Subsidiaries and segments
Properties map to your existing subsidiaries, and to locations, departments or classes for property-level reporting. Example: each community becomes a location under the right subsidiary.
Netsuite · For Netsuite Teams
Add property management to the NetSuite account you already run
If your company already runs NetSuite, RIOO adds property management inside that same account. Leases, units, rent schedules, receipts and work orders use your existing subsidiaries, chart of accounts, segments, roles and approvals, so property operations join the ledger you already close every month.
Your NetSuite accountRIOO added
- SuSubsidiariesExisting · 6Connected
- ChChart of accountsExistingConnected
- RoRoles & approvalsExistingConnected
- RIRIOO leases & unitsNew recordsInstalling
What changes when you add RIOO to an existing NetSuite account?
What changes is that property work stops happening outside NetSuite. Today a typical NetSuite customer with real estate runs leases in spreadsheets or a standalone PMS, posts monthly journals, and reconciles. After RIOO, the property hierarchy, leases and tenant ledgers are records in the account, alongside your customers, vendors and items.
What does not change matters just as much. Your chart of accounts, subsidiaries, departments, classes and locations stay as they are. Your NetSuite roles and approval workflows extend to property records. Your auditors see the same system notes. Your administrators keep using SuiteAnalytics, SuiteFlow and the tools they know.
How it works
How does a rollout work for existing customers?
A rollout for existing NetSuite customers runs in six steps: discovery on your account, designing the mapping of charges, segments and roles, installing and configuring in sandbox, migrating property data with control totals, testing a full month, and going live once the first close balances.
- 01
Discovery on your account
We review your subsidiaries, segments, accounts, roles and customisations, and agree the property hierarchy.
- 02
Design the mapping
Charge codes to items and accounts, properties to segments, people to roles, and which existing scripts or workflows touch customers and invoices.
- 03
Install and configure in a sandbox
RIOO is installed in a sandbox account first, configured with your structure and tested with real leases. Confirmsandbox requirement
- 04
Migrate property data
Units, leases, tenants, deposits and open balances load, with control totals agreed with finance.
- 05
Test the month
Run a full billing, collection, maintenance and close cycle in the sandbox and compare totals.
- 06
Go live and retire the old path
Turn off the old journal import or connector once the first live close balances.
Explore by topic
How do existing customers usually phase the rollout?
Existing customers usually phase the rollout in three stages: one portfolio first with a parallel month, then the remaining portfolios using the same templates and market-specific rules, then optimisation of reports, approvals and portals once all properties are live and closing on RIOO.
Phase 1: one portfolio
Configure segments, charge codes and roles, migrate one portfolio's leases and balances, and run a parallel month.
Phase 2: remaining portfolios
Load the rest of the properties using the same templates, adding market-specific rules such as deposits or tax codes.
Phase 3: optimise
Switch on portals, autopay, maintenance mobile workflows and reporting dashboards once the ledger is stable.
In detail
What do you reuse, and what do you add?
RIOO reuses your subsidiaries and segments, chart of accounts, customers and vendors, roles and approvals, and bank accounts and payments. It adds property-specific records such as the property hierarchy, units, leases, rent schedules, service requests and work orders, plus tenant and community manager portals.
Chart of accounts
Rent, fees, deposits and recoveries map to your accounts through items, so the property P&L uses your structure.
Customers and vendors
Tenants are customer records and maintenance contractors are vendors, so existing vendors serve properties without duplication.
Roles and approvals
Leasing, property manager and maintenance roles are NetSuite roles; approval chains reuse SuiteFlow patterns.
Banking and payments
Receipts land in the bank accounts you already reconcile; gateways such as Cardknox, AsiaPay and Cybersource are available as integrations.
New records RIOO adds
Property hierarchy, units, rooms, amenities, leases, rent schedules, service requests and work orders, plus the tenant and community manager portals. Confirmcustom record list for admin documentation
Which conflicts should a NetSuite admin check?
A NetSuite admin should check custom scripts on customer and invoice records that could fire on tenant invoices, existing recurring billing tools that overlap with rent schedules, custom fields and forms, numbering sequences, segment usage and role design, then test all of them together in sandbox before go-live.
Existing NetSuite accounts have history, so plan for it. Check custom scripts on customer and invoice records that could fire on tenant invoices; existing recurring billing tools that overlap with rent schedules; customer numbering and duplicate detection rules; and saved searches or reports that assume every customer is a trade customer. Decide whether tenants need their own customer category or subsidiary-level restrictions. None of these blocks a rollout; they simply need decisions early.
Why existing NetSuite customers get value fastest
You already paid for the hard part: a clean chart of accounts, a subsidiary structure, banking and controls. RIOO uses those directly, so the project focuses on property data and processes rather than rebuilding finance. RIOO reports 30+ integrations and $15M+ in annual recurring charges run by fully automated accounting on riooapp.com.
Further reading: Add property management to NetSuite, Can NetSuite handle property management? and Automate property management in NetSuite.
By the numbers
How long does it take to add RIOO to an existing NetSuite account?
If your NetSuite account already holds the subsidiaries, chart of accounts and bank accounts your properties use, adding RIOO is mainly about property data and workflows, not ERP setup. Timelines depend on portfolio size, data quality and how many entities go live together, so most teams phase the rollout by portfolio.
The figure for integrations is as published on riooapp.com.
0new ERPs to implement
1general ledger for property and corporate
30+integrations available
Use cases
Which NetSuite features does RIOO rely on?
RIOO relies on standard NetSuite features wherever they exist: subsidiaries and OneWorld for entities, customers and invoices for tenants and rent, vendors and vendor bills for maintenance costs, classes, departments and locations for property reporting, and roles and permissions for access control.
