ROVERPASS

The modern stack for a self-managed RV park portfolio

A working framework — five modules broken down to the sub-feature level, each tagged with where it actually stands. Click any module to drill in. Written to be picked apart.

Prepared for Brent Smith / MHS Parks · From Ravi Parikh · July 2026 · Draft v2, for discussion — nothing here is a contract or a committed date

Where this starts

The stack you described on our call

Nine properties running on: two reservation systems, Rent Manager as the system of record and GL, IMS for the investor side, AvidPay for AP, Asset Tiger for physical assets, an offshore team journaling every night — including a nightly CSV export from Campspot into Rent Manager because the reservation system has no real accounting. Call it $50–100K a year in software, before the labor of keeping it stitched together.

And the stitching is the real cost: your financial system can't tell you that you lost monthlies but made it up on transients. Your reservation engine has no budget. Your CRM doesn't exist — one contact per site, no way to reach the other two people in the rig, no way to market to your winter Texans in July.

"Capital wants transparency… you can't give them this spaghetti bowl of crap."— you, about 40 minutes in

That's the actual thesis. This isn't about saving software spend (though it should). If operating data, accounting, and investor reporting live in one system, the RV park asset class becomes legible to institutional capital — and everyone running the old stack is suddenly at a disadvantage.

The shape of it

One data layer, five modules, real APIs

The closest analog is what Yardi and MRI did for multifamily — accounting, tenant management, and payments in one source of truth — except multifamily software was never a hospitality business. The RV park version has to be both, and nobody has built both.

Modules over a shared core. One contact record, one ledger, one inventory model underneath. Modules talk over APIs — adoptable one at a time, not a forklift.
Your data is yours, over a real API. Not a $10K/year cron job dropping a static file in a bucket. Full export, always.
One write, everywhere. A charge, a payment, a meter read posts once and every module sees it. The nightly CSV ritual is the thing this platform exists to kill.
Reports are questions, not a library. No 900-report catalog, no VLOOKUP homework, no analytics upsell license.

The modules

Drill in — every sub-feature, honestly tagged

Live Phase 1–3 · sequenced build Scoping · needs your input Direction · not designed

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1 · Reservations

Live today6 areas Replaces: Campspot, CampLife

The existing RoverPass core, in production across our park base. Listed for completeness — this is the foundation the new modules attach to, and the one part you don't have to take on faith.

›In production6

Booking engineOnline reservations on your own site, transient through monthly stays, real-time availability.Live

Rate managementSeasonal rates, rules, fees, deposits by site type.Live

Front deskGrid/rack view, check-in/out, walk-ins, moves, holds.Live

PaymentsCard + ACH processing, refunds, folio charges.Live

Marketplace demandRoverPass marketplace listings feeding bookings into the same inventory.Live

Unified inventoryTransient and long-term stays on one inventory model — a site can convert between uses. This is the hybrid-park piece neither of your systems does.Live

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2 · CRM & guest communications

Spec now · build starts this quarter5 areas · 32 features Replaces: the gap — nothing you run today does this. Reviewable build ~30 days after we start; we're dogfooding it as RoverPass's own CRM.

›Contacts & profiles7

Unified contact recordOne record per human across your whole portfolio — auto-created and linked from every reservation, inquiry, call, and lease.Phase 1

Multiple contacts per rigHusband, wife, kids — N contacts per reservation/tenancy with roles. Checkout still asks for one email (conversion matters); the rest collected post-arrival.Phase 1

Dedup & mergeMatch on email/phone at create; manual merge with full audit and undo. Historical backfill on launch.Phase 1

TimelineEvery stay, payment, message, call, note, and lead in one scrolling history.Phase 1

FlagsVIP, do-not-rent (with reason, shown loudly at booking time), payment risk — plus your own tags.Phase 1

Guest detailsRig type/length/amps, pets, household members, site preferences.Phase 1

Computed fieldsLifetime nights, lifetime spend, last stay, open balance (pulls from the tenancy ledger when the contact is also a resident).Phase 1

