Last Updated: May 15, 2024


Rohit Rawat


If you have a real estate business, then you know that achieving operational excellence amidst ever-growing demands can feel like scaling a summit. Manual processes and administrative burdens often consume valuable time and resources, hindering responsiveness and tenant satisfaction. However, the transformative force of property management automation is making the job easier.

According to Dave Spooner, Founder of Innago, “It is better to automate certain tasks in property management to pursue bigger and better goals."

This innovative approach leverages intelligent technologies to seamlessly automate routine tasks. This enables property managers to focus on strategic initiatives and cultivate stronger relationships with residents.

In this blog, we delve into the top 10 tasks suitable for automation that offer the efficiency and agility your property management operation deserves

What is Property Management Automation?

Property management automation is the use of technology to streamline and automate various tasks involved in managing rental properties. And it doesn’t just include big real estate companies. There are many property management software for small landlords that ease the burden of business operations. This can include anything from basic administrative tasks like lease signing and rent collection to more complex processes. That includes tenant screening, maintenance scheduling, and communication.

The goal of property management automation is to free up time and resources for property managers. That lets them focus on more strategic tasks and improves the overall efficiency and accuracy of operations.

10 Tasks To Automate With Property Management Automation

Automating property management tasks can help you streamline your operations, saving time, reducing errors, and improving efficiency. Here are some key areas where property management automation shines:

Tenant Management

Online Applications and Screening

With an automated property management system, you can streamline the lease application process for both you and your potential tenants. They can easily apply online at their convenience, and you can receive applications and complete screenings digitally. Automated background checks and verification take the guesswork out of finding qualified residents, making approvals faster and more efficient.

RentRight leverages AI to analyze applications, conducting automated pre-screening based on income, credit history, and rental history. This quickly identifies promising candidates for further review. Their algorithm matches pre-qualified tenants with the right apartments based on preferences like size, amenities, and budget. This creates a more efficient pairing process for both landlords and tenants. Instead of traditional checks, RentRight uses alternative data sources like bank statements and social media for verification. This is faster, cheaper, and provides a more holistic picture of a tenant's suitability.

Rent Collection and Accounting

You can simplify the rent collection process by using online payment methods. That will give tenants with a convenient and secure way to fulfill their obligations. Additionally, you can automate the system to send timely reminders for any overdue payments, promoting a smoother and more efficient financial flow.

By incorporating digital solutions for accounting tasks, you can further streamline your property management responsibilities. This approach not only saves time but also contributes to a more organized and transparent management system.

For example, there is LeaseLock, a rising proptech startup. One of their core features is an intuitive online platform that provides tenants with diverse payment options. That includes credit cards, debit cards, and ACH transfers – all seamlessly integrated with automated reminders and late fee management.

But LeaseLock takes it a step further. Their system automatically reconciles and categorizes transactions, delivering real-time financial insights through a visual dashboard.

Maintenance Requests

Many modern property management solutions offer tenants convenient online portals to submit maintenance requests effortlessly. This not only enhances tenant satisfaction but also contributes to the overall efficiency of property maintenance processes.

These types of property management automation systems often include features to automate the dispatching of maintenance requests to the appropriate workers or teams. That ensures swift and targeted responses to various issues. This targeted dispatching not only accelerates the resolution process but also optimizes resource allocation for property managers.

In this regard, Bricks & Agent has taken a unique approach. They combine artificial intelligence with automation to create a smarter maintenance experience. Here's how they're making a difference:

AI-Powered Categorization and Prioritization

  • When tenants submit maintenance requests, Bricks & Agent's AI analyzes the text and images to accurately categorize the issue and prioritize its urgency.
  • This reduces manual sorting and ensures that critical repairs are addressed promptly, even when submitted outside of regular business hours.

Automated Task Assignment and Scheduling

  • The platform automatically matches maintenance requests with qualified technicians based on their expertise and availability, streamlining the dispatch process.
  • It also coordinates scheduling, considering tenant preferences and technician travel times to minimize disruption.

Real-Time Tracking and Transparency

  • Tenants can track the progress of their requests in real-time through a visual dashboard. They also receive automated updates at each stage.
  • Property managers can visualize the status of all maintenance tasks across their portfolio, enabling better resource allocation and proactive problem-solving.

Communication and Engagement

If you leverage the power of automated communication channels such as emails, texts, and online newsletters, you will be able to establish seamless and consistent connections with your tenants. This not only facilitates efficient information dissemination but also fosters a sense of community and engagement.

