Everything below runs from month one. Then we build automations specific to your portfolio, one every month or two, chosen from the list on this page.
What is possible depends on the software you run. We find that out during setup, and we tell you straight which ones are easy, which take work, and which are not worth doing.
This is the base. It gets configured to your business rather than invented for it, which is why it is running inside the first month.
One brief each morning covering your calendar, what needs a reply, what is overdue, and what is coming. Then it stays available all day. Ask it what is on your plate, have it draft something, have it check a detail. It knows your business, your clients and how you write.See it running →
Every incoming message sorted by who it is from, what it concerns and how urgent it is, with a reply already drafted in your voice. You review and send.
Messages filed automatically to the right client, deal or project, and the noise cleared out on a schedule. What stays in the inbox is what genuinely needs you.See it running →
Connections researched, replies drafted in your voice, the queue actually worked instead of ignored for three weeks.See it running →
Scheduling, follow-up windows, and deadline cycles handled, with everything counted backward from the date that actually matters.
Every call captured, summarized, and turned into action items and a follow-up draft before you have left the room.See it running →
Up to eight custom templates for the documents you produce over and over, matched to your brand colors and formatting, drafting in seconds instead of hours. We build these around what you actually send.See it running →
A recurring digest built around your specific business and interests. Real sources, real articles, filtered to what is actually relevant to you rather than a generic industry newsletter.
These are the automations that matter most in property management. We would not build all of them. Tap any of them for the detail. We would start with whichever two or three match what actually eats your week, then keep going.
Doors do not come to you. This goes and gets them.
Pulls owner and investor targets out of public listings, broker sites, and transaction records across your market, finds the actual decision maker and their contact details, then scores each one against the kind of doors you actually want. Every prospect arrives with a written opener referencing something specific about their property.
You stop waiting on referrals to grow. Most management companies have no outbound motion at all, which means growth is entirely a function of who happens to call. This turns door acquisition into something you run on a schedule.
Your owners hear from you before they have to ask.
A short, specific update on a regular cadence, plus an immediate one whenever something happens they would want to know about. A lease signed. A work order opened and who it went to. Rent late on day four instead of day thirty. A repair estimate over your threshold, with photos and two quotes attached and an approve button that writes straight back into your system.
The number one reason owners leave a management company is communication, not price and not competence. This removes the silence between monthly statements, which is where that whole problem lives.
The ticket never sits unassigned overnight.
Every request classified the moment it lands, whether that is 2pm or 2am. True emergencies escalated, false ones de-escalated before you pay an after-hours premium. Vendors matched on trade, geography and whether their insurance is actually current, then dispatched and confirmed. The resident gets told what is happening without having to chase anyone.
Roughly 6% of work orders get flagged as emergencies and a large share of those turn out not to be, while after-hours labor runs one and a half to two times normal rates. Correct triage at 1am saves the premium. Correct dispatch at 9am saves the renewal.
Know who is leaving ninety days before they tell you.
Every resident scored well before the renewal notice goes out, using signals already sitting in your system. Not just a number, a reason. An early AC failure or a slow repair shows up as a flagged resident with an explanation attached.
We can validate it against your own history before you rely on it. Here are the residents who left last year, here is who the model would have flagged ninety days out, and here is why. That is a demonstration, not a promise.
No uninsured vendor gets dispatched. Ever.
Certificates read as they arrive, checked against what your leases and owners actually require, expirations chased before they lapse, and non-compliant vendors blocked from dispatch automatically.
This is usually where we start, because it needs no integration at all. The certificates arrive as email attachments. It stands up quickly, it fails loudly rather than silently, and it gives everyone something real to look at in week two.
For association and commercial portfolios.
For association work: agenda, financial narrative in plain English, open items rolled forward, and draft minutes assembled from your systems before every meeting. For commercial: every option deadline, escalation trigger, CAM provision and insurance requirement pulled out of the lease and its amendments onto a live calendar, with the clause and page cited.
Both are read-only, which means they carry no risk of corrupting your system of record, and both are visible to the people who renew your management contract. Several states also put statutory deadlines on minutes availability, which makes the association version a compliance asset rather than just a convenience.
Everything above, running, plus custom builds for your business over time.
For teams that want CRM automation and a faster build cadence.
We do not need a paid discovery engagement to get started. Setting up your base system tells us what software you run and where your data actually lives, and from there we can tell you honestly which of the automations above are straightforward, which need work, and which are not possible with the systems you have. Anything larger than the normal build cadence gets quoted on its own, so you always know what you are buying.
Fifteen minutes. We look at what you do and whether any of this actually fits. If it does not, we will say so.
What software you run, where your data lives, and what eats your week. Takes a few minutes and it is what lets us come back with something specific.
An hour with both of us, where we show you exactly which automations we would build for your business and in what order over the next six months.
You own the account and the data. The workspace is set up in your name, on your billing, from day one. If we ever part ways you remove our access and keep everything.
We will tell you what to buy instead. When something you describe is already solved well by a product you can subscribe to, we will name it and tell you to buy it rather than charge you to rebuild it.
We run our own company on this. The daily assistant, the document library, the inbox triage. All of it was built for our own deals first. You are not the pilot.