›Leads & pipeline8

Lead types & stagesTransient, seasonal/monthly, long-term application, group/event — each with editable stages (inquiry → contacted → waitlisted → offered → won/lost).Phase 2

Seasonal waitlistRanked per site type; spot opens → notify next in line in one click. Replaces the legal pad.Phase 2

Phone intakeAI front desk auto-creates leads from answered calls; staff get a 10-second capture form; missed calls become transcribed-voicemail leads instead of evaporating.Phase 2

Email intakeAuto-forward your existing park inbox to a per-park intake address; AI parses the inquiry into a contact + lead with the original email attached, and drafts the reply. Nothing dies in the inbox.Phase 2

Web & walk-in intakeWebsite form embeds and booking-widget inquiries post straight in; walk-ins entered in seconds.Phase 2

Triage queueAnything that can't fully auto-parse (voicemail, messy email) lands in one queue, cleared daily, one-click lead creation — the guarantee that no lead gets dropped.Phase 2

Lead → lease conversionWon seasonal/monthly lead becomes a reservation or tenancy application without re-entering data.Phase 2

Tasks & today-list"Call back Tuesday" on any lead or contact; a daily worklist for the front desk.Phase 2

›Communications6

Email + SMS composerSend as the park from inside the platform, threaded on the contact — any staff member on any shift sees the whole conversation.Phase 1

Broadcast announcementsMessage everyone currently on-park, or filtered: laundry closed, water shutoff, pool maintenance. Distinct from marketing — transactional and immediate.Phase 2

Shared inboxReplies route back per park (email + provisioned SMS number), one conversation regardless of who answered.Phase 2

Templates & merge fieldsName, dates, site, balance, payment link.Phase 1

Deliverability infrastructureSending domains, authentication, reputation, opt-in/opt-out compliance — the plumbing you explicitly don't want to build, handled by us.Phase 1

AI front desk loggingCall summaries land on the contact timeline automatically; calls can create leads.Phase 2

›Automations (toggles, not a builder)7

Pre-arrival messageN days before check-in.Phase 2

Post-stay review askThank-you + review request after checkout.Phase 2

Win-back"You stayed last summer — dates are open."Phase 2

Renewal reminderSeasonal/monthly agreement expiring in N days.Phase 2

Waitlist notificationSpot opened, next in line notified.Phase 2

Stale-lead nudgeAlerts your staff when a lead sits untouched N days.Phase 2

Contact-completion nudgeRig has occupants without contact info → automated follow-up until you have everyone. Your idea, verbatim in the spec.Phase 2

›Segments & campaigns4

Segment builderFilter on behavior — stays, nights, spend, last-stay date, tags, lead status, site type. Saved segments auto-update. Winter Texans in July: a saved segment.Phase 3

One-off campaignsTemplated email to a segment with send/open metrics. Email-only for marketing; opt-outs honored globally.Phase 3

CSV exportAny segment, out, any time.Phase 3

Managed marketing optionOur team can run segments/campaigns for you if you'd rather not staff it.Phase 3

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3 · Long-term tenancy & accounting

Ops layer specced · accounting model in scoping10 areas · 35 features Replaces: Rent Manager — the operational layer is fully drafted; the GL question is the one I want your time on.

›Lots & leases6

Lot inventoryMH lots, long-term RV, park-owned homes, storage — alongside transient sites, convertible between uses.Phase 1

Lease recordsTenant(s) ↔ lot, month-to-month or fixed term, rent amount, deposit, move-in date, status lifecycle.Phase 1

E-sign documentsLeases and renewals signed online (via an established e-sign provider — not homegrown crypto).Phase 1

Programmed renewalsRenewal dates tracked, renewal docs generated and sent on schedule.Phase 2

Scheduled rent increasesFuture increases with state notice-period presets and tenant notice generation.Phase 1

Move-in / move-out flowsProrated first charge, deposit charge, recurring schedule created; final proration and deposit disposition at exit.Phase 1

