Use case · Real Estate & Property Management
Automation for property managers and brokerages.
Real estate operations live across a half-dozen systems and a dozen paper forms. We build the orchestration that connects your property management software, your accounting system, your maintenance vendors, and your tenants — so growth doesn't mean hiring another coordinator for every 100 doors.
Tell-tale signs
If you're managing more than 100 units, you've felt these.
These show up across single-family rental, multifamily, and commercial property management:
Maintenance tickets ping-pong between systems
Tenant submits via portal → property manager re-keys into vendor portal → vendor calls back to the tenant directly → no one updates the work order → owner asks for status → silence.
Lease renewals are a fire drill every spring
60 leases renewing in March. Each one is a calendar reminder, a renewal letter, a rent increase calculation, an owner approval, and a re-signature. Done by hand.
Owner reporting is monthly torture
Owners want statements by the 5th. Your team reconciles AppFolio/Buildium with QuickBooks, exports to PDF, attaches, and emails — for 200 owners — in 4 days.
Vendor coordination is text-message-based
Plumber gets the address via SMS. Electrician schedules via phone. Cleaning company emails. No structured record of what got done, when, or for how much.
Highest-ROI automations
What we ship most often for real estate ops teams.
These automations integrate with your PMS (AppFolio, Buildium, Yardi, RealPage) and extend it with workflows the PMS doesn't natively run.
Maintenance ticket orchestration
Tenant request → automated triage (priority, category) → vendor assignment with SLA → work order tracking → tenant updates → owner notification → vendor invoice reconciliation. Closes the loop your PMS leaves open.
See related automationsLease lifecycle automation
60-day-out renewal trigger → rent comp pull → renewal letter + rate generation → owner approval routing → tenant DocuSign → PMS update. Eliminates the renewal fire drill.
See related automationsOwner statement automation
Monthly statements pulled from PMS + QuickBooks, formatted to your brand template, signed by the property manager, distributed via owner portal or email. 4 days of work → 4 hours.
See related automationsVendor management workflows
Vendor onboarding (W-9, insurance, license verification), work assignment, payment processing, performance tracking. Replaces the spreadsheet + Slack channel with a real system.
See related automationsTenant communication sequences
Move-in checklists, mid-lease check-ins, rent-due reminders, end-of-lease procedures — all templated, scheduled, and tracked. Reduces inbound calls dramatically.
See related automationsApplication + screening pipeline
Online application → credit + background check (TransUnion, Experian) → eviction history → income verification → automated risk score → property manager approval. From 5 days to same-day decisions.
See related automationsTypical stack
The tools we usually see in this industry.
We integrate around what you run today — no platform swaps required. Don't see your tool? Ask.
- AppFolio
- Buildium
- Yardi
- RealPage
- Rentec Direct
- QuickBooks
- Stripe
- DocuSign
- TransUnion SmartMove
- Experian RentBureau
- Property Meld
- Latchel
- Slack
- Microsoft Teams
- Google Workspace
- Mailchimp
- RingCentral
Composite example
Property management firm with 480 doors — maintenance ticket cycle time cut 71%.
The setup
Multi-state PM firm. 480 doors across single-family + small multifamily. AppFolio for PMS, QuickBooks for accounting, 38 active vendor relationships. Maintenance ticket lifecycle averaged 9.2 days from submission to close. Owner statement prep took 4 days every month.
What we did
- 1Mapped maintenance ticket flow including triage, vendor dispatch, and tenant comms
- 2Built workflow connecting AppFolio → vendor portal/SMS → tenant SMS/email → invoice intake
- 3Added automated owner statement generation pulling from AppFolio + QuickBooks
- 4Built vendor onboarding + W-9/insurance tracking into structured records
- 5Layered owner portal + tenant comms with templated sequences
Composite of patterns we've seen in property management engagements; not a single named client.
Outcome
- Maintenance cycle time
- 9.2 → 2.7 days
- Owner statement prep
- 4 days → 4 hrs
- Tenant satisfaction score
- +24%
- Doors managed / FTE
- +45%
Pricing snapshot
$10,000 – $40,000
Payback: 60–120 days typical
Most PM firms start with maintenance + owner reporting automation as one project ($15k–$25k). Lease lifecycle and application workflows usually come in phase 2.
- Free 30-min scoping call
- Industry-specific scope
- Source code + workflows you own
- 30 days post-launch tuning
- Compliance-aware where relevant
Questions
Common questions for real estate & property management.
- We use AppFolio (or Buildium/Yardi). Will this work?
- Yes. AppFolio, Buildium, and Yardi all have APIs or webhook support for the workflows we build. Yardi is the most complex but most powerful; AppFolio has the best modern API; Buildium sits in between. We've integrated with all three.
- Can we automate parts of the leasing process?
- Most of it. Showings, applications, screening, lease generation, and signing can all be automated end-to-end. The one part we always leave for humans: the actual property tour with the prospect.
- What about HOA and condo association operations?
- Similar patterns to property management — different software (TownSq, CINC, etc.) and different stakeholders (boards instead of owners), but the workflow logic is largely the same. Happy to scope.
- We're a small operator with <50 doors. Is this overkill?
- Probably yes. The math works around 150+ doors when manual ops eat a half-FTE. Below that, AppFolio's defaults + a good VA usually beats custom automation.
Other industries we serve
Different industry? Same patterns.
Ready to scope a build for real estate & property management?
Book a free 30-minute discovery call. We'll talk through your stack, your goals, and walk away with a written plan and a quote.