How property management automation helps you take tenant and owner engagement to a new level

Property management automation can be a difference-maker when it comes to saving time—but that’s just the beginning. The right tools go well beyond crossing tasks off your to-do list. When used strategically, automation can streamline communication, improve response times, and create a better experience—ultimately helping you build stronger relationships with tenants and owners.

Let’s take a closer look at what automation can do for your property management business.

The Benefits of Property Management Automation

The term “property management automation” might sound complex, but it’s really just about using software and technology to streamline your property management business. At its core, automation reduces the manual work required to complete everyday tasks, such as rent collection or marketing listings. It gives you back time in your busy day and allows you to focus on more important things.

But the benefits go beyond just saving time. Adding the right automated tools to your tech stack also helps you improve the experience for owners and tenants. From instant updates to self-service options, automation helps you run a more efficient (and more connected) business.

Engaging Tenants with Property Management Automation

Now that you understand more about property management automation and how it works, let’s look at some ways you can leverage it to serve your tenants more effectively.

Online Portals and Apps

Today’s tenants are embracing technology more than ever and property managers can use that to their advantage. Property management software systems typically include online portals and apps that make it easy for tenants to complete important tasks like paying rent, even while on the go.

Making these tasks easier for tenants increases the chances they’ll stay on top of them. Offering an online portal or mobile application can potentially help you cut down on late payments and delinquencies.

Automated Communication

From policy changes to property condition issues, sometimes you’ll need to connect with multiple tenants as quickly as possible. The right property management tools, such as Buildium’s Resident Center, can help you send out mass communications via email or text with just a few clicks.

Being able to reach tenants when necessary fosters transparency, which builds trust and can lead to better working relationships. Plus, when tenants feel satisfied with their living arrangements, they tend to stay in place longer—reducing turnover.

Faster Work Order Completions

In the past, tenants had to call or email to submit a maintenance request, then follow up separately to check the status—adding extra hassle to their day. Not all tenants would follow through, which sometimes led to unresolved issues.

Now, maintenance automation has streamlined this process significantly. Tenants can submit maintenance requests through a mobile app, attach photos and supporting documentation with ease, and check the status of their work order at any time. This not only improves convenience but also helps prevent minor issues turning into costly repairs.

Virtual Tours and Showings

Scheduling showings using the typical process can be a challenge for potential tenants. Often juggling work schedules and other commitments makes it difficult for them to be able to see the unit when you’re in the office. Sometimes scheduling conflicts can even lead them to look elsewhere.

However, automation tools such as Tenant Turner make it simple for tenants to schedule showings at a time that works for them. They can schedule showings via email or text or even coordinate a self-service showing. By letting interested tenants choose a time that suits their schedule, you’ll be more likely to increase showings on your vacant units.

Better Feedback

Tenants often want to have a voice where they live, but being constantly available by phone or email can take a significant chunk of time out of your day. With that in mind, it’s a good idea to get ahead of the curve and find a way to proactively ask tenants to share their feedback with you on a regular basis.

In particular, automation apps such as Opiniion allow you to send out custom, branded surveys to your tenants so that you can get a better feel for what’s going on in your community. What’s more, you can also use it to prompt them to leave online reviews, furthering your marketing efforts with little output from your team.

Using Property Management Automation to Engage Owners

Property management automation doesn’t just benefit tenants—it also keeps owners more informed and involved. Here are a few key ways automation can strengthen owner engagement:

Real-Time Reporting and Dashboards

In the past, keeping an owner informed about how their investment property was performing involved sending them a monthly report and reaching out to them in the event of an unforeseen issue. This approach often left owners with a limited, big-picture view rather than real-time insights into their investment.

Fortunately, automation makes it possible for owners to be better informed without adding more work to your plate. For example, it can help you generate reports much faster, giving you the ability to send them more often. Taking things a step further, certain property management dashboards allow you to offer them real-time access to their performance data.

