5 Workflows Every Property Manager Should Automate First
Start with these high-impact workflows to see immediate ROI from automation
The Prioritization Framework
Not all automations are created equal. These five workflows were selected based on three criteria:
High Frequency
These tasks happen constantly, so time savings compound
Clear ROI
Direct impact on revenue or cost reduction
Low Complexity
Quick to implement with minimal integration
Lease Renewal Notifications
What It Is
Automated outreach transforms lease renewals from a fire drill into a systematic process. Instead of scrambling when leases are about to expire, you're reaching out 120 days in advance with personalized offers.
Why Automate This First
Renewals are your lowest-cost growth opportunity. Every renewal you miss costs you $3,000-$5,000 in turnover expenses plus weeks of lost rent. This automation pays for itself with a single prevented vacancy.
How It Works
System monitors lease end dates continuously
Triggers first outreach at 120 days (soft touch)
Sends personalized renewal offer at 90 days with pricing
Automated follow-ups at 60 and 30 days if no response
Routes non-renewals to leasing team automatically
Updates PMS with renewal status in real-time
Typical Results
Maintenance Request Routing
What It Is
Maintenance coordination is pure overhead—tenants waiting, vendors playing phone tag, staff stuck in the middle. Automation removes the friction and makes the process instant.
Why Automate This First
Maintenance is your most frequent tenant touchpoint and biggest source of dissatisfaction when handled poorly. Fast, consistent responses dramatically improve tenant satisfaction and retention.
How It Works
Tenant submits request via text, email, or portal
AI categorizes urgency and specialty (plumbing, HVAC, etc.)
System assigns to appropriate vendor based on location and availability
Automated scheduling with tenant confirmation
Real-time status updates to tenant throughout process
Completion verification and quality check
Typical Results
Rent Collection & Late Payment Follow-Up
What It Is
Chasing late rent is uncomfortable and time-consuming. Automation handles the uncomfortable conversations consistently and persistently, while remaining professional and empathetic.
Why Automate This First
Every percentage point improvement in collection rate directly impacts your bottom line. For a 500-unit portfolio at $1,500/month, a 2% improvement means $180,000 more annual revenue.
How It Works
Friendly reminders 7, 3, and 1 day before rent is due
Automatic late notice on day 2 with fee calculation
Escalating message sequence based on days late
Payment plan offers for tenants in hardship
Auto-escalation to manager at defined thresholds
Integration with online payment options
Typical Results
Owner Monthly Reporting
What It Is
Manual report generation is a monthly time sink that pulls your team away from revenue-generating activities. Automation delivers better reports in minutes instead of days.
Why Automate This First
Owner reporting is high-visibility work that doesn't require manual effort. Automating it demonstrates your operational sophistication and frees up skilled staff for strategic work.
How It Works
Data automatically syncs from PMS on schedule
Report templates populated with current month data
Automated calculations for key metrics (NOI, occupancy, etc.)
Variance analysis highlights anomalies automatically
Reports generated and emailed to owners
Owner portal provides 24/7 access to data
Typical Results
Tenant Onboarding
What It Is
Move-in coordination involves dozens of touchpoints and documents. Automation creates a seamless, self-service experience that reduces staff workload while improving tenant satisfaction.
Why Automate This First
First impressions matter. A smooth move-in experience sets the tone for the entire tenancy and dramatically reduces early-term turnover. Plus, onboarding happens constantly, so time savings compound quickly.
How It Works
Lease execution triggers automated onboarding sequence
Digital welcome packet with property information
Automated utility transfer coordination
Move-in checklist delivery and tracking
Key/access code distribution
Automated follow-up for missing items or questions
Typical Results
Recommended Implementation Order
Months 1-2: Start with Lease Renewals
Begin with lease renewals because it's high-impact, easy to implement, and directly affects your bottom line. The ROI is immediate and measurable, which builds momentum for future automation.
Month 2: Add Maintenance Routing
Once renewals are running smoothly, layer in maintenance automation. This is another quick win that dramatically improves tenant satisfaction and reduces staff workload.
Month 3: Deploy Rent Collection
With two successful automations under your belt, tackle rent collection. This requires more careful messaging but pays massive dividends in improved cash flow.
Months 4-5: Optimize Owner Reporting
Once tenant-facing workflows are automated, improve owner communication. This frees up your most skilled staff to focus on growth and relationship-building.
Month 6: Perfect Tenant Onboarding
With core operations automated, enhance the move-in experience. This ensures new tenants start their relationship with your company on a high note.
Ready to Automate Your First Workflow?
Book a free workflow planning session and we'll help you get started with your highest-impact automation.