Subsidiaries and OneWorld
Each owning entity or fund maps to a subsidiary, so consolidation and intercompany work as they do today.
Customers and invoices
Tenants are NetSuite customers and rent is invoiced as standard transactions.
Vendors and vendor bills
Maintenance and service costs post as vendor bills against the property.
Classes, departments and locations
Properties, buildings or regions can map to the segments you already report on.
Roles and permissions
Property users get NetSuite roles, so access control stays in one place.
Saved searches and SuiteAnalytics
Property data is reportable with the tools your finance team already uses.
Checklist
What should a NetSuite administrator review before go-live?
Before go-live, a NetSuite administrator should review custom fields and scripts on customer, invoice and vendor bill records, approval workflows property teams will trigger, invoice and customer numbering, which segment represents property, role design for property staff, and sandbox availability for testing.
- Custom fields and scripts on customer, invoice and vendor bill records that could conflict with property workflows.
- Approval workflows on vendor bills and journals that property teams will now trigger.
- Numbering sequences for invoices and customers.
- Segment usage: which of class, department and location will represent property.
- Role design for property managers, leasing agents and maintenance staff.
- Sandbox availability for testing before production.
Mapped to NetSuite
What does the before and after look like?
Before RIOO, leases and tenant ledgers sit in spreadsheets or a standalone PMS, a monthly journal is imported and work-order costs are re-keyed. After RIOO, leases, tenant transactions and work-order costs are NetSuite records posting directly to property GL lines, with no import for core records.
- AreaLeases and rent schedulesNetSuite + spreadsheets or standalone PMSSpreadsheet or PMSNetSuite records
- AreaTenant ledgerNetSuite + spreadsheets or standalone PMSOutside NetSuiteNetSuite customer and transactions
- AreaMonthly property journalNetSuite + spreadsheets or standalone PMSImportedNot needed for core records
- AreaWork-order costsNetSuite + spreadsheets or standalone PMSRe-keyed or summarisedPost to property GL lines
- AreaRoles and auditNetSuite + spreadsheets or standalone PMSSplitNetSuite only
- AreaCloseNetSuite + spreadsheets or standalone PMSStarts with reconciliationStarts with review
Who is this approach NOT for?
Adding RIOO to NetSuite suits organisations that want property operations and accounting in one ledger. It is not the best fit if NetSuite is being retired, if property accounting must stay in a separate owner's books outside your account, or if you only need a simple listing and rent collection tool for a handful of units.
A scenario: the controller who inherited the leases
A controller at a company that owns its offices, warehouses and a residential portfolio runs NetSuite OneWorld for six subsidiaries. Leases sit in spreadsheets maintained by an operations manager, who emails a monthly rent schedule to finance for invoicing. With RIOO, each property becomes a location under its subsidiary, leases become records with rent schedules and escalations, and invoices generate on schedule. The operations manager updates the lease; the controller sees the receivable. Escalations no longer depend on someone remembering the anniversary date.
Talk to a specialist
See already on NetSuite? on your own portfolio.
Leases, units, rent schedules, receipts and work orders use your existing subsidiaries, chart of accounts, segments, roles and approvals, so property operations join the ledger you already close every month.
Can RIOO be added to an existing NetSuite account?
Yes. RIOO installs into your existing NetSuite account and uses your current subsidiaries, accounts, segments, customers, vendors and roles. Property records such as the property hierarchy, units, leases and work orders are added alongside them, so finance keeps its structure while operations gain property workflows. Confirminstallation method
Will RIOO change our chart of accounts?
No. RIOO maps rent, fees, deposits and recoveries to your existing general ledger accounts through NetSuite items, so the property P&L uses your current structure. You may choose to add accounts, for example for tenant deposits held or new fee types, but that remains a finance decision made during design.
Do our existing customisations still work?
Usually, yes. During discovery we review custom scripts, workflows and fields that act on customer, invoice and vendor bill records, because tenant invoices now use them too. Any that should not run on property transactions are adjusted or scoped before go-live, and everything is tested together in sandbox.
Do we need a NetSuite sandbox?
A sandbox is strongly recommended so configuration, data loads and existing customisations can be tested with realistic leases without touching production. It also supports parallel month testing before go-live. If you do not have one, discuss the options and risks with your NetSuite account team early. Confirmwhether RIOO requires one
Who supports the account after go-live, RIOO or our NetSuite partner?
RIOO supports the property application, including leasing, billing, maintenance and portal configuration, while your NetSuite partner or internal team continues to support the rest of the account, such as core finance and other SuiteApps. Clear ownership for each area is agreed during implementation. Confirmsupport model
Can we start with one subsidiary or property type?
Yes. Many teams start with one subsidiary, region or asset class, run a full billing and close cycle, and prove the numbers before adding the rest of the portfolio in waves. Later waves reuse the same templates for charge codes, roles and data loads, so each one moves faster.
Will RIOO change my existing NetSuite configuration?
RIOO adds its own custom records and fields for properties, units, leases and work orders, and uses standard NetSuite records such as customers, invoices and vendor bills. It does not replace your existing configuration, but your administrator should review customisations on shared records during planning.
Can we keep our current NetSuite partner?
Yes. RIOO works alongside your existing NetSuite partner, who can continue to own the ERP side, such as financial configuration, reporting and other SuiteApps, while RIOO covers property configuration and workflows. Roles for testing, data migration and change requests are agreed at the start of the project.
Do residents and owners need NetSuite access?
No. Residents, tenants and owners use the RIOO portals and mobile apps, which read and write the same NetSuite records without giving them access to NetSuite itself. Only your staff who work on property records sign in to NetSuite, using roles that limit them to the properties and actions their jobs require.
Related
Related reading
