11 property management tasks to automate

Property management involves balancing repetitive tasks with high-quality, personalized service. Automating certain tasks is one way to handle the first half of that equation while freeing up time to focus on the second.

This post details the most valuable property management tasks to automate. From collecting rent collection to finding leads, we’ll focus on how readily available tools can help you work smarter and more efficiently.

Access Control Systems

Managing who accesses your properties and when can get complicated, especially in multi-unit or multi-building communities. Traditional lock-and-key systems no longer meet the current demand for both security and convenience.

Automate access control by adopting smart locks, mobile credentials, biometric scans, or key cards integrated with cloud management platforms. Property managers grant or revoke access remotely—ideal for new residents, maintenance teams, or emergency personnel.

Automated access logs record every entry, creating a digital audit trail that improves safety and accountability. These records help resolve disputes or investigate incidents promptly.

Integrate access control with visitor management software to let guests receive temporary access codes or notifications without involving the leasing office. This reduces staff workload and makes access more convenient for residents.

Key takeaway: Automating access control reduces security risks while increasing residents’ sense of safety and convenience.

Tool to explore: ButterflyMX

Automated Checklist Software

Property managers handle many recurring tasks such as regular inspections, maintenance, compliance audits, and overseeing the move-in and move-out processes. Missing a task can create safety issues, upset residents, or lead to costly violations.

Automate these workflows with checklist software that schedules and tracks each task. Managers and maintenance staff get alerts when it’s time to complete monthly fire alarm tests or seasonal landscaping.

Include detailed instructions, checkboxes, photo uploads, and real-time status updates. Supervisors monitor task progress via dashboards, spotting delays before they escalate.

Customize workflows by property or team member, assign priorities, and link vendor contacts or maintenance manuals.

Key takeaway: Automated checklists reduce errors, support compliance, and keep properties well-maintained with less manual oversight.

Tool to explore: TransUnion’s tenant screening software

Cloud-Based Document Integration

Property management generates a huge volume of documents—leases, applications, invoices, inspection reports, and legal notices. Organizing, storing, and sharing these files efficiently can become overwhelming.

Centralize documents using cloud-based integration, creating a secure online repository accessible anytime. Managers and residents find documents quickly through search and filter tools.

Automate electronic lease signing and send notifications to residents as deadlines approach. Automatically upload maintenance records from service providers or inspectors to maintain a complete property history.

Control access by assigning permissions, so only authorized users view sensitive documents, preserving privacy and compliance.

Key takeaway: Cloud integration cuts paper clutter, lowers filing errors, and speeds up workflows, allowing managers to focus on higher-value tasks.

Tool to explore: Buildium’s cloud leasing and document storage

Financial Tracking Automation

Tracking income, expenses, taxes, and budgets across multiple properties challenges even the most experienced managers. Manual data entry or spreadsheets invite mistakes and delays that harm profitability.

Connect payment systems, bank accounts, and accounting software into a real-time platform. Rent payments, maintenance costs, utility bills, and vendor invoices flow into the system without manual input.

Generate detailed reports on cash flow, outstanding balances, and budget variances at any time. Automation flags overdue payments and triggers alerts for late fees or collections.

Automate tax calculations and compliance reports, simplifying year-end filings and audits.

Key takeaway: With automated financial tracking, managers gain timely insights, reduce errors, and improve owner reporting.

Tools to explore: Purchasing Platform and Clyr expense maangement

Lead Generation Automation

Filling vacancies quickly keeps revenue steady. Automate lead generation to attract and qualify potential renters without draining staff resources.

Capture leads from websites, social media, and listing platforms into a centralized CRM. Send welcome emails, pre-qualification questionnaires, or self-scheduling links automatically.

Score leads based on budget, move-in date, or credit score to help leasing agents focus on the most promising prospects.

Trigger follow-up reminders based on lead activity to prevent missed opportunities.

Key takeaway: Automating lead generation helps managers fill vacancies faster, increase conversions, and save staff time.

