Property & Real Estate
Property Management Suite
Fill units in hours, collect rent on time, and keep every owner informed, without the back-office chaos.
A full operating system for a residential property-management company. It covers every revenue-critical workflow: from the moment a leasing enquiry arrives, through applicant screening, maintenance triage, rent collection, and lease renewal, to monthly owner reporting. Vacancy days, slow lead response, and maintenance chaos are where management fees erode; this suite closes all three gaps automatically, then layers on arrears chasing, renewal management, and vendor coordination so the team can focus on growing the portfolio rather than firefighting in the inbox.
A starting configuration to test against the business's actual evidence and operator constraints.
Illustrative failure hypotheses
Questions for the audit to verify
Slow response to leasing enquiries: leads go cold within minutes while staff are on-site or off-hours
Excess vacancy days caused by disorganised viewing scheduling and inconsistent follow-up with applicants
Maintenance requests lost in email and WhatsApp chains, leading to tenant dissatisfaction and property damage
Owners left without monthly reports, eroding trust and opening the door for competitor management companies
Vendor scheduling handled manually, doubling co-ordination time on every work order
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
Leasing Lead Responder
Responds to every rental enquiry within seconds, qualifies the applicant, and books a viewing automatically.
Every extra day a unit sits vacant costs the owner real money. An always-on responder that replies to enquiries and books viewings within seconds visibly cuts vacancy days in the first week, the fastest, most tangible proof of value for any PM operator.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
Leasing & Vacancy
Respond to every enquiry instantly, qualify applicants, and book viewings to cut vacancy days.
Designed role descriptions ↓Close ↑
Leasing Lead Responder
Responds to every rental enquiry within seconds, qualifies the applicant, and books a viewing automatically.
Applicant Screener
Collects application documents, orders reference and credit checks, and surfaces a clear approve / decline recommendation.
Maintenance & Work Orders
Triage every maintenance request, dispatch the right vendor, and keep tenants informed throughout.
Designed role descriptions ↓Close ↑
Maintenance Triage
Classifies every inbound maintenance request by urgency, creates a work order, and dispatches the correct vendor.
Vendor Coordinator
Manages the full lifecycle of a work order: quotes, scheduling, access arrangements, completion sign-off, and invoice approval.
Rent & Collections
Chase every late payment on a structured, escalating schedule so arrears never drift.
Designed role descriptions ↓Close ↑
Rent Arrears Chaser
Runs a structured, escalating arrears-chase sequence from day one of a missed payment through to formal notice.
Renewals & Retention
Identify leases approaching expiry, make the renewal offer early, and reduce avoidable turnovers.
Designed role descriptions ↓Close ↑
Lease Renewal Manager
Identifies leases approaching expiry, builds a renewal offer, and drives the conversation to a signed renewal or managed exit.
Move-In / Move-Out Coordinator
Orchestrates all admin, inspections, and key handovers for every tenancy start and end to protect deposits and cut void time.
Owner Relations & Reporting
Keep every landlord informed with timely, accurate reports that reduce owner-churn and support portfolio growth.
Designed role descriptions ↓Close ↑
Owner Report Composer
Compiles and sends each landlord a clear monthly statement covering financials, maintenance, and tenancy status.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Vacancy days per unit
Average days a unit sits vacant between tenancies, the most direct measure of leasing efficiency.
Lease renewal rate
% of expiring leases that renew rather than turn over, the single biggest driver of management margin.
Maintenance SLA compliance
% of work orders resolved within the target response time by urgency tier.
Owner report on-time rate
% of owners receiving their monthly statement by the agreed delivery date, a key owner-retention signal.
Portfolio under management
Total units managed; growth rate reflects both client acquisition and owner churn net.
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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