Industries · Property management & real estate

Software and automation for property management companies.

We build the desk behind a property management company: maintenance requests triaged and dispatched to vendors with photos and approvals, owner statements and plain-English summaries that assemble themselves, renewals and late rent chased on schedule, and leasing leads followed up within minutes. Connected to AppFolio, Buildium, Rent Manager or whatever you run, at a fixed price, then kept running.

Property managers · HOA management · brokerages

The jobs that bury a property manager's coordinators

Property management is a volume business run by a small office. Each of these jobs is small; together they are why the team is always behind.

Maintenance intake and vendor dispatch

Requests arrive by text, email, portal and phone. Someone reads each one, asks for photos, decides urgency, finds a vendor and chases them for an update.

Every request lands in one queue with photos, unit and lease pulled in. Routine jobs go to the right vendor with a work order; anything over your approval limit goes to the owner for a one-tap yes. Tenants get status updates without anyone typing them.

AppFolio, Buildium, Rent Manager, Google Workspace, SMS

Owner reporting that writes itself

Month end means pulling statements, explaining the variances by hand and answering the same five owner questions by email.

Each owner gets their statement plus a plain-English summary of what happened and why, on the same day every month. Questions that have an answer in the data are answered automatically; the rest reach you with the context attached.

Your property software, QuickBooks, email

Renewals, late rent and lease dates

Dates live in the software; the follow-up lives in someone's memory.

Renewal offers, late notices and inspection reminders go out on the schedule you set, in your wording, with the responses tracked. You see every lease by stage on one page.

Lease data from your property software, e-signature, SMS and email

Leasing and owner leads, followed up fast

A prospective tenant or a new owner lead waits hours for a reply and calls the next company.

Enquiries from listings, the website and the phone get an answer within minutes, a showing or a call booked, and a record in your CRM with the source noted. Follow-ups continue until they book or decline.

Zillow and listing feeds, website forms, HubSpot or your CRM, calendar

How a project with us works

Three steps, each priced before it starts. You can stop after any of them and keep everything.

Step 1 · one week

Diagnose

Half a day with you and your office. We map how work actually moves, put a dollar figure on the three biggest leaks, build a working prototype of one workflow and quote the build at a fixed price. The fee is credited to the build.

Step 2 · three to eight weeks

Build

The agreed system goes live in phases, with your team trained on each one. Scope is what the diagnosis said; anything new goes through a written change request, so the price holds.

Step 3 · monthly

Run

We watch it, fix it when a vendor changes something, and send a monthly report with the numbers. Improvements ship every month. Cancel with 30 days' notice; everything stays yours.

What it adds up to

A worked example with sample numbers. Your diagnosis replaces these with yours.

Take a firm managing 600 doors with three coordinators. Suppose each coordinator spends about two hours a day on maintenance intake: reading requests, asking for photos, choosing vendors, sending updates. Automating the routine half of that returns roughly three hours a day across the team.

Month end is another ten to fifteen hours of statement work and owner emails. If the summaries and standard answers assemble themselves, call it ten hours back each month.

At a loaded cost of $30 an hour, the time alone is worth about $2,200 a month. The bigger number is usually owner retention: owners leave over slow communication far more often than over fees.

What you can count on

The three things owners ask us about before anything else, answered in writing.

You own it

The code, the data and every account are yours from day one. Leave whenever you like and take all of it with you.

A person approves it

Nothing your customers see goes out without someone on your side signing off. The system drafts; people decide.

We know before you do

Every workflow is monitored. When a vendor changes something and a step fails, we get the alert and fix it, usually before anyone notices.

Questions property company owners ask us

We already use AppFolio. What would you add?

The pieces around it. AppFolio holds the records; the gaps are usually in how requests, approvals, vendor updates and owner questions move between people. We connect those so the software you pay for actually does the work.

Can tenants or owners tell that a system is replying?

For routine updates, no, and it never claims to be a person. Anything with a judgement call, a complaint or money above your limit goes to a human on your team with the full history attached.

How do you handle approvals and liability?

Your rules, in writing: which jobs are auto-approved, which need the owner, which need you. Nothing is dispatched or sent to an owner outside those rules, and every action is logged.

What does the monthly plan cover?

Monitoring, fixes when AppFolio or a vendor changes something, the monthly report, and a set number of hours for improvements you ask for. It is cancellable with 30 days' notice.

Do you work with brokerages and HOA managers too?

Yes. The jobs rhyme: intake, follow-up, reporting and documents. The diagnosis maps your version of them before anything is built.

Guides for property company

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Tell us what is slowing your property company down. You talk to the person who would build it, and leave with a clear next step either way.

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