Tools to explore: All Property Management and Goodjuju

No-Code Automation Tools

Not every property manager codes, but everyone benefits from workflow automation. No-code tools let managers build custom automation without programming.

Use visual drag-and-drop interfaces to create workflows connecting apps and triggering actions based on events. For example, a new maintenance request can generate a work order, notify the vendor, update the resident, and log the task automatically.

No-code tools integrate with popular property management software, email, calendars, and communication apps to create seamless processes.

Key takeaway: This approach lets managers adapt quickly to unique business needs or scale operations without IT delays.

Tool to explore: Buildium’s open API

Package Management Software

With the rise in package deliveries, property staff face increased pressure to track, secure, and notify residents about arrivals.

Automate this process with package management software. Staff scan packages upon arrival, and the system sends instant notifications to residents via text or app.

Residents pick up packages from secure lockers or designated areas using codes or mobile credentials.

Track package volume, delivery times, and pickups to optimize space and staff schedules.

Key takeaway: Automation reduces lost or stolen packages, cuts manual logging time, and improves resident satisfaction through fast, transparent service.

Tool to explore: ButterflyMX for package deliveries

Property Accounting Software

Managing finances across multiple properties requires specialized accounting features beyond standard business software.

Use property accounting software to automate rent ledger management, expense tracking, bank reconciliations, and owner distributions. These tools comply with industry accounting standards, simplifying audits and tax reporting.

Integrate tenant payments, vendor bills, and payroll into unified ledgers. Generate profit and loss statements, balance sheets, and customized reports instantly.

Receive alerts for late payments, lease expirations, or budget limits to stay informed and proactive.

Key takeaway: This automation cuts bookkeeping errors, saves time, and improves financial transparency.

Tool to explore: Buildium’s accounting and tax prep software

Rent Collection Automation

Collect rent efficiently to maintain steady cash flow. Automate rent collection to reduce late payments and ease administrative burdens.

Offer residents multiple digital payment options such as ACH transfers, credit cards, or mobile wallets. Residents can schedule recurring payments or pay manually through portals or apps.

Send automated reminders before due dates and alert managers about failed or late payments. Calculate late fees and initiate collections workflows without manual input.

Sync rent payments with accounting software to eliminate data entry and reconciliation.

Key takeaway: Automating rent collection boosts payment rates, reduces staff time chasing payments, and improves resident convenience.

Tool to explore: Buildium online rent payments

Vendor Communication Automation

Coordinating maintenance and repairs requires constant vendor communication. Automate these interactions to reduce delays and miscommunications.

Route work orders directly to appropriate vendors based on availability, location, or contract terms. Vendors receive digital notifications, accept or decline jobs, and update status in real time.

Track progress through dashboards, see completed tasks, and identify bottlenecks immediately.

Measure vendor performance automatically to evaluate reliability and cost-effectiveness.

Key takeaway: Automated communication speeds up maintenance resolution, increases accountability, and cuts manual phone calls or emails.

Tool to explore: Property Meld

Workflow Automation

Workflow automation connects systems, processes, and people to operate seamlessly.

Design end-to-end processes that trigger actions across apps and teams. For example, when a lease expires, a workflow can send renewal notices, update accounting, schedule inspections, and generate reports without manual steps.

Capture task handoffs, approvals, and notifications to reduce delays and human error.

Gain full visibility into operations via dashboards and alerts to support data-driven decisions.

Key takeaway: Workflow automation frees teams from repetitive tasks, allowing focus on resident engagement and business growth.

Tool to explore: Buildium’s comprehensive property management software

How to Test Run Workflow Automation for Your Business

In both large and small ways, automation can change how property management teams handle daily tasks. The examples we covered above from automating access control, checklists, document management to financial tracking, lead generation, and package handling only scratch the surface of use cases in the industry.

To get the best idea of how automation fits into your specific workflows and business model, we recommend testing software out for yourself. To that end, Buildium offers a free, 14-day trial and live guided demo that lets you see firsthand which tools can help you improve efficiency, reduce errors, and elevate the resident experience.