Getting started
Who is Prop Archive for?
Prop Archive is property management software for landlords with 3 to 20 properties, made in Philadelphia. It's for anyone managing that many: owners, managers, or both. Single-family homes, rowhomes, duplexes, townhomes, or small apartment buildings up to 10 units each. If you're running things out of a spreadsheet, a shoebox, or three different apps, you're who I built this for.
Is this too much for a few rentals?
It's built for 3 to 20 properties, not a leasing office. Start with the documents you already have and add rent and repairs when you're ready. Nothing has to be set up all at once.
Is Prop Archive available now?
Yes, in private beta. After a 15-minute demo, Theo sends you the link to your account. The subscription is free while the beta runs.
What happens after I book a demo?
You pick a time, and the booking page shows it with the meeting link or place. On the call, Theo, the founder, shows you Prop Archive and answers your questions. After it, he sends you the link to your account. Nothing to install, and no card. Ask a question instead and he replies by email, usually within one business day.
What do I have to do as a beta tester?
Use it with your real properties and give feedback when Theo asks: a short survey, a bug report, or an occasional conversation about how it's going. Features may change while we build.
Can I get a demo?
Yes. Theo, the founder, gives a 15-minute walkthrough. Choose "Book a 15-minute demo" on any page and pick a time, or email theo@proparchive.biz or call 484-343-1306.
How do I move my existing paperwork in?
Upload the PDFs and images you already have: leases, receipts, inspection reports, insurance certificates. File them by property, unit, or tenant, or in your own folders. After that, you can search them by any word. Properties and units are added by hand; there's no spreadsheet import yet. Start with one property and keep what you use now until you're sure.
Will my tenants actually use it?
It's built to be easy for them. Tenants get an email invite and sign in on the web from any phone or computer. Nothing to install. They can pay rent online by card, or set up autopay by card or bank account (ACH), submit repair requests with photos, and message you. It costs them nothing.
Is there a mobile app?
There's no app to download. Prop Archive is a web app that works in the browser on any phone, tablet, or computer. You, your tenants, and your contractors just sign in.
How is this different from the big enterprise platforms?
Prop Archive is purpose-built for smaller portfolios. The workflows, the interface, and the pricing are all designed around how 3-to-20-property operators actually run their day. You get what you need to run your business, without paying for a feature set built for a 500-unit firm.
What's included in a subscription?
One subscription gives you the operator dashboard, the tenant portal and the contractor portal, all connected. Your tenants and contractors never pay a subscription; only the person managing the portfolio does.
What doesn't it do yet?
It isn't accounting software: reports cover rent income and the expenses you log, as CSV files for your accountant. It doesn't run credit or background checks; you record screening results from your own provider. There are no owner statements, no owner portal, no trust accounting and no listing syndication. Team access covers the whole workspace, so you can't yet limit someone to certain properties. The lease reader works on lease text you paste in, not on an uploaded file. And there's no one-click export of everything at once.
Where is Prop Archive based?
Philadelphia, PA. Prop Archive LLC.
Pricing
How much does it cost?
The subscription is free while Prop Archive is in beta, and joining never asks for a card. Payments made online carry a platform fee, taken from the payout: 2.5% of rent (1% with autopay) and 2.5% of application fees. In return for the free subscription, you give feedback when we ask, and features may change while we build. Beta members in good standing when Prop Archive publicly launches get 6 months of the standard plan free from launch; we'll tell you before it ends, and staying on after that needs a paid subscription. The subscription is one flat monthly rate for the whole portfolio, not per-unit pricing. Questions? Email theo@proparchive.biz, or ask on the 15-minute call.
Do I need a credit card?
No. Neither the demo nor your beta account asks for a card, and the subscription is free while the beta runs.
Do my tenants or contractors have to pay anything?
Tenants pay no fee, and neither tenants nor contractors pay a subscription: yours covers all three portals. When you pay a contractor through Prop Archive, the platform fee on payments made online comes out of their payment, as it does from rent paid to you.
What if I have more than 20 properties, or a building with more than 10 units?
When you book the call, choose 20+ if you have more than 20 properties; Theo handles bigger portfolios case by case. Or email theo@proparchive.biz.
Your data
Is my data secure?
Yes. It's encrypted, backed up, and only accessible to you and the people you invite. It is never sold, and it is shared only with the providers named in our Privacy Policy.
Does Prop Archive use AI to scan my documents?
Yes, for some features. When you upload a document, we may send it to Anthropic's Claude to read it, classify it, and pull out key details such as lease dates and rent amounts. Anthropic does not use these requests to train its models, and we never sell your documents; we share them only with the providers named in our Privacy Policy. AI can get details wrong, so always check extracted details against the original. Section 6 of our Privacy Policy has the specifics.
Can I get my data out?
Yes. You can download any document you've stored, whenever you like, and you can delete your account from Settings. There's no one-click export of everything at once yet.
Talk to Theo
He built Prop Archive, and he answers his own email.