The Response Time Gap
11-hour average response time when competitors respond in 4. Every delay risks a negative review, an owner complaint, and a non-renewal.
The Maintenance Black Hole
Every step in the maintenance workflow is manual — read, categorize, call vendor, wait, update tenant, log in AppFolio, follow up. Every step is a point of failure. At scale, requests get lost.
The Owner Reporting Tax
The first week of every month, your team stops managing properties and starts building reports. 20–30 hours of manual P&L assembly, Excel reconciliation, and email context notes — while owners still complain the reports are late.
Missed Renewals & Vacancies
Renewal notices sent reactively instead of proactively. No automated 90/60/30-day sequences. Every missed renewal window is 18+ days of vacancy at $55/unit/day.
How It Works
Week 1
We Audit Your Operations
Free operations audit. We map your tenant communication, maintenance handling, lease processing, and owner reporting workflows — end to end. We identify which automations save the most PM hours and deliver a clear implementation plan. No IT staff needed.
Week 2-3
We Configure & Connect
We build your automations and connect them directly to AppFolio, Yardi, or Buildium. Our team handles all configuration, testing, and integration. Your staff does not configure anything, install anything, or change how they work.
Week 4
We Deploy & Optimize
This is not software you maintain. We monitor, adjust, and improve every month. When your portfolio changes — new properties, new owner requirements, seasonal maintenance patterns — we adapt. Monthly performance report: response times, maintenance resolution rates, renewal rates.
Coverage
Tenant Communication Automation
Instant acknowledgment of all tenant inquiries. Automated triage and routing by category. Status updates at every stage. Fair housing compliant language in every automated message.
Response time: 11 hrs → under 4 hrs.
Maintenance Coordination & Vendor Dispatch
Maintenance requests triaged by urgency and category. Vendor dispatched automatically based on work order type and availability. Tenant notified at every stage. Emergency escalation for after-hours urgent requests.
Maintenance close-out 40% faster. Zero manual status calls.
Owner Reporting Automation
Monthly P&L reports generated from AppFolio data automatically. Customized per owner with property-specific notes. Delivered on the 1st of every month — zero manual assembly. Quarterly summaries with occupancy trends and NOI.
20–30 hrs/month of report assembly eliminated.
Lease Renewal Processing
Automated 90/60/30-day renewal sequences triggered by lease expiration. Renewal terms generated from owner-approved parameters. PM only involved when human judgment is needed. Non-renewal processing and move-out initiation automated.
Renewal rate: 72% → 86%. Vacancy days cut from 18 to 11.
Rent Collection Follow-Up
Automated late payment reminders at days 1, 3, 5, and 10. Escalation to PM for personal outreach at day 15. Payment plan tracking and compliance monitoring. Portfolio-level collection reporting per property.
Collection rates improved. PM time on rent follow-up: near zero.
Integration & Compliance
SOC 2 Type II
Independently audited annually. Security controls report available upon request.
Engagement-Specific NDAs
Signed before any data access begins — specific to your firm, your portfolio, and your tenant data. Not a generic vendor NDA.
US Data Residency
All client data processed and stored within US-based infrastructure. Tenant PII never leaves US jurisdiction.
Penetration Testing
Annual third-party penetration testing with remediation verification. Results available to your compliance team.
Data Encryption
TLS 1.3 in transit, AES-256 at rest. Tenant PII encrypted end-to-end. Never used to train models.
Role-Based Access & Audit Trail
Only authorized personnel access client data. Full audit trail of every data access event.
Pricing
One Monthly Fee. Everything Included.
Managed automation service starting at
$1,500/mo
Includes: operations audit, custom automation configuration, AppFolio / Yardi / Buildium integration, ongoing management and optimization, dedicated account manager, monthly performance reporting.
The math for a 600-unit portfolio:
2 fewer vacancy days per unit
At $55/unit/day
$66,000/year in recovered rent
Service pays for itself in reduced vacancy alone
FAQ
Yes. We run automations in parallel alongside your current processes for the first two weeks. Your team keeps doing what they always do — the automations run simultaneously so we can compare outputs, catch edge cases, and tune behavior before anything goes fully live. Nothing changes for your team until you give the green light.
We monitor every automation run in real time. If something fails — a vendor dispatch that does not go through, a report that does not generate — our team is alerted immediately and resolves it manually while we diagnose the root cause. You get a notification. Your tenants or owners are not affected. We treat failures as tuning data, not emergencies.
We configure escalation rules specific to your emergency thresholds. Burst pipes, lockouts, HVAC failures in extreme weather — these are routed immediately to an on-call contact you define, bypassing normal triage queues. The system does not attempt to handle emergencies autonomously; it escalates to the right human instantly.
We track response time, tenant acknowledgment rates, maintenance resolution time, and owner report delivery. We do not replace your existing satisfaction surveys — we make the underlying operations faster and more consistent so your scores improve organically. Monthly reports include operational metrics you can use to benchmark tenant experience.
AppFolio’s native automation handles basic in-platform workflows. We build on top of and around AppFolio — handling cross-system coordination (vendor platforms, QuickBooks, owner email delivery), complex logic that AppFolio’s rules engine cannot accommodate, and ongoing optimization based on operational data. We also work with Yardi and Buildium. The difference is we manage everything — you do not configure or maintain anything.
That is exactly the goal. We automate the routine work — tenant inbox triage, maintenance dispatch, report generation, renewal sequences — so your property managers spend their hours on relationship work, owner retention, and portfolio growth. Every automation is designed to handle the repeatable, predictable tasks and escalate to your team for anything requiring judgment or relationship management.
Learn More About Our Approach.
Philippines
Unit 309, Peninsula Court, Paseo de Roxas cor. Makati Ave., Makati City, Philippines
South Africa
359 Rivonia Boulevard Edenburg, Sandton, 2191 Johannesburg, South Africa
Singapore
68 Circular Road #02-01 Singapore, 049422
Australia
Suit 2, Level 14 189 Kent Street, Sydney, NSW, 2000
