Systems for Property Managers
Tenants, owners and your team, each with a clear place to go.
Property managers care for people on both sides. Tenants want the leaky faucet fixed and their deposit questions answered. Owners want statements, photos and a clear picture of how a vacancy is going. Your team often ends up as the go-between for all of it. We build property management companies, from a manager with a few dozen doors to a firm with thousands, portals that give tenants, owners and staff their own logins, so requests, documents and updates travel with much less phone tag.
Common challenges
What slows down Property Managers
Maintenance requests from every direction
"The dishwasher's making a noise" can arrive with no unit number, no photo and no sense of urgency. Then the tenant, reasonably, follows up a few times.
Owners asking for the same report
Monthly statements, repair receipts and inspection photos, emailed one owner at a time, plus 'quick question' emails about each line.
Rental inquiries that pile up
A listing goes up on a few sites, inquiries arrive quickly, showings get booked by text and some applicants never hear back, simply because there's too much to answer.
Inspection paperwork in many folders
Move-in and move-out reports, photos and condition notes in different places can make a deposit discussion harder than it needs to be.
Vendors with no shared view
Plumbers and handymen often get work orders by text and invoice by email, so it's hard to see which jobs are finished.
The solution
The system we'd build for you
Tenant portal
Tenants submit maintenance requests with photos and urgency, see status updates, find their lease documents and get building notices.
Owner portal
Owners log in for statements, repair invoices, inspection reports and vacancy updates on their properties, no email chain needed.
Maintenance workflow
Requests routed by urgency to the right vendor, with work orders, completion photos and invoice tracking.
Vacancy listings and applications
Available units on your site with an online application, showing booking and automatic replies to every inquiry.
Inspection records
Move-in and move-out inspections with photos stored per unit and per tenancy, ready if a deposit question comes up.
Staff dashboard
Open requests, upcoming lease renewals, vacancies and overdue items in one view.
Automated reminders
Lease renewals, rent reminders, inspection notices and owner reports scheduled automatically.
Recommended package
Custom Portal
Property management serves three audiences at once: tenants, owners and your own team, each needing different information. A custom portal fits that well, with logins for each group and automations underneath.
Popular add-ons for Property Managers
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Starting your own management company after years as a realtor or building manager? Through Start Your Company, we launch the brand and a rentals page with online applications, ready before your first owner signs.
Growing
Busy and getting busier
Moving past a hundred doors is usually when tenant and owner portals and a proper maintenance workflow make the biggest difference for a small team.
Established
Years or decades in
If your firm has managed buildings for decades with long-time owners, we can keep your accounting software and routines, and add portals one audience at a time so nobody has to relearn everything at once.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Picture a property management company in Hamilton handling a few hundred doors: single-family rentals, a couple of small walk-ups and some condo units for out-of-province owners. The phones are full of tenant texts and owner emails. We build a tenant portal for repair requests with photos, an owner portal with statements and inspection reports, and a vacancy page that replies to every inquiry and books showings. Vendors get work orders with photos and close them with their own pictures. Staff see one dashboard each morning.
Questions we get
FAQ
We already use property management software. Why a portal?
Some property management software has a limited tenant or owner side, or none. We can build a portal that sits alongside it and connects where possible, or replace pieces that aren't working for you.
Can owners in other provinces or countries use it?
Yes. Owners log in from anywhere and see their own properties only, which is useful for out-of-province investors.
Does this handle condo boards too?
Yes. Board members can get their own view with building documents, meeting minutes and maintenance updates. We scope it with you.
Can tenants pay rent through the portal?
We can link or integrate the payment tool you use for rent. We'll recommend what fits your existing accounting setup.
Free 15-minute call
Let's give your tenants and owners an easier way to reach you.
Book a free 15-minute call and we'll sketch both portals with you.
- Tenant portal
- Owner portal
- Maintenance workflow