Author: Kristen Kotsionis

Harcourts Sheppard, managing 772 properties in South Australia, faced a critical turning point in 2018. With their previous property management software becoming obsolete, the agency needed a modern, cloud-based platform to streamline operations and support growth. Referred by peers within the Harcourts network, they chose to explore OurProperty as a solution.

Sarah from Harcourts Sheppard reflects:

“We were managing large teams and wanted to increase efficiency, reduce costs and potentially headcount. It seemed like a risk at the time, but it was an opportunity to modernise.”

Adapting to Change

Before transitioning to OurProperty, the agency encountered several operational challenges:

• Forced Migration: Their previous system was being phased out and alternatives felt outdated and didn’t meet the agency’s needs.
• Concerns with Trustless Accounting: South Australian legislation raised concerns about adopting a trustless accounting model, particularly around compliance
• Data Security: Cloud-based storage raised privacy and security questions as there were no local backups
• Operational Inefficiencies: Manual processes, paper-based documentation and limited integrations slowed productivity and hindered scalability.
  Sarah adds, “It was a bit of a risk at the time, but staying with an antiquated system didn’t make sense, so we took the chance.”

Welcoming a Streamlined, Cloud-Based Platform

OurProperty enabled Harcourts Sheppard to modernise and automate their property management operations. Key benefits immediately realised included:

• Paperless Operations: Transitioning to a fully paperless system eliminated manual filing and simplified documentation management
• Improved Scheduling: Automated booking and scheduling of inspections saved time and streamlined workflows
• Arrears Management: Automated arrears management significantly reduced arrears, improving cash flow and landlord satisfaction
• Integrated Maintenance and Apps: Multiple tools were consolidated into one cohesive system, improving efficiency. Sarah notes, “Scheduling and booking routines now save us so much time compared to how we used to work.”

“The platform is always tweaking and improving. It saves time, streamlines processes and makes property management more efficient overall. It’s a system that’s ever-evolving, and while we continue to share feedback, the time savings and streamlined systems are worth it.”

Final Thoughts: A Step Toward Modern Property Management

Harcourts Sheppard’s adoption of OurProperty marked a bold step toward modernising property management. While there are still challenges to overcome, the platform has delivered measurable efficiency gains, reduced arrears and enabled the agency to operate more effectively.

“It’s made our processes more efficient and allowed us to go paperless. As it continues to evolve, it will get even better.”

Looking to streamline your property management operations?

Contact us today or book a demo to see how OurProperty can support your agency’s transformation.

Kylie Larner – Rental Department Manager at Century 21 Platinum Agents Maryborough was on the hunt for a property management solution that could modernise their processes, reduce stress on property managers and improve efficiency. Facing the limitations of an outdated server-based platform, Kylie and her team began their search for a smarter alternative. After exploring various platforms, the choice was clear. 

“The intelligence of OurProperty, the fact that it didn’t require add-ons, and its automation capabilities were just amazing. 

The Challenge: Overcoming Manual Processes and High Arrears

Before adopting OurProperty, Century 21 Platinum Agents relied on manual processes that burdened property managers and left room for inefficiencies. The decision to embrace OurProperty wasn’t without concerns. 

Automation at Its Best

OurProperty provided an all-in-one solution with built-in automation, transforming how the agency operated. Kylie highlights, “The automation takes a lot of work off the team. It’s made their jobs so much easier. The client hub is another standout feature, giving us everything we need in one place.” The platform’s automation also set a new standard for arrears management. With direct debit payments, tenants were held accountable, and arrears plummeted. 

“Since transitioning to OurProperty, our arrears consistently stay below 1%.”

Efficiency Gains and Team Satisfaction

Since implementing OurProperty, Century 21 Platinum Agents has experienced transformative results:

• Arrears Reduced: From 6% to below 1%, thanks to automated rent collection
• Streamlined Processes: Automation eliminated repetitive tasks, freeing property managers to focus on client relationships
• Improved Morale: “Automation makes property managers happier. They’re less stressed and more focused,” Kylie explained.

Lessons Learned and Advice for Others

For agencies still using manual processes or alternative platforms, Kylie offers a clear perspective: “Automation keeps people accountable, simplifies operations and significantly lowers arrears. It makes life easier for property managers and improves communication.” While the platform’s automation is highly praised, Kylie expressed a desire for faster support on urgent matters. 

“Support is always available and having Jordan as our dedicated account manager for urgent matters has made a huge difference. That personal touch ensures we get the help we need when it matters most.”

A Brighter Future with OurProperty

Reflecting on the journey, Kylie is confident in the decision to choose OurProperty. The platform has redefined efficiency and accountability at Century 21 Platinum Agents while setting a strong foundation for growth.

“OurProperty is comprehensive, automated and truly makes life easier. It’s a game-changer for property managers and a competitive edge for agencies.”

Ready to experience the benefits of OurProperty?

Contact us today or book a demo to see how we can transform your property management operations.

