - Date expenses when incurred, not when paid

Financial Records: - Export VAT CSV monthly for backup - Keep PDF copies of all invoices - Save to iCloud/Dropbox for redundancy - Maintain 7+ years for tax purposes

Time-Saving Features

Notifications: - Enable to never miss payment dates - Adjust timing to match your workflow - Act on notifications promptly

Map View: - Plan property visits efficiently - Group nearby properties for inspections - Show portfolio to partners/investors

Email Integration: - Pre-filled templates save time - One-tap sending to tenants - Professional appearance

Common Pitfalls to Avoid

❌ Not entering email addresses → Can't send invoices electronically
✅ Enter all tenant emails in Property details

❌ Forgetting to mark invoices as paid → Inaccurate reports
✅ Update payment status immediately when received

❌ Inconsistent expense categorization → Difficult tax preparation
✅ Use same categories throughout year

❌ Skipping VAT reports → Scrambling at tax time
✅ Generate monthly, even if filing quarterly

❌ Not backing up data → Risk of loss
✅ Export CSV reports regularly

Data Backup Strategy

Regular Exports: 1. Monthly VAT CSV export 2. Annual property listing export (if available) 3. Save to cloud storage (iCloud, Dropbox, Google Drive)

Device Backups: 1. Enable iCloud backup for app data 2. Or use iTunes/Finder backup 3. Test restore occasionally

Important: Crassus Pro data stored locally on device. Regular backups essential.

Getting Help

In-App Issues: - Check Settings > About for app version - Restart app if experiencing problems - Update to latest version via App Store

Technical Support: - Contact support via App Store listing - Include app version and iOS version - Describe issue with screenshots if possible

Feature Requests: - Suggest improvements via App Store review - Or contact developer directly - Future updates may include requested features

Disclaimer: Crassus Pro is a property management tool, not tax or legal advice. Always consult with: - Licensed tax professional for tax matters - Lawyer for legal questions - Accountant for financial advice

Your Responsibilities: - Accurate data entry - Timely VAT filing - Compliance with local laws - Record keeping per regulations

Crassus Pro Provides: - Data organization tools - VAT calculation assistance - Record keeping system - Not professional advice

Appendix: Quick Reference

  • 🏛️ Properties: View/manage all properties
  • 🌍 Imperium: Map view of portfolio
  • 📄 Invoices: All rent invoices
  • 💳 Expenses: Track property expenses
  • 📊 VAT: Generate tax reports

Status Colors

  • 🟢 Green: Paid, no action needed
  • 🟠 Orange: Due within 3 days
  • 🔴 Red: Overdue, action required
  • ⚪ Gray: Future/not yet due

Keyboard Shortcuts (iPad)

If using external keyboard with iPad: - Cmd+N: New property/invoice/expense - Cmd+S: Save current item - Cmd+W: Close current view - Cmd+,: Open Settings

Invoice Languages

Available invoice language options: - 🇳🇱 Dutch (Nederlands) - 🇬🇧 English - 🇩🇪 German (Deutsch) - 🇫🇷 French (Français) - 🇪🇸 Spanish (Español) - 🇮🇹 Italian (Italiano)

Support & Updates

Crassus Pro Version: 1.0.0
Last Updated: November 2025

Stay Updated: - Enable automatic App Store updates - Check for new versions regularly - Review release notes for new features

Questions? - Review this guide for answers - Check Settings for app information - Contact support via App Store

Thank you for choosing Crassus Pro!

"Conquer your property empire with confidence." 🏛️

This guide covers Crassus Pro version 1.0.0. Features and interface may change in future updates.