Automation for property management companies

Property managers spend the first week of every month chasing rent and the last week building owner statements. The reminders, notices and statements run on a schedule, and managers spend the month on tenants and owners instead of spreadsheets.

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What this costs you today

A company managing a few hundred doors has the same calendar every month. Rent reminders go out by hand. Late notices get generated one at a time on the sixth. Maintenance requests come in by phone, email and portal, and a coordinator re-types them into a work order and calls a vendor. Owner statements are assembled from the accounting system and emailed one owner at a time.

The work is predictable, which is exactly why it is a poor use of a manager's week. A missed late notice costs a fee. A maintenance request that sits in an inbox over a weekend becomes a complaint. A statement sent a week late becomes an owner phone call.

Call a fully loaded coordinator $45,000 a year, as an illustration. Two coordinators spending half their time on reminders, notices, work-order entry and statements is about $45,000 a year of work with fixed rules and fixed dates.

What CBIT builds instead

We build scheduled jobs around your calendar. Rent reminders go out on the dates you set, by email and text, and stop the moment a payment posts. Late notices are generated from the ledger on the day the grace period ends, with the correct amount and the correct form for the state, and queued for a manager to approve in one click.

Maintenance requests from every channel land in one queue. Each request is categorized, matched to the property's preferred vendor for that trade, and dispatched with the tenant's contact details and access notes. The tenant gets a confirmation. The coordinator sees the exceptions: emergencies, unknown vendors and requests that need a decision.

Owner statements are built automatically from the accounting system on the first business day, checked against the trust ledger, and sent. Owners with a question get a link to the same statement, not a PDF hunt.

Lease renewals are tracked from the lease dates already in your system. Ninety days out, the manager gets a list with current rent, market comparables you supply and a draft renewal letter ready to send.

Three scenarios we see on these teams

The shape of a typical engagement, with the names left out. Hours are illustrations of what a team this size usually gets back.

Scenario 1

Rent reminders and late notices

About 2 hours a week back

Before

A coordinator sends reminders on the 1st from a mail-merge, then on the 6th pulls the delinquency report and creates late notices one by one. About six hours each month, and the notices go out a day or two late when the 6th falls near a weekend.

After

Reminders and notices run from the ledger on schedule, with the right amount and the right form. Notices wait in a queue for one-click approval. The coordinator spends 20 minutes on the 6th instead of a day.

Scenario 2

Maintenance request intake and dispatch

About 12 hours a week back

Before

Requests arrive by phone, portal and email. A coordinator re-types each into a work order, looks up the vendor for that trade and property, calls or emails them, and follows up when they do not respond. Roughly 15 hours a week across the team.

After

Every channel feeds one queue. Requests are categorized and sent to the right vendor automatically with access notes. Tenants get confirmations, vendors get reminders when they have not acknowledged in four hours, and the coordinator handles only emergencies and exceptions.

Scenario 3

Monthly owner statements

About 8 hours a week back

Before

In the first week of the month, an accountant exports each owner's ledger, checks it, builds a statement and emails it. Two hundred owners, four days, and the same three questions from owners every month.

After

Statements are generated, checked against the trust ledger and sent on the first business day. Owners can open the current statement from a link at any time. The accountant reviews a list of properties with unusual activity instead of building 200 documents.

Tasks we see on these teams

Plain automation

Automate sending the same reminder on a schedule

It goes out on schedule with the right details, and only to the people who still need it.

Plain automation

Automate chasing invoices, statements and signatures

Reminders go out on schedule. The team sees only the accounts that need a conversation.

Plain automation

Automate the weekly report that only one person knows how to build

It builds itself every Monday at 6am. Nobody has to know how anymore.

Automation, AI where needed

Automate renaming, sorting and filing documents that arrive by email

They land in the right place, named the right way, the moment they arrive.

Run your own numbers.

Set to a typical team doing this work by hand. Change it to match yours.

People doing this work

Hours each, per week

Half an hour counts. 40 is a full week.

Fully loaded cost per person, per year

Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.

$45,000

Time spent on this task

40 hrs / week

About 2,080 hours a year of a person's time.

Labor value of that time: $45,000 / year
Your project price: Fixed quote after a free evaluation

Tell us about this task Share these numbers

These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.

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