Consider automating essential communication touchpoints, including reminders for rent payments, lease renewals, and important upcoming events. By incorporating automated scheduling, you can ensure that these critical messages are delivered promptly. This will reduce the likelihood of missed deadlines and promote a smoother tenant-landlord relationship.

A proptech startup called RentCafe is shaking up the traditional landlord-tenant dynamic. It implements tools that nurture a sense of community and keep residents connected.

For Tenants

  • Personalized communications: Receive emails, texts, or push notifications about relevant events, lease renewals, important reminders, and community updates, tailored to their specific needs and preferences.
  • Virtual engagement tools: Participate in online surveys, attend virtual resident events, access community forums, and connect with neighbors, fostering a sense of belonging.
  • Seamless online payments and requests: Pay rent, submit maintenance requests, and book amenities through a user-friendly online platform, simplifying everyday interactions.

For Property Managers

  • Automated workflows: Schedule automated reminders for rent payments, lease renewals, and other key events, freeing up time for personalized interactions.
  • Data-driven insights: Gain valuable data on tenant engagement levels, preferences, and feedback, allowing them to tailor communication strategies and improve satisfaction.
  • Streamlined resident communication: Send targeted messages to specific groups of tenants or individual residents, keeping everyone informed and engaged.

Property Management

Marketing and Leasing

By automating property listings across various platforms, you can significantly increase the visibility of your properties while maintaining a professional and consistent online presence.

You can also take advantage of the convenience of scheduled virtual tours. That way, you'll be able to provide potential tenants with an engaging way to explore properties remotely. This not only caters to the preferences of today's renters but also streamlines the property showcasing process.

With automated lead capture and personalized communication, you can ensure that every potential tenant is engaged. This leads to higher conversion rates and a more streamlined leasing workflow.

This system also simplifies the leasing process for both property managers and tenants with user-friendly tools. From application submission to lease signing, these features ensure a smooth and organized leasing experience.

Nestpick, a rising star in the prop-tech sector, is making waves by streamlining the rental experience for both landlords and tenants through sophisticated automation tools. Their approach blends AI-powered marketing and innovative technology to optimize the leasing process, fostering a win-win scenario for all stakeholders.

Financial Management

You can easily streamline your financial processes by effortlessly tracking both income and expenses through automated property management systems. This not only saves time but also ensures accuracy in your financial records. It also provides you with a real-time snapshot of your property's financial standing.

Whether you need an overview of income sources, a breakdown of expenses, or a comprehensive financial statement, these tools empower you to make informed decisions that contribute to the overall success of your property management strategy.

With automated budgeting tools, you can allocate resources strategically, identify potential areas for cost-saving, and ensure that your property's financial objectives are met.

You can also optimize your cash flow with features designed to monitor and regulate your property's financial resources. By leveraging these tools, you can proactively identify and address any potential cash flow challenges. This ensures a steady and healthy financial position for your property.

Compliance and Reporting

Modern property management solutions have innovative compliance and reporting features integrated into them. They help you stay ahead of compliance requirements effortlessly. These tools are designed to ensure that your property management practices align seamlessly with local regulations. They also provide you with peace of mind and avoid potential legal issues.

One key advantage of these features is the ability to automate reminders for critical compliance tasks such as inspections, permit renewals, and reporting deadlines. This proactive approach not only helps you stay organized but also ensures that you never miss essential dates. This also reduces the risk of penalties and fines associated with non-compliance.

With automated compliance reminders, you can create a structured and foolproof system that keeps you informed about upcoming inspections and renewals. This feature is particularly valuable in dynamic regulatory environments, where staying up-to-date with changing requirements is essential for maintaining a well-managed and legally compliant property.

Maintenance and Repairs

The maintenance and repairs features are designed to streamline day-to-day maintenance tasks. They also enhance the overall efficiency and effectiveness of your property management strategy.

One of the best things about these tools is the ability to schedule preventive maintenance tasks systematically. By automating the scheduling of routine maintenance, you can proactively address potential issues. That will prevent costly repairs and prolong the lifespan of your property assets. This approach contributes to a well-maintained and high-performing property portfolio.

You can also efficiently manage vendor communication and work orders with automated systems. These features facilitate seamless communication between property managers and vendors. It ensures that maintenance tasks are assigned promptly and completed in a timely manner. The result is a more responsive and proactive approach to property upkeep.

Some solutions also have a feature to track repair costs accurately that provides comprehensive insights into your maintenance expenditures. This feature allows you to analyze spending patterns, identify cost-saving opportunities, and make informed decisions to optimize your property's maintenance budget.

