9 Ways to Use Automation in Property Management

In today’s fast-paced real estate landscape, property managers are expected to juggle a growing number of responsibilities—everything from tenant communications and maintenance coordination to financial reporting and marketing. Fortunately, automation has emerged as a powerful ally, helping property managers streamline operations, improve tenant and owner satisfaction, and uncover new opportunities for growth.

Here are nine ways to use automation in property management, with real-world examples from Buildium, one of the industry’s leading platforms.

1. Automate Rent Collection and Payment Tracking

Rent collection is one of the most repetitive and time-sensitive tasks in property management. Automate this process by enabling tenants to pay rent online via ACH or credit card. You can also:

• Send automated rent reminders
• Apply late fees automatically
• Deposit funds directly into your bank account
• Track payment status in real time

This not only improves cash flow but also reduces the administrative burden on your team.

2. Streamline Maintenance Requests and Work Orders

Maintenance issues are inevitable, but how you handle them can make or break tenant satisfaction. Allow tenants to submit maintenance requests through a resident portal, which are then automatically routed to the appropriate technician or vendor.

With Buildium, you can:

• Assign work orders based on issue type or location
• Track progress and completion in real time
• Send automatic status updates to tenants
• Maintain a digital record of all maintenance activity

This ensures faster response times and fewer dropped balls, enhancing the tenant experience.

3. Enhance Tenant and Owner Communication

Clear, timely communication is essential in property management. Buildium’s centralized communication tools allow you to automate messages to tenants, owners, and vendors.

Use Buildium to:

• Send welcome emails, lease renewal reminders, and rent receipts
• Notify tenants of upcoming inspections or policy changes
• Share monthly or quarterly owner reports
• Segment communications based on property, lease status, or tenant behavior

This reduces the volume of one-off emails and calls while improving transparency and trust.

4. Simplify Leasing and Tenant Screening

The leasing process—from listing to move-in—can be complex and time-sensitive. Buildium streamlines every step, including:

• Syndicating listings to multiple platforms
• Accepting online applications
• Running automated background and credit checks
• Sending lease agreements for e-signature

Once a lease is signed, Buildium can trigger move-in checklists, notify your team, and update your accounting system—all automatically.

5. Automate Accounting and Financial Reporting

Property management accounting involves more than just tracking income and expenses. Buildium includes robust accounting tools that automate:

• Bank reconciliations
• Monthly owner statements
• Escrow balance tracking
• 1099 preparation and e-filing

This improves accuracy, saves hours of manual data entry, and reduces the risk of costly errors.

6. Optimize Marketing and Lead Nurturing

Marketing automation helps property managers attract and convert leads more efficiently. Buildium offers built-in marketing features that allow you to:

• Automatically post listings to Zillow, Trulia, and HotPads
• Track lead sources and conversion rates
• Send drip email campaigns to prospective tenants
• Schedule social media posts and listing updates

These tools ensure your marketing efforts are consistent, data-driven, and scalable.

7. Improve Operational Efficiency with Workflow Automation

Beyond specific tasks, automation can be used to orchestrate entire workflows. For example, when a lease is signed in Buildium, a series of automated actions can be triggered:

• Notify the maintenance team to prepare the unit
• Send a welcome packet to the tenant
• Update the accounting system with the new lease terms

Buildium also supports integrations and an open API, allowing you to connect with other tools and automate custom workflows across platforms.

8. Use Analytics to Identify Growth Opportunities

Automation isn’t just about doing things faster—it’s also about doing them smarter. Buildium provides dashboards and reports that surface trends and insights, helping you:

• Identify underperforming properties
• Track occupancy and turnover rates
• Forecast revenue and expenses
• Spot opportunities for upselling services or expanding your portfolio

These insights empower property managers to make data-driven decisions that fuel sustainable growth.

9. Customize Owner and Tenant Experiences

Today’s renters and property owners expect personalized, tech-enabled experiences. Buildium allows you to tailor interactions through:

• Custom owner portals with real-time financial data
• Tenant portals with maintenance tracking and payment history
• Automated surveys to gather feedback and improve service
• Dynamic content and messaging based on user behavior

This level of customization not only improves satisfaction but also sets your business apart in a competitive market.

Final Thoughts

Automation in property management is no longer a luxury—it’s a necessity. By embracing automation across your operations, you can reduce manual tasks, improve communication, track financials with precision, and uncover new avenues for growth.

Buildium stands out as a platform that brings all these capabilities together in one place. Whether you’re managing a handful of units or a large portfolio, Buildium’s automation features can help you scale efficiently while delivering exceptional service to tenants and owners alike.

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If you’re interested in how Buildium can help you reach your automation goals, check out our free 14-day trial, no credit card required, or schedule a demo.