Michael Brown, the owner of LJ Hooker Beenleigh, which manages 520 properties in QLD, began his journey with OurProperty nearly a decade ago. Initially attracted to its innovative smoke alarm compliance solution, Michael first adopted OurProperty in 2014 when it was still known as OurTradie. As the platform evolved into a full-fledged property management system, Michael embraced the change, especially as legacy tools like their previous property management software began to phase out.

“We were already using OurProperty as a plug-in to our previous property management software. When they introduced its payment system, the need for a trust account was gone. That’s when we threw ourselves into it 100%.”

Outdated Tools and Limited Automation

Before transitioning fully to OurProperty, LJ Hooker Beenleigh faced several operational challenges:

• Fragmented Processes: Their previous property management software required additional systems to manage tasks like smoke alarm compliance and maintenance, leading to inefficiencies
• Limited Automation: Tasks such as lease renewals and arrears management were heavily reliant on manual intervention, increasing the risk of human error
• Scalability Issues: As the agency’s portfolio grew, the limitations of legacy tools made it unsustainable to efficiently manage the increasing workload

“Our previous software was falling behind. When they introduced a cloud version, it didn’t match the usability and features OurProperty offered. Moving forward with OurProperty was an easy decision.”

The Transformative Impact of Automation

OurProperty’s comprehensive automation and consolidation transformed operations at LJ Hooker Beenleigh. The platform streamlined critical processes and eliminated manual tasks across multiple areas:

• Lease Renewals: OurProperty automatically issues notices and reminders, reducing the risk of human error and ensuring timely renewals
• Invoice Management: The system automates invoice processing, freeing up staff time and improving accuracy
• Arrears Control: Arrears, which were previously a challenge due to socio-economic factors, are now efficiently tracked and resolved thanks to the platform’s automation

“When property managers from other agencies see how simplified our lease renewals are, they can’t believe it. The system takes care of things automatically.”

Scalable Operations, Cost Savings and Reduced Errors

Since fully integrating OurProperty, LJ Hooker Beenleigh has experienced several key outcomes:

• Scalable Management: The agency shifted from a portfolio-based management structure to a pod-based system, allowing them to handle more properties with the same number of staff
• Cost Savings: Michael highlights that OurProperty’s all-in-one approach eliminates the need for additional plugins, such as a 360-inspection module, tap maintenance tools and document signature software like DocuSign. “The savings are vast across anything you’d want for managing your portfolio. We no longer worry about the costs of additional plugins, as everything we need is built into OurProperty.”
• Reduced Human Error: Automation has significantly decreased the risk of errors, ensuring better service delivery and fewer issues for landlords and tenants
• Streamlined Operations: Consolidating all tools into one system simplified workflows, leading to cost savings and greater operational efficiency

“The trustless system and high levels of automation mean less chance of human error and better service delivery.”

Looking Ahead: The Future with OurProperty

As Michael looks to the future, he remains confident that OurProperty will continue to support the agency’s growth.

“The system is adaptable, scalable, and consistently evolving. It’s helped us stay ahead of the curve and we’re excited about what comes next.”

See the Difference for Yourself

To see how OurProperty can streamline your operations, reduce costs and eliminate errors, get in touch with us today and request a demo to explore how our platform can benefit your property management business.

Managing a portfolio of 3,600 properties in New South Wales, Morton Real Estate faced growing pains as outdated systems and fragmented tools created inefficiencies and blind spots in their operations. Recognising the need for modernisation, the agency made the pivotal decision to adopt OurProperty, a platform designed to consolidate tools, automate workflows, and provide real-time insights for proactive management.

“My focus is to know what the property management team is doing without having to ask them. I need to see trouble long before trouble takes place and understand what is on track and what is off track. OurProperty allows me to do this through the many business and financial reports it provides,” remarks Betty Drennan, Director & Head of Property Management

Operational Bottlenecks and Inefficiencies

Ewan Morton, Joint Managing Director at Morton Real Estate, explained the key challenges that necessitated a change:

• Outdated Technology: Legacy systems could not keep pace with the demands of a large and dynamic portfolio
• Fragmented Tools: Siloed systems created redundancies, inefficiencies, and data gaps, hindering operational performance
• Manual Processes: Key performance indicators (KPIs) were tracked manually, delaying responses to problems and impeding real-time oversight

“We were at a point where our systems weren’t cutting it for us anymore. We were always scrambling to catch up, and when a portfolio slipped, we didn’t know until it was too late—often taking three months to address an issue.”

These challenges highlighted the need for a modern, integrated solution to streamline operations and empower the team to scale effectively.

Unified Systems and Automated Workflows

OurProperty emerged as the comprehensive solution Morton’s Real Estate team needed to address their operational challenges.

Key features that transformed their business include:

• Consolidation of Tools: OurProperty unified multiple systems into a single platform, simplifying workflows and eliminating the need for add-ons. “With OurProperty, everything is in one system. It simplifies everything,” a PM Team member emphasised.
  