Financial Management

Since every property owner’s primary concern is their bottom line, property managers must be especially careful when tackling financial management tasks. There’s no room for sloppy recordkeeping or human error. In this case, even one mistake can lead to a significant breach of trust, or worse, losing an account entirely.

That said, the right property management accounting software can reduce errors by automating tedious tasks like reconciling bank statements and making sure that all financial records are kept in one unified place. At the same time, it can help increase transparency with owners by letting you generate uniform financial statements with the push of a button.

Automated Communication

Similarly to tenants, a record of clear communication with owners builds client loyalty, as well as growing and expanding your door count. When owners feel like you’re keeping them in the loop, they’re less likely to consider changing property management companies and more likely to recommend you to the other investors in their circle.

Features such as Buildium’s Owner Portal make communication simple by creating a centralized location where you can share financial reports in real-time, store important documents, and give owners access to whatever details they need at any time. Plus, if you need to send notices, you can use one of its built-in templates to help get you started.

How Automation in Reporting Can Help You Improve Service Offerings for Owners and Tenants

While no one can predict the future, property management automation provides data and analytics that allow you to take an educated guess at issues that might arise so you can plan for them accordingly. Here are two examples of how automation can help you provide better service offerings for your clients:

Predictive Analysis for Maintenance

Handling unforeseen maintenance issues is an unavoidable part of property management. Yet, by taking an in-depth look at past work orders, you can gauge where you stand, anticipate future issues, and make sure to leave room for them in your budget. Fortunately, property management automation can save you from having to go through and audit those work orders one by one.

For example, part of Buildium’s Analytics and Insights capabilities can track key maintenance metrics, such as task volume and the average time spent on a particular task. You can also filter data by task type, priority level, or assignee, giving you a clear picture of where time and resources are being spent.

Business Performance Data and Analytics

Data and analytics can go beyond simply helping you get a handle on your property’s maintenance tasks. On a broader scale, they can be used to analyze business performance, track your business goals, and determine what services, vendor relationships, and investments in properties are paying off.

In particular, Buildium’s Analytics and Insights can offer you real-time data on key performance metrics, such as expenses, leasing performance, and company revenue. It also shows you how your portfolio is performing compared to the competition and lets you bring staff members and clients in on these insights by serving up the data in easy-to-follow visualizations.

What to Consider Before Automating Your Business

Some property managers hesitate to automate certain workflows, unsure whether the potential efficiency will bring with it a drop in quality or lack of control over important business functions. These concerns are valid, but they need further unpacking. Here’s a look at some common challenges you might run into—and tips on how to address them.

• Data Security and Privacy Concerns: Some may be concerned that giving over their data puts them at risk for a security breach. If this is a concern of yours, look for property management automation tools that operate under a comprehensive security policy so that you have a better idea of how your data will be protected.
• Integration with Existing Systems: Many property managers wonder if they will struggle to integrate the new tools in their existing systems. The best automation tools offer access to an open API that allows you to seamlessly link the tool to the other software programs in your tech stack.
• Staff Training and Adoption: Property management teams can be hesitant to embrace new technologies, especially if there is a learning curve. Choosing automation tools that have onboarding support available can help ease this transition.
• Preserving the Human Touch: Finally, some people worry that leveraging property management technology can erode the human aspect of the job, which is what clients often respond to best. But it’s possible to incorporate automaton tools that work hand-in-hand with a human touch and that strategy often yields the best results.

Supercharge Your Property Management Automation Strategy

Automation isn’t just about saving time—it’s about delivering a better experience for tenants, owners, and your team. The right tools can streamline operations, improve communication, and increase transparency, making your business more efficient and profitable.

With Buildium’s property management software, you can automate everything from rent collection and maintenance requests to financial reporting and owner communications—all in one platform. And the best way to see the difference? Try it for yourself with a risk-free 14-day trial or schedule a live guided demo.

By embracing automation, you’re not just making your job easier—you’re setting up your business for long-term success.