›Resident ledger4

Append-only ledgerCharges, payments, credits, refunds, write-offs per tenancy. Corrections post as reversals, never edits — history stands up in disputes and audits.Phase 1

Charge codesEvery entry categorized (rent, water, electric, late fee, deposit, pet…) — the unit of all accounting mapping downstream.Phase 1

StatementsPer-period PDF statements on demand; full history view.Phase 1

Payment application orderConfigurable (utilities → fees → rent, or your rule) — because it matters legally in some states.Phase 1

›Recurring billing3

Auto-posted chargesLot rent, pet, storage, and other recurring charges post on schedule — nobody types.Phase 1

Proration rulesActual-days or 30-day month, your choice, for move-in/out and mid-month changes.Phase 1

One-off chargesDamage, NSF, anything — posted to the ledger anytime.Phase 1

›Metered utilities6

Meter registryPer lot, per service (water/electric/gas/sewer), serial numbers, swap history that doesn't corrupt consumption records.Phase 2

Mobile read entryBulk entry in walk order on a phone, photo attached per read; CSV import for smart meters or reading services.Phase 2

Rate tablesPer-unit rates, base fees, tiers — effective-dated so a rate change never rewrites history.Phase 2

Pass-through-at-costEnter your utility bill total, system allocates by consumption, fully auditable — required in several states.Phase 2

Exception queueNegative reads, abnormal spikes, missing reads held for review — nothing bills silently wrong.Phase 2

Utility recovery reportWhat you paid the utility vs. what you rebilled, per park.Phase 2

›Delinquency & enforcement5

Late fee rulesGrace period, flat/%/daily accrual, caps — auto-applied, every fee visible and reversible.Phase 1

Aging dashboard0–30/31–60/61–90/90+ per park and portfolio-wide.Phase 1

Notice generationLate, demand, non-renewal — merge-filled from ledger data, printed or emailed, logged to the file.Phase 2

Eviction-path controlsFlag a tenancy and partial payments block automatically — accepting partial rent can reset an eviction in many states.Phase 2

NSF handlingPayment reversal + your NSF fee, automatic.Phase 1

›Security deposits3

Liability trackingHeld and reported as liabilities per resident — never income.Phase 1

Move-out dispositionItemized deductions → refund → disposition statement PDF (state deadlines are real).Phase 2

Deposit liability reportTotal held per park — always reconciles to the accounting layer.Phase 2

›Payments4

AutopayFixed day, full balance or fixed amount, card or ACH.Phase 1

Cash at retailBarcode → pay cash at national retail counters → posts to the ledger automatically. For unbanked residents; a real fraction of the MH world.Phase 2

Office paymentsCheck, money order, cash — recorded in deposit batches so bank deposits reconcile.Phase 1

Resident portalMobile-first: balance, ledger history, pay now, autopay, statements, lease docs, cash barcode.Phase 2

›Accounting — small-operator path3

Native P&LGenerated from charge codes + categorized expenses — the "P&L for the tax accountant" that's all many operators actually need. No GL required.Scoping

QuickBooks Online syncNightly summarized journals mapped to their chart of accounts, per park → per QBO file/class.Scoping

Drift reportDaily comparison of our ledger totals vs. QBO balances — a mismatch is flagged the next morning, not at year end.Scoping

›Accounting — enterprise path (your profile)5

Per-entity general ledgerReal double-entry books per SPE — chart of accounts, journals beyond tenant activity, property-level P&L and balance sheet.Scoping

Ownership stackSub-entities and partner equity accounts on each SPE's balance sheet; distributions tracked. What Rent Manager gives you today that nobody else in this space even attempts.Scoping

Vendor managementVendor records with COIs, W-9s, 1099 generation.Scoping

AP workflowInvoice intake → coding → review/approve → hand off to AvidPay-class fulfillment. Not printing checks for 15 entities.Scoping

Consolidated reportingRoll-ups across entities without a spreadsheet translation layer.Scoping

Why "scoping" is honest, not evasive: the tenant ledger is already journal-shaped (append-only, charge-coded, reversal-based), so the full GL is an addition on top — not a rebuild. I want one working session on your entity structure and close process before committing the design. Your books are the reference case.