Emerging as a leading force in the prop-tech sphere, Mend is redefining how property managers and residents address repair needs. Their mission? To offer a seamless journey from initial request to completed fix, leveraging a powerful combination of AI-powered tools and automation.

Additional Automation Opportunities

Smart Home Integration

Smart home integration features empower property managers to harness the full potential of smart technology. They help in transforming the way properties are managed and enhancing the overall living experience for tenants.

One of the key advantages of smart home integration is the ability to connect various smart devices seamlessly. This includes smart locks, thermostats, security cameras, and more. By interconnecting these devices, property managers can automate access control, allowing for convenient and secure keyless entry for tenants. This not only enhances security measures but also provides a modern and convenient living experience.

Property managers can remotely monitor and control heating, ventilation, and air conditioning (HVAC) systems. This contributes to energy savings and environmental sustainability. This smart energy management approach not only benefits property owners in terms of cost savings but also aligns with the growing demand for eco-friendly and energy-efficient living spaces.

You can also connect smart cameras, doorbell cameras, and other surveillance tools to the property management system for comprehensive security monitoring. This provides an extra layer of protection for residents. It also offers property managers real-time insights into the property's security status.

Vivint is a household name in the security and smart home automation space. It provides comprehensive solutions for homeowners and property managers seeking enhanced security, convenience, and energy efficiency.

Resident Portals

This comprehensive tool extends beyond conventional offerings, providing residents with a centralized hub for 24/7 access to essential information. This fosters enhanced communication and elevates overall satisfaction with their living experience.

Residents benefit from convenient and secure access to lease documents, offering a hassle-free means to review terms and conditions at any time. This transparency not only empowers residents but also contributes to a more informed and harmonious tenant-landlord relationship.

Access to payment history is a valuable feature that enhances financial transparency. Through the resident portal, tenants can easily track their payment records, ensuring accuracy and providing a convenient reference point for their financial transactions with the property. This feature not only promotes trust but also minimizes disputes related to payment history.

Community information is seamlessly integrated into the resident portal, allowing tenants to stay updated on events, policies, and community news. This creates a sense of belonging and involvement, fostering a vibrant and engaged residential community.

Communication between residents and property managers is streamlined through the portal, facilitating a quick and efficient exchange of information. Residents can submit maintenance requests, inquire about property policies, and communicate with property management at their convenience. This interactive communication channel not only enhances resident satisfaction but also enables property managers to address inquiries and concerns promptly.

Tenant Link offers a comprehensive suite of features for online rent payments, maintenance requests, communication with property managers, package tracking, and resident events. Its strength lies in its integration with AppFolio's property management software, providing a seamless experience for both residents and managers.

Get Started With Property Management Automation

Now that you know what you can automate with property management automation, the next question is how to decide what to automate.

Here is a list of factors you need to consider to decide the best task to automate.

Identify Your Needs

Start the optimization process by closely examining and identifying your specific needs. Take a comprehensive look at your daily operations and evaluate which tasks are consuming the most time and resources. By conducting a thorough analysis, you gain valuable insights into the key pain points within your workflow.

Research Software Options

Optimizing property management processes necessitates a meticulous commitment to researching the available software solutions within the market. The property management software solutions are characterized by their diversity, presenting a multitude of platforms, each distinguished by unique features and pricing structures Choose the one that best suits your needs.

Choose the Right Tools

Strategically selecting the right tools is paramount in the process of enhancing your property management efficiency. As you navigate the different software solutions, it is imperative to choose a platform that aligns seamlessly with your specific operational requirements. Consider the unique needs of your property management workflows, consisting of aspects such as rent collection, maintenance tracking, financial reporting, and tenant communication.

Implement and train

As you progress to the implementation phase, it is crucial to dedicate time and resources to train your staff effectively on the utilization of the new property management software. A well-executed training program ensures that your team is proficient in navigating the features and functionalities of the software, promoting a seamless integration into your existing workflows.

At Narola Infotech, we understand how crucial these steps are. That’s why our first course of action is understanding your needs which gives us enough information to know automating which task would be the best for your business. Not only that, we also help you integrate it into your existing system.
Don't let your property miss out on the proptech revolution. Contact Narola Infotech today and let us help you capitalize on the full potential of your living spaces.

Frequently Asked Questions (FAQ)

See the answers to some of our most commonly asked questions below.

Choose software with robust security features and data encryption protocols. Implement strong password policies and regular system updates. Train your staff on cybersecurity best practices to avoid phishing attacks and data breaches.

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