How Asset Living Streamlined Operations and Increased Renewals with AutomatePM
A growing property management company automated their entire lease renewal and maintenance coordination process, saving 40+ hours per week and achieving a 98% renewal rate.
The Challenge
Asset Living was managing a growing portfolio of 500+ units across Chicago with a small but dedicated team. As they scaled, two critical operational bottlenecks emerged that threatened their ability to grow further:
Lease Renewal Chaos
The property management team was tracking lease expirations manually in spreadsheets. With 500+ units and varying lease terms, renewal deadlines were being missed regularly. The result: an 82% renewal rate that was costing the company over $240K annually in turnover costs and lost revenue.
- •Missed renewal opportunities discovered only after tenants gave notice
- •40+ hours per week spent on renewal tracking and tenant outreach
- •Inconsistent renewal offer timing and messaging across properties
Maintenance Coordination Bottleneck
Every maintenance request required manual intervention from the property management team. Requests came in via phone, email, text, and tenant portal, creating chaos for the small team trying to route work to appropriate vendors.
- •15+ hours per week manually routing requests to vendors
- •Tenant frustration with slow response times (often 24+ hours)
- •Work orders falling through the cracks, discovered only when tenants complained
The AutomatePM Solution
Asset Living partnered with AutomatePM to build two core automation workflows that would eliminate these bottlenecks and allow the team to scale efficiently.
Lease Renewal Automation
90-day automated renewal campaign with personalized tenant outreach and offer management
- Automatic renewal offer generation 90 days before expiration
- Multi-channel tenant communication (email, SMS, portal)
- Digital signature and document collection
- Real-time renewal tracking dashboard
Maintenance Coordination
End-to-end maintenance workflow from tenant request to vendor completion
- 24/7 automated request intake across all channels
- Intelligent vendor assignment and dispatch
- Automated status updates to tenants
- Work order tracking and completion verification
30-Day Implementation
Discovery & Planning
Workflows mapped, systems integrated
Build & Configuration
Automation built and tested
Training & Testing
Team trained, pilot units selected
Go-Live
Full portfolio rollout completed
The Results
Within 90 days of implementation, Asset Living saw transformational improvements across operations, revenue, and tenant satisfaction.
Time Savings
- 40+ hours per week saved on renewal coordination
- 15 hours per week saved on maintenance routing
- Eliminated weekend and after-hours manual work
Revenue Impact
- 98% renewal rate (up from 82%)
- Zero missed renewal deadlines
- $240K in retained revenue annually
Operational Excellence
- 100% request response within 30 seconds
- 95% tenant satisfaction scores
- Zero work orders lost or missed
"AutomatePM gave us the leverage we needed to scale without adding headcount. We're now managing 500+ units with the same team size, and our renewal rate has never been better. The automation just works—we don't think about it, but we see the results every single day."
Ready for Similar Results?
See how AutomatePM can transform your property management operations with custom automation workflows.