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PROPERTY MANAGEMENT

Maintenance, leasing and owner updates that run themselves.

We connect your property management software, phones and inbox so requests reach the right vendor, applicants hear back, and owners get updates without anyone compiling them by hand.

Book a free workflow reviewSee how it works
Maintenance intake workflow: tenant submits a request, then Request categorised, then Urgent issues escalated, then Work order approved by staff, then Tenant and owner updated.
INTEGRATIONS

Works with your property management stack

Where work starts

Property management software

  • AppFolio
  • Buildium
  • Yardi Breeze
  • Rent Manager

Where it lands

Communication

  • Twilio

Data & reporting

  • Google Sheets

Using something else? If it has an API or webhooks, we can usually connect it.

THE PROBLEM

Where the time goes

  • Requests arrive everywhere

    Portal, phone, text and email, with no single queue.

  • Vendor dispatch means phone tag

    Assigning a job takes calls and follow-ups.

  • Applicants and prospects wait

    Leasing enquiries cool off before anyone replies.

  • Owners ask for status

    Monthly updates get assembled by hand.

BEFORE AND AFTER

The same request, with and without automation

  1. Before: A request arrives by phone, text or email
    After: Tenant submits a request
  2. Before: Someone sorts it when they get to itStalled
    After: Request categorised
  3. Before: Urgency depends on who reads it
    After: Urgent issues escalated
  4. Before: Approval happens over calls and follow-ups
    After: Work order approved by staff
  5. Before: Tenant and owner ask for an update
    After: Tenant and owner updated
WORKFLOWS

Workflows we build for property managers

Each one starts from a clear trigger and ends in a visible outcome, on the tools you already use.

  1. How it runs

    1. A tenant submits a maintenance request.
    2. It is categorised and urgent issues are escalated.
    3. A vendor work order is prepared for staff to approve.
    Trigger
    A tenant submits a request
    Outcome
    It is categorised, urgent issues are escalated, and a vendor work order is prepared for approval

    Where you stay in controlStaff approve each work order before a vendor is dispatched.

    • AppFolio/Buildium/Yardi Breeze/Rent Manager
    • Twilio

  2. How it runs

    1. An application is started or submitted.
    2. Incomplete applications get a nudge.
    3. Complete applications are routed for review.
    Trigger
    An application is started or submitted
    Outcome
    Incomplete applications get a nudge; complete ones are routed for review

    Where you stay in controlComplete applications go to your team for review.

    • PM software
    • Email

  3. How it runs

    1. The rent due date approaches or passes.
    2. Reminders go out on your schedule.
    3. They stop when the payment posts.
    Trigger
    The due date approaches or passes
    Outcome
    Reminders go out on your schedule and stop when payment posts
    • PM software
    • Twilio

  4. How it runs

    1. A lease end date is 90, 60 or 30 days out.
    2. A renewal sequence is sent to the tenant.
    3. The manager is alerted to replies.
    Trigger
    A lease end date is 90/60/30 days out
    Outcome
    A renewal sequence is sent and the manager is alerted to replies
    • PM software
    • Email

  5. How it runs

    1. A prospect asks about a listing.
    2. They pick an available showing time.
    3. The agent’s calendar is updated.
    Trigger
    A prospect asks about a listing
    Outcome
    They pick an available showing time, and the agent’s calendar is updated
    • Google Calendar
    • Twilio

  6. How it runs

    1. It is month-end, or a work order is completed.
    2. An owner summary is compiled from your system.
    3. It is sent for review before going to the owner.
    Trigger
    Month-end, or a work order is completed
    Outcome
    An owner summary is compiled from your system and sent for review

    Where you stay in controlEach owner summary is reviewed before it is sent.

    • PM software
    • Google Sheets
HOW WE WORK

Audit. Build. Run.

One workflow at a time, with a fixed quote before any work starts.

  1. 01

    Audit

    A free 30-minute workflow review. We map one handoff, find where it stalls, and send a written plan with a fixed quote within 48 hours.

  2. 02

    Build

    We build one production workflow on your existing tools, test it against real edge cases, and document how it works.

  3. 03

    Run

    We monitor it, fix what breaks, and make small improvements as your process changes.

  • Your tools stay

    No platform migration; we connect what you already use.

  • You own everything

    Accounts, workflows and documentation stay in your name.

  • Humans make the decisions

    Candidate and client decisions stay with your team.

  • Failure alerts

    If a step fails, the right person hears about it.

COMMON QUESTIONS

Questions about automation for property management

No. We work around your existing platform.

Yes. Urgent categories can alert your on-call contact under rules you set.

Messages are clear about what’s automated, and tenants can always reach a person.

It varies by platform and plan. Some offer full APIs; others need email- or report-based steps. We confirm what’s possible before quoting.

RELATED INDUSTRIES

See what you could automate first.

Answer a few questions about your tools and workload. The Automation Auditor suggests where to start and estimates the time involved, based only on your answers. Results stay on your screen.

Book a free 30-minute callTry the Automation Auditor