Property management is a complex, multifaceted business. From tenant relations to financial reporting, every task demands attention—but not every task demands a human touch. With the rise of automation tools, property managers now face an important question: which tasks should be automated, and which require the nuance and judgment of a skilled team?
Here’s a breakdown of 10 essential property management tasks and whether they’re better suited for automation or staff.
1. Tenant Communications
Best for: Hybrid (Automation + Staff)
Tenant communication is a cornerstone of property management. While automation can handle routine messages—like rent reminders, maintenance updates, or lease renewal notices—human interaction is still essential for conflict resolution, nuanced questions, and building trust.
Automate:
- Welcome emails
- Rent reminders
- Maintenance status updates
- Lease renewal alerts
Use Staff:
- Handling complaints
- Negotiating lease terms
- Resolving disputes
Platforms like Buildium allow you to automate tenant communications through email templates and resident portals, freeing up staff to focus on more complex interactions].
2. Owner Reports
Best for: Automation
Owner reporting is a data-heavy task that benefits from automation. Property management software can generate monthly or quarterly reports, track financials, and even send them to owners automatically.
Automate:
- Monthly income/expense statements
- Occupancy and vacancy reports
- Maintenance logs
Use Staff:
- Customizing reports for high-value clients
- Explaining anomalies or trends
Buildium and Propertyware both offer automated owner reporting features that reduce manual effort and improve transparency.
3. Leasing Tasks
Best for: Automation
Leasing involves a series of predictable, repeatable steps—making it ideal for automation. From listing syndication to digital lease signing, automation speeds up the process and reduces errors.
Automate:
- Listing to multiple platforms
- Online applications
- Background and credit checks
- Lease generation and e-signatures
Use Staff:
- Conducting in-person or virtual tours
- Answering applicant questions
- Handling exceptions or special cases
Automating leasing tasks can reduce time-to-lease and improve applicant experience.
4. Maintenance Requests
Best for: Hybrid (Automation + Staff)
Maintenance is one of the most frequent touchpoints between tenants and property managers. Automation can streamline the intake and routing of requests, but human oversight is still needed for vendor coordination and quality control.
Automate:
- Online maintenance request forms
- Auto-routing to vendors or technicians
- Status updates to tenants
Use Staff:
- Vendor negotiations
- Emergency repairs
- Quality assurance
Buildium’s maintenance tools allow for automated ticketing and routing, while still giving staff control over approvals and follow-ups.
5. Invoicing and Accounting
Best for: Automation
Accounting is one of the most automation-friendly areas in property management. Modern platforms can handle everything from rent collection to bank reconciliation with minimal human input.
Automate:
- Rent invoicing and collection
- Late fee application
- Bank reconciliations
- Owner disbursements
Use Staff:
- Auditing and compliance
- Handling exceptions or disputes
Buildium and other platforms offer full accounting suites tailored to property management, including automated 1099 generation.
6. Tax Reporting
Best for: Automation
Tax season can be a nightmare without automation. Fortunately, most property management software includes tools to generate and e-file tax documents.
Automate:
- 1099 generation and e-filing
- Expense categorization
- Year-end summaries
Use Staff:
- Reviewing for accuracy
- Consulting with tax professionals
Automated tax reporting ensures compliance and reduces the risk of human error, especially when managing multiple properties.
7. Marketing and Lead Management
Best for: Automation
Marketing is another area where automation shines. From scheduling social media posts to nurturing leads through email campaigns, automation ensures consistency and scalability.
Automate:
- Listing syndication
- Email drip campaigns
- Lead scoring and segmentation
- Social media scheduling
Use Staff:
- Creating content
- Managing high-value leads
- Analyzing campaign performance
Tools like Buildium offer built-in marketing automation features that integrate with leasing workflows.
8. Inspections and Compliance
Best for: Hybrid (Automation + Staff)
Routine inspections can be scheduled and tracked through automation, but the actual inspection still requires a human touch.
Automate:
- Scheduling inspections
- Sending reminders to tenants
- Generating inspection reports
Use Staff:
- Conducting inspections
- Assessing property condition
- Following up on violations
Automation ensures that inspections are never missed and that documentation is consistent and accessible.
9. Document Management
Best for: Automation
Managing leases, applications, and compliance documents can be overwhelming without automation. Document management systems can store, categorize, and retrieve files instantly.
Automate:
- Lease storage and retrieval
- Document expiration alerts
- E-signature workflows
Use Staff:
- Reviewing legal documents
- Handling exceptions or disputes
Buildium offers robust document management features that integrate with leasing and compliance workflows.
10. Performance Analytics and Growth Planning
Best for: Hybrid (Automation + Staff)
Automation can surface key performance indicators (KPIs) but interpreting them and making strategic decisions still requires human insight.
Automate:
- Occupancy and turnover tracking
- Revenue per unit analysis
- Expense benchmarking
Use Staff:
- Strategic planning
- Portfolio expansion
- Vendor negotiations
Business intelligence tools help property managers identify trends and opportunities for growth.
The future of property management lies in a thoughtful blend of automation and human expertise. Automation excels at handling repetitive, rule-based tasks—freeing your team to focus on high-value, relationship-driven work. By strategically applying automation where it delivers the most value, property managers can reduce costs, improve service, and scale their operations with confidence.
To learn more about how Buildium can help you automate, sign up for a free 14-day trial, no credit card required, or schedule a demo.
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