Property management

Work orders, renewals and owner reporting that stop depending on memory.

A portfolio does not fail loudly. It fails in the renewal nobody chased, the vendor who was never followed up, and the owner statement assembled by hand on the last day of the month.

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Sound familiar?

The properties are fine. Your team is the system holding them together.

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A resident emails, texts and calls. Whether it becomes a work order depends on who saw it.

Portfolio manager
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Half of my week is asking vendors whether they went, and then telling residents what the vendor said.

Maintenance coordinator
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Renewals get chased when somebody notices the date, which is usually about six weeks too late.

Regional director

Every unit in a portfolio has a calendar attached to it. Almost nobody is reading all of them.

Where the hours are

Where the coordination costs you, across a portfolio.

These are the eight we look at first in property management. Which of them are worth building for your portfolio is what the automation map answers, with the hours and the cost attached to each.

Request to work order

Whatever channel it arrives on, whether email, text, portal or voicemail, it is read, categorized, prioritized and opened as a work order against the right unit, before a coordinator has seen it.

Vendor dispatch and chasing

Assigned by trade and coverage, confirmed, reminded on the day, and chased when the window passes, without a coordinator holding the list.

Resident communication

Acknowledgement, scheduled window, day-before reminder and completion notice, sent because the work order moved rather than because somebody remembered.

Renewals and expirations

Lease ends, insurance certificates, licenses and inspections all tracked from the record, with the outreach starting on your timeline rather than on a discovery.

Invoice and bill coding

Vendor invoices read, matched to the work order and the property, coded, and put in front of the approver with everything they need attached.

Owner reporting

The monthly statement and variance narrative assembled from the source on schedule, in the format each owner already reads.

Turns and make-ready

The move-out triggers the sequence, inspection to scope to vendors to listing, and every step chases itself so a unit does not sit empty waiting on one call.

Compliance and inspection

Recurring obligations scheduled off the record, with evidence collected and filed against the property rather than in somebody’s inbox.

The difference on the floor

Same team. Same day. A different operation.

Moment in the work
Today
On the system
A resident reports an issue
Read by whoever is in, opened if they get to it
Categorized, prioritized and opened against the unit
A vendor is needed
Calls and texts until one confirms
Dispatched by trade and coverage, confirmed and reminded
A resident asks for an update
Coordinator calls the vendor, then calls back
They were told when the status changed
A lease is coming up
Noticed when somebody looks at the report
Outreach started on your schedule, tracked to an answer
A vendor invoice lands
Keyed in, coded, and walked to an approver
Matched to the work order, coded, waiting for one click
Month end
Two days assembling owner statements
Built from the source, sent on the day you set
Your systems

We build on what you already run.

AppFolio, Buildium, Yardi, Rent Manager, DoorLoop: whichever you run stays. The automation works alongside it, handling the coordination your team is doing by hand today, and reaching into vendor and utility portals that have no API at all.

AppFolio Buildium Yardi Rent Manager DoorLoop Accounting E-signature Email and SMS Vendor portals Utility portals Spreadsheets
FAQ

What operators ask.

We already have a property management platform. Why would we need this?
Your platform is a system of record, and it holds the data very well. It does not read a resident’s text, decide the priority, find a vendor with coverage, chase them at 4pm and tell the resident what happened. That is the work your coordinators are doing between the screens, and that is the part we build.
Does this work across a mixed portfolio?
Yes. Residential, commercial and mixed portfolios differ in the rules, not in the shape of the coordination. The rules are what we write down in the mapping week.
What about vendor portals with no API?
We automate them through the browser, the same way your team does, on a schedule. It is one of the more common things we build in this industry.
Will residents know they are dealing with an automation?
They will notice that they get answered quickly and kept informed. Anything requiring a judgment call, such as a concession, a dispute or an emergency, goes to a person with the context already gathered.
What to expect
A short discovery call.
  1. 01How the work actually moves through your business today
  2. 02What you have already tried, and where it came apart
  3. 03Whether there is enough here to be worth building
20 minutes Video call

You will be talking to the people who would actually build it. If there is something worth doing, we will tell you what it would look like. If there is not, then we build a relationship.

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