• Automation with Discipline: Automating lease renewals, inspections, and financial reporting reduced manual work while ensuring consistency and accountability. “The automation ensures our team is disciplined and processes run smoothly,” Betty added.

Improved Efficiency and Financial Performance

The adoption of OurProperty has led to significant operational and financial benefits for Morton Real Estate:

• Enhanced Oversight: Real-time reporting provides early warnings for potential issues, enabling proactive intervention
• Streamlined Operations: Automation has replaced redundant manual processes, allowing the team to focus on high-value tasks
• Cost Efficiency: The consolidation of tools not only saved costs but also delivered tangible financial benefits, including increased profitability

“The reports and dashboards give us the clarity we need to focus on what’s working and quickly address areas that need attention”

Lessons Learned: A Scalable, Evolving Solution

“For agencies managing more than a thousand properties, other systems just don’t have the scalability or flexibility needed. OurProperty listens to our feedback and continuously evolves to meet our needs,” Ewan emphasised.

A Future-Ready Platform

Morton Real Estate’s transition to OurProperty has reshaped their operations, making them more efficient, accountable, and ready for growth.

“The consolidation of tools, automation of processes, and better data insights have positioned us for growth while reducing costs and increasing accountability across the team.”

Is it time to streamline your operations?

Contact us today and request a demo to see how OurProperty can transform your property management business.

The Challenge: Outdated Systems and Manual Processes

RE/MAX Success, a well-established property management business, was grappling with outdated systems that weren’t integrated, leading to inefficiencies and frustration. Their property management software was not cloud-based, and they were faced with the looming challenge of transitioning away from an increasingly unreliable system. With multiple systems for different functions, managing and scaling the business effectively was becoming more and more difficult.

“We used to spend so much time working around the system’s limitations. There were days we had to stay until midnight just to get end-of-month reconciliations done because the system couldn’t be used while we were processing payments.”

A Smooth Transition to a Unified System

The switch to OurProperty couldn’t have come at a better time. Although there were some early challenges—like getting tenants to adopt the new payment system—the team quickly adapted by training their staff to help tenants through the transition. As Katie shares, “The team worked hard to guide tenants through the setup process, and soon enough, everything ran smoothly. The old system was phased out, and the automation of payments and reporting began to make a real difference.”

Eliminating Trust Account Management and Saving Time

One of the biggest wins was the decision to stop managing their rental trust account. Before, the process was time-consuming and prone to errors. “We were spending two to four hours every day just managing the trust account,” explains Daniel. “If anything went wrong, it was a nightmare to resolve. It would be multiple days of work to fix one mistake and that just wasn’t sustainable.” With OurTrust, powered by OurProperty, this burden was lifted entirely. Payments, reconciliations and compliance tracking are all automated now, eliminating the stress of manual processes and reducing the need for late-night work sessions.

“We can finally breathe. No more working until midnight just to close out the month.”

The transition away from manual trust account management also eliminated costly audits. “In the past, we had to pay external auditors to check everything. Now, that’s handled automatically, saving us a huge amount in audit fees,” shares Katie. The freed-up resources allowed them to focus on more important areas of the business and reinvest the savings into rewarding their team.

Simplifying Operations and Boosting Productivity

With OurProperty, RE/MAX Success was able to streamline operations and increase the number of properties each property manager could handle.

“Before, our property managers could only manage 60-80 properties each. Now, they can manage up to 230 properties. That’s been a game-changer for us.”

The time saved from automating tasks like arrears management, lease renewals and payment processing meant property managers could focus on higher-value tasks, improving both efficiency and morale.

The leasing process also became much smoother. With everything—from lease signing to maintenance management—handled through the same system, property managers no longer needed a separate department for lease renewals. “We’ve been able to reduce the workload significantly while improving our service quality,” Katie says. “Our tenants are happier and so are our landlords. The feedback has been overwhelmingly positive.”

Cost Savings and Increased Efficiency

The business saw major cost savings after transitioning to OurProperty. They no longer needed multiple software subscriptions, which used to cost them $1,300–$1,400 per month. Now, the only additional expense is minimal SMS charges. “The reduction in costs has been huge,” says Daniel. “We also saved on wages, with fewer staff needed to handle manual data entry, which helped us retain talent in a competitive job market.” The savings didn’t just go into the business—they were also reinvested into rewarding the team.

Final Words of Advice

For businesses considering making the switch to OurProperty, RE/MAX Success offers some practical advice:

“There’s never a perfect time to switch. But once you make the decision, just go for it. The onboarding process is quick, and once you’re past that, you’ll see the time and cost savings in no time.”

Katie and Daniel are happy to share their experience with other property managers considering a move to OurProperty.

RE/MAX Success is a prime example of how adopting an automated, integrated property management solution can streamline operations, reduce costs and improve team productivity—while creating a better experience for tenants and landlords. Thanks to OurProperty, they’ve scaled their business, saved money and enhanced staff satisfaction, all while improving service quality.

Want to achieve similar results for your business? Get in touch with our team or book a demo today to see OurProperty in action!