Scale Your Portfolio Without Adding Headcount
Stop drowning in AppFolio notifications and maintenance calls. We build custom automation layers that handle 30% of your inbound requests automatically.
Property managers handling 200+ units typically receive over 500 calls per month, with maintenance requests and lease inquiries consuming the bulk of administrative time. The manual process of triaging these requests, coordinating with vendors, and updating tenants in systems like Yardi or Buildium creates a significant bottleneck that limits your ability to scale the portfolio.
Furthermore, compliance with the Fair Housing Act and local housing codes requires meticulous record-keeping that is often neglected during peak seasons. By implementing automated workflows, firms can ensure that every tenant interaction is logged, every work order is tracked, and every lease renewal is initiated 90 days in advance without human intervention.
Problems We Solve
Maintenance Request Overload
Automate the intake and triage of maintenance requests. Our systems categorize issues by urgency and trade, reducing manual dispatch time by 70%.
Lease Renewal Lag
Stop losing revenue to month-to-month lapses. We automate the 90-60-30 day renewal sequence, syncing directly with your Rent Manager or TenantCloud data.
Vendor Coordination Gaps
Automatically dispatch work orders to preferred vendors based on location and specialty, including automated follow-ups to confirm completion and invoice submission.
After-Hours Emergency Chaos
Implement logic-based routing for after-hours calls to distinguish between a true flood emergency and a non-critical repair, saving on unnecessary dispatch fees.
Tenant Communication Silos
Centralize communications from SMS, email, and portal messages into a single automated stream, ensuring no tenant request falls through the cracks.
What You Get
AI Maintenance Triage
Automatically categorize work orders and assign priority levels using natural language processing before they hit your desk.
Lease Renewal Engine
Automated multi-channel sequences (SMS/Email) that trigger based on lease end dates in your property management software.
Vendor Dispatch Automation
Trigger work orders to vendors via API or email the moment a tenant confirms a maintenance issue fits specific criteria.
Compliance Audit Logging
Every automated interaction is timestamped and logged, providing an immutable trail for Fair Housing Act compliance audits.
Automated Move-In/Out Kits
Trigger utility transfer reminders, digital key access codes, and welcome packets the moment a lease is signed.
What It Costs
Setup
$2,000 - $5,000
Monthly
$300 - $600
ROI Example
A manager handling 250 units saves 15+ hours per week on coordination, resulting in a 4x ROI within the first 60 days of deployment.
Frequently Asked Questions
Does this integrate with AppFolio or Buildium?
Yes. We use a combination of official APIs, webhooks, and RPA (Robotic Process Automation) to sync data between your property management software and our automation layers.
How do you handle emergency maintenance requests?
We build a logic-gate system. If a tenant reports 'water' and 'ceiling' in the same request, the system immediately escalates it to an emergency vendor and alerts your team via SMS.
Will this help with Fair Housing Act compliance?
Absolutely. Automation ensures that every tenant is treated with the same standardized process, removing human bias and providing a clear digital paper trail for every interaction.
Can I customize the vendor dispatch rules?
Yes. You can set preferred vendors by property, trade (plumbing, electrical), or even by specific dollar-amount thresholds for automatic approval.
How long does the initial setup take?
Most property management workflows are fully mapped, built, and deployed within 3 to 5 weeks, depending on the complexity of your current software stack.
What happens if the automation fails?
We build 'fail-safe' notifications. If an automated task doesn't receive a confirmation within a set timeframe, it immediately flags a human team member to intervene.
Reclaim 20 Hours of Your Work Week
Book a free consultation to see our property management automation blueprints and start scaling your portfolio.
Serving Property Management Companies businesses nationwide. Based in Westlake Village, CA.