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# Introduction to the structure of Plexflow

[Video](https://www.youtube.com/embed/9VZa-bnNvEs?rel=0)

This article is intended for new teams and users who are getting started with Plexflow. It aims to explain the **structure logic** of the system in order to make onboarding, initial setup, and the ongoing management of properties and leases easier. Understanding this hierarchy is essential to avoid configuration errors and to ensure consistent financial follow-up.

## 1. The account logic in Plexflow

Understanding the account logic is essential when onboarding to Plexflow. The entire organization rests on a hierarchical structure where each level inherits from the previous one.

This architecture guarantees consistent financial and administrative management, and influences:

- the deposit of payments
- the management of properties
- team collaboration
- the accounting structure
- financial reports
- the follow-up of units and leases

Here is how Plexflow is organized, from the broadest to the most precise.

![Plexflow structure diagram](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/structure-plexflow_6m17x5.png)

## 1.1 Main account

The main account is the highest level.

It represents the overall organization — often the company or the management company.

The main account lets you:

- manage the plan and the monthly subscription
- administer teams and access roles
- configure integrations (payments, signatures, QuickBooks, etc.)
- view and manage all of the properties

The main account **is not shareable** with teams.

It is used mainly for the **administrative management** of Plexflow as well as for the **management of personal properties or properties that you do not want to share** with your teams or subaccounts.

> “The main account is the central administration space where you manage your subscription, your teams, and your unshared personal properties.”

**Note:** The main account is also used to manage personal properties or properties that you do not want to share with your teams or subaccounts.

It is easy to distinguish in Plexflow, because it displays **an asterisk (*) in front of its name**, indicating that it is the **main environment**.

![Main account with an asterisk in front of its name](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/compte-principal-2_1sa232w.png)

## 1.2 Subaccounts

Subaccounts are **distinct bank accounts** created inside the main account.

They let you structure, separate, and organize financial flows according to the reality of your business.

Subaccounts are **shareable** with your teams, unlike the main account.

They constitute the space where managers, accountants, leasing agents, and other members collaborate on a daily basis.

Common examples:

- one subaccount per **company**

**Or**

- one subaccount per **property**

Each subaccount is associated with **a specific bank account**, which is essential in order to:

- deposit the rents in the right place
- associate expenses correctly
- generate separate financial reports
- make accounting easier by entity

That is why it is essential to clearly know your structure before the setup.

Subaccounts determine:

- where the **rents are deposited**
- how the **expenses are associated**
- how the **financial reports** are grouped

⚙️ **Important:** Properties must always be attached to the right subaccount, because it is this link that determines their financial wallet.

> “Subaccounts are shareable wallets that separate your finances by company, owner, or property thanks to their own bank account.”

![Subaccounts in Plexflow](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_164eknj.png)

### How to recognize a subaccount?

In Plexflow, it is very simple to distinguish the **main account** from the **subaccounts**:

- The **main account** always displays an **asterisk (*)** in front of its name.
- The **subaccounts**, for their part, **do not have an asterisk** and simply appear as entity names (e.g. *Clé Urbaine Investissement*, *Québec Cité Horizon*).

Visually, this lets you quickly identify which environment is administrative (main account) and which environments are intended for team work and daily management (subaccounts).

![Main account distinguished by an asterisk](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/compte-principal-2_nnz6lg.png)

![Organizational structure with subaccounts](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/structure-2_18nt1td.png)

## 1.3 Properties

**Properties** represent the physical addresses administered in Plexflow.

Each property belongs to a subaccount and automatically inherits its settings.

This determines:

- the **bank account used**
- the **consolidation of income and expenses**
- the **financial reports** generated

A property that is incorrectly associated can cause errors in the allocation of funds and in the accounting.

## 1.4 Units

**Units** are the dwellings or commercial premises located in a property.

Each unit automatically inherits:

- the **right property**
- the **right subaccount**
- and the **right bank account**

This automatic link guarantees the consistency of payments and income reports.

## 1.5 Periods (leases)

A **period** corresponds to a lease period. (**Active**, **Completed**, or scheduled)

Each lease is created in a unit and inherits the entire hierarchy:

- unit → property → subaccount → main account

Thanks to this logic, Plexflow can:

- automatically generate the **Upcoming Invoices**
- track **payments received or missing**
- create the **schedules**
- attribute the **income to the right entity**

![Hierarchy from the unit to the main account](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/structure-3_1icnish.png)

### 2. Understanding the organizational structure

Plexflow is designed to reflect the reality of real estate businesses, whether it is an **individual owner** or a **management company** with several legal entities.

**The four key concepts:**

1. **Management company** – the entity that administers the properties on behalf of the owners and collects the rents.
2. **Company** – represents the main legal entity (e.g. incorporated business).
3. **Owner** – a natural or legal person who holds the properties; can be different from the management company.
4. **Bank account** – associated with the company, the owner, or the property; used to receive payments and make deposits.

These elements interact in Plexflow to link the financial flows, the reports, and the leases to the right entity.

### 🔑 The four key concepts to understand

In Plexflow, the basis of any setup rests on **the relationship between the company, the owner, the management company, and the bank accounts**. Clearly understanding these notions lets you ensure consistent management of rents, reports, and financial flows.

## 2.1 Management company

The **management company** is the entity that administers the properties on behalf of the owners.

It can manage one or more bank accounts, collect the rents, and then pay the funds out to the owners according to the agreed arrangements.

Plexflow lets you reflect this relationship by linking:

- The properties to the owners
- The financial flows to the management company
- The reports and follow-ups to the main company

## 2.2 Company

The **company** represents the main legal entity.

It is the one that holds the Plexflow account, the subscription plan, and the administrative rights.

After the bank accounts, the company is the starting point of your structure. It is the one that controls the properties, the users, and sometimes the financial flows if the bank accounts belong to it directly.

## 2.3 Owner

The **owner** is the natural or legal person who holds the properties.

In some cases, it is the same entity as the company.

In others, the management company administers the properties for different owners.

👉 Example:

- *Gestion ABC inc.* administers for *Ms. Tremblay* (owner of a triplex) and *Immeubles Québec inc.* (another owner).

This distinction is important, because it influences the financial reports and the payment flows.

## 2.4 Bank account

**The bank account is at the heart of Plexflow’s structure model.**

It determines **where the money is deposited** and **which entity it is associated with**.

This is where several scenarios are possible:

| Type of association | Description | Impact in Plexflow |
| --- | --- | --- |
| **By company** | All income goes through the main account. | Centralizes the funds. Ideal for companies with several properties. |
| **By property** | Each property has its own account (often in co-ownership). | Requires a precise setup; useful for distinguishing the flows by address. |

💡 **Tip:** before creating your properties in Plexflow, determine **which entity receives the rents and pays the expenses**. This will avoid having to restructure your organization afterwards.