Get Your First 100 Doors with These Property Management Tips

Whether you’re managing a handful of units or just getting your systems in place, the journey to your first 100 doors is both exciting and challenging. This milestone is more than just a number—it’s a signal that your business is gaining traction, your systems are working, and you’re ready to scale.

In this post, we’ll walk you through the strategies you need to grow your portfolio, structure your business for success, and market your services effectively. 

1. Define Your Value Proposition

Before you can grow, you need to understand what makes your property management company unique. Ask yourself:

• What types of properties do you specialize in (single-family, multifamily, vacation rentals)?
• What geographic areas do you serve?
• What pain points do you solve for landlords?
• What level of service do you offer (basic rent collection vs. full-service management)?

Your value proposition should be clear, concise, and tailored to your ideal client. This will guide your marketing, sales conversations, and service offerings.

2. Build a Scalable Company Structure

To handle 100 doors efficiently, you need a business structure that supports growth. Here’s how to set it up.

Core Roles to Fill

Define the core roles your property management company will need to scale up to 100 doors. Here are some of the typical roles you might want to hire for:

• Property Manager: Handles day-to-day operations, tenant communication, and maintenance coordination
• Leasing Agent: Markets vacancies, screens tenants, and handles lease signings
• Maintenance Coordinator: Manages vendor relationships and ensures timely repairs
• Bookkeeper/Accountant: Tracks income, expenses, and owner disbursements
• Business Development Manager: Focuses on acquiring new doors and nurturing leads.

You may start by wearing some of these hats yourself, but as you grow, delegate these roles to specialists or outsource them.

For a more in-depth look at staffing as you grow, check out <TK>.

Introduce Standard Operating Procedures (SOPs)

SOPs ensure consistency and make it easier to train new team members. Document your processes for onboarding new properties, handling maintenance, tenant screening, and owner communication. 

Pro Tip: Use a digital storage solution to centralize documents and grant access to those who need them.

3. Offer Services That Attract Owners

To win over property owners, your service offerings should be comprehensive and clearly communicated. Consider including:

• Tenant Placement: Marketing, showings, screening, and lease signing.
• Rent Collection: Online payments, late fee enforcement, and eviction coordination.
• Maintenance Management: 24/7 emergency response, vendor coordination, and preventative maintenance.
• Financial Reporting: Monthly owner statements, year-end tax documents, and transparent accounting.
• Property Inspections: Move-in/move-out and periodic inspections with photo documentation.
• Legal Compliance: Ensure adherence to local landlord-tenant laws and fair housing regulations.

Offering tiered service packages (e.g., Basic, Premium, Full-Service) can help you appeal to a broader range of owners.

4. Develop a Lead Generation Strategy

Getting to 100 doors requires a steady stream of qualified leads. Here are proven strategies to fill your pipeline:

Leverage All Property Management

All Property Management is a lead generation platform that connects property managers with landlords actively seeking services. It’s a powerful way to get in front of motivated prospects without cold calling. You can filter leads by property type, location, and service needs, making it easier to close deals.

Build a Referral Network

• Realtors: Offer referral fees for property owner leads.
• Contractors: Ask vendors to refer owners who need management help.
• Current Clients: Incentivize referrals with discounts or gift cards.

Optimize Your Website

Your website should clearly explain your services, showcase testimonials, and include a lead capture form. Use SEO best practices to rank for local search terms like “property management in [your city].”

Run Paid Ads

Use Google Ads and Facebook Ads to target landlords in your area. Highlight your unique selling points and include a strong call to action.

Attend Local Events

Join real estate investor meetups, landlord associations, and chamber of commerce events. These are great places to build relationships and establish credibility.

5. Nurture and Convert Leads

Once you have leads, the next step is turning them into clients. Here’s how:

• Respond Quickly: Aim to follow up within 15 minutes of receiving a lead.
• Use a CRM: Track interactions, set reminders, and automate follow-ups.
• Offer Consultations: Provide free property assessments or rent estimates.
• Build Trust: Share case studies, testimonials, and your process.
• Stay in Touch: Use email marketing to stay top-of-mind with leads who aren’t ready to sign yet.

6. Focus on Retention and Reputation

Growth isn’t just about adding doors—it’s about keeping them. Happy clients lead to referrals and long-term success.

Communicate Proactively

Send regular updates to property owners about vacancies, maintenance, and financials. Transparency builds trust.

Deliver Consistent Results

Minimize vacancies, respond to maintenance requests promptly, and enforce lease terms fairly.

Ask for Reviews

Encourage satisfied clients to leave reviews on Google, Yelp, and property management directories. Positive reviews improve your online visibility and credibility.

7. Track Your Metrics

To scale effectively, you need to know what’s working. Track key performance indicators (KPIs) such as:

• Number of doors under management
• Average days on market
• Rent collection rate
• Maintenance response time
• Client retention rate
• Cost per lead and cost per acquisition

Use this data to refine your marketing, improve operations, and make informed decisions.

8. Plan for the Next Phase

Once you hit 100 doors, you’ll face new challenges—hiring more staff, maintaining quality, and possibly expanding into new markets. Start thinking about:

• Hiring a General Manager to oversee daily operations
• Opening a second office in a nearby city
• Adding new services like short-term rental management or HOA management
• Investing in training for your team to maintain service standards

Getting to 100 doors as a property manager is a major milestone—and it’s absolutely achievable with the right strategy. Focus on building a scalable business, offering valuable services, and marketing consistently. Tools like All Property Management can help you accelerate your growth by connecting you with high-quality leads.

Remember, every door you add is a step toward financial freedom, business stability, and long-term success. Stay focused, stay consistent, and keep delivering value—and the doors will follow.

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