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4 · Investor & fund reporting

Direction only · furthest out6 features Replaces: IMS — eventually. Keep IMS until this earns it.

I won't pretend this is designed — it's the module I hadn't fully thought about until our call. But it has the most unfair advantage: when the platform already holds the operating ledger, investor reporting stops being a re-keying exercise and becomes a view. Sequenced last, deliberately, after the ledger is proven in production.

›Direction6

Deal/entity registryOne syndication per property — deals, SPEs, and their relationships.Direction

LP positionsWho's in which deals, at what basis — "here are my six deals and their metrics."Direction

Waterfall mathPref + splits (your 8-over-65/35 shape), capital-event vs. operating-cash-flow treatment.Direction

DistributionsCalculated from the same ledger that ran the properties — no re-keying.Direction

K-1 supportClean per-entity, per-partner data out to your tax preparer.Direction

Investor portalLPs see positions, distributions, and property performance — the transparency capital is asking for.Direction

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5 · Intelligence & reporting

Cross-cutting · ships with each module6 features Replaces: the analytics upsells, the 900-report library, the Excel glue

›The reporting layer6

Chat report builder"Build me a report with these six columns, July vs last July, same-store." Describe it, get it, save it.Phased

Budget vs. actualBudgets attached to the reservation engine and the ledger — forward bookings against plan, not just history.Phased

Mix analysisLost monthlies but better on transients? The system can finally answer, because both sides are in it.Phased

Same-store compsThis July vs. last July on identical inventory, across the portfolio.Phased

Scheduled reportsAny saved report, emailed on your cadence.Phased

Full data export / APIEverything, always, no ransom, no Explorer license.Phased

Parked, on purpose: asset/tool tracking with geo-trackers, laundry-machine sensors on LoRa with guest notifications, your propane-compliance pattern with charges feeding the monthly invoice, project management. All real, all cheaper to build on this data layer than standalone, none of it before the core modules earn their keep.

Sequencing

Order of operations

When	What	You'd see
Now	CRM spec + tenancy spec (drafted), accounting-model scoping	This doc; a working session on your entity/GL structure if you're game
This quarter	CRM build starts; RoverPass dogfoods it internally	A reviewable build ~30 days after we start
Next	Tenancy billing core: ledgers, recurring billing, payments	Design-partner parks running lot rent end-to-end
Then	Metered utilities + the accounting layer (shaped by the scoping above)	The Rent Manager conversation gets real
Later	Investor reporting module	Scoped only after the ledger is proven in production

Full stack, thoroughly QA'd, is a six-to-twelve-month arc, not a demo-in-six-weeks story. Individual modules land along the way and are useful standalone — that's the point of the module architecture.

Economics

The number to beat is your aggregate

Target: the whole platform costs less than the sum of what you pay today, for a system where the pieces actually talk. Pricing will be per-lot/per-site, not per-seat — your whole team logs in, no $150 chairs. Data export is free forever. I'll put a concrete number against your portfolio once the module set you'd actually adopt is clear; making one up now would be theater.

The ask

What I want from you (and what I don't)

Pick this apart — especially the sub-feature lists above. What's missing, what's mislabeled, what's in the wrong phase.
One working session on the accounting model. Your entity structure, your close process, what Rent Manager's GL does that we must not get wrong. It's the biggest open decision in the plan.
Look at the CRM build at the 30-day mark and tell me where it's wrong.

Said plainly

No contract, no commitment, no pressure to switch anything — you keep running your current stack while this gets built. I want your brain on the design, and in exchange you get a platform shaped around how you actually operate, at founding terms if it earns your business. If some piece of this framework is wrong, I'd rather hear it this month than after we've built it.