Case studies

Property management automation results

A sample of the dozens of automations we have built for a working property management office, and what each one changed. Need something different? We build that too.

~55workdays saved a year on leases approved and drafted
100–250vendor follow-ups every Monday
Dozensof automations built, small to large
Illustration of a dashboard showing staff hours saved growing each month
Leasing

Lease approvals in 10 minutes, not 2 hours

Approval letters, payment summaries, ready-to-sign leases, and the end-of-day approvals report now build themselves.

5–10 minper lease, down from 1.5–2 hours
300–400leases handled each year
~55 workdaysof staff time saved yearly
Maintenance

Stalled work orders, chased every week

Every vendor with a work order open two weeks or more gets a personal status request every Monday, and replies come straight back to the team.

100–250follow-ups sent every Monday
~8 hourssaved every month
100%of stalled work orders followed up
Bookkeeping

Water bills reconciled every day

Each payment is matched to its property and logged automatically, and one noon email flags anything that needs a closer look.

Dailytracking with zero data entry
~8 hoursof bookkeeping saved monthly
1 emailshows exactly what needs attention
Sales marketing

Every listing promoted in one click

New listings, price drops, and sales are spotted automatically and sent out by email, Instagram, and Facebook with fresh captions.

1 clickmarkets every listing change
3 triggerslisted, price drop, and sold
3 channelsemail, Instagram, and Facebook
Rental marketing

Rental listings kept current everywhere

Every night, new rentals are added, price drops and rented units are updated on every post, and each team gets a morning to-do list.

Nightlyportfolio check for changes
3 platformsupdated automatically
9 AMto-do lists for every team
Social media

One upload, posted to five platforms

One approved video is published to Instagram, Facebook, LinkedIn, TikTok, and YouTube, each with its own title, caption, and hashtags.

1 uploadpublishes everywhere
5 platformsposted at once
0 rewritescaptions tailored per platform
New business

Local landlords found and mailed monthly

On the 1st of each month, rental owners in target ZIP codes are identified and a postcard campaign is ready for one-click approval.

Monthlyfresh list of rental owners
Up to 300rentals checked per ZIP code
1 approvalsends the campaign
Compliance

Philadelphia rental licenses checked monthly

Built for Safe and Healthy Homes: every property's rental license and Certificate of Rental Suitability is checked and saved, with instant alerts on problems.

Monthlycheck for every property
0 lookupsdone by hand
Instantalerts when something fails
Team culture

Birthdays, anniversaries, and holidays posted all year

Set it up once in January, and every team celebration and holiday closure posts on the right day, with a heads-up to leadership beforehand.

1 setupcovers the whole year
0 missedcelebrations or closures
2 daysof notice before each one
Marketing analytics

Know which listing sites bring real tours

Every Monday, last week's showings are matched to their source, with which sites turn into leases and which lead to cancellations.

Weeklyshowing source report
Every tourmatched to its source
By sourceconversions and cancellations

Want results like these?

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Or email tyler@keyprocessautomation.com