Category: Blog

If you ask any property manager what their biggest headache is, chances are they’ll mention maintenance. It’s a process riddled with inefficiencies, frustrating for everyone involved, and one of the most time-consuming aspects of property management.

Why Is Maintenance Such a Challenge?

1. A Major Bottleneck
Every agency struggles with maintenance. It’s a daily frustration, eating into valuable time that could be spent on higher-impact work. The sheer volume of requests means property managers are constantly firefighting rather than focusing on growing their business.

2. Too Many Manual Steps
Traditionally, a single maintenance request involves around 13 different tasks. Property managers act as the middleman, coordinating between tenants, landlords, and tradies. From logging the issue to getting approvals, finding the right tradesperson, scheduling repairs, and updating all parties, the back-and-forth is endless.

3. A Scale Problem
For smaller portfolios, this might be manageable. But once an agency scales past 200 properties, the cracks start to show. Tasks pile up, important requests slip through the cracks, and property managers find themselves overwhelmed. High-value work—like building relationships and strategizing for growth—takes a back seat to chasing maintenance updates.

The Solution: Automation

The good news? Maintenance doesn’t have to be this hard. By automating key steps, agencies can cut the process from 13 steps down to just 5, saving time, reducing errors, and improving service for tenants and landlords alike.

Here’s how automation transforms maintenance management:

✅ Tenant Self-Service
Tenants can log maintenance requests through a self-service portal, ensuring all necessary details (like photos and descriptions) are captured upfront. No more back-and-forth just to get basic information.

✅ Landlord Visibility
Landlords can see the status of maintenance requests in real time without having to chase updates from property managers. Approvals become seamless, reducing delays.

✅ Tradie Portals for Seamless Communication
Rather than relying on phone calls and emails, tradespeople can access a dedicated portal where they receive job details, update progress, and even submit invoices—all in one place.

The Impact

By removing unnecessary steps, agencies free up their property managers to focus on what truly matters: building relationships, growing their business, and delivering exceptional service. It’s time to leave behind the frustration of traditional maintenance workflows and embrace a smarter, more efficient way of working.

Want to see how our platform automates maintenance and saves your agency hours every week? Get in touch for a demo today!

In property management, efficiency and transparency are everything. Yet, too often, critical information gets lost between Property Managers, tenants, landlords, and tradies, leading to delays, miscommunication, and frustration.

The disjointed nature of traditional property management means endless manual follow-ups, long response times, and unhappy clients left waiting without knowing what’s going on.

Property Managers are bogged down chasing updates, tradies face delays in receiving job details, tenants are left wondering when issues will be resolved, and landlords struggle to get timely insights into their investments.

The Power of a Connected Property Management Ecosystem

A truly integrated approach to property management bridges these gaps by ensuring that all key players have access to the information they need in real time. When systems are disconnected, workflows become inefficient, leading to missed opportunities, unnecessary costs, and an overwhelming administrative burden.

• Delayed maintenance requests: Tenants report issues, but without an efficient system, these requests can be lost in emails, spreadsheets, or manual processes. Tradies may not receive timely job details, leading to longer wait times and increased frustration for everyone involved.
• Lack of financial clarity: Landlords need visibility into income, expenses, and approvals, but traditional systems often require back-and-forth emails or phone calls just to confirm basic details.
• Inefficient lease management: Renewals, rent reviews, and compliance checks can fall through the cracks, resulting in lost revenue, compliance risks, and extra work for Property Managers.
• High admin workload: Property Managers spend excessive time on manual data entry, chasing updates, and reconciling information across different systems, limiting their ability to focus on high-value tasks like client relationships and portfolio growth.

How OurProperty Solves These Challenges

The OurProperty Ecosystem is designed to eliminate inefficiencies by seamlessly connecting Property Managers, tenants, landlords, and tradies through a single, fully integrated platform. Each party has their own dedicated portal, enabling smooth interactions, instant updates, and real-time transparency.

• Automated workflows ensure that maintenance requests are instantly assigned to approved tradies, with real-time updates flowing between tenants, Property Managers, and landlords.
• Built-in compliance checks help Property Managers stay ahead of regulatory requirements, reducing risk and ensuring smooth operations.
• Real-time financial tracking gives Landlords immediate access to statements, rent payments, and approvals without unnecessary delays.
• Seamless lease management automates renewals, rent reviews, and documentation, ensuring critical deadlines are met with minimal effort.
• Instant communication and notifications keep everyone informed, eliminating the need for constant follow-ups and reducing response times.

A Smarter, More Efficient Future

With OurProperty, property management agencies can move away from fragmented systems and time-consuming manual processes. By centralising all interactions within one platform, agencies can reduce admin workload, improve response times, and enhance the overall experience for their clients and service providers.

The result? Less stress, fewer errors, and more time to focus on what really matters—growing your business and delivering outstanding service.

Ready to experience the benefits of a truly connected property management platform? Book a demo today and see how OurProperty can transform your agency.

Managing arrears is one of those tasks that always seems to take up more time than it should. Chasing payments, sending reminders, tracking responses—it’s a tedious process that pulls you away from more important work. But what if it didn’t have to be?

OurProperty automates arrears management so you can spend less time chasing overdue payments and more time focusing on your business.

Smarter Arrears Management with Less Effort

Instead of manually following up on missed payments, OurProperty does the heavy lifting for you. Our platform automatically sends daily arrears reminders via SMS and email, while its AI learns tenant payment habits and adjusts messaging to encourage faster payments. Every tenant response is recorded in the system, so you always have a clear picture of what’s happening—without the endless admin.

OurProperty Arrears Process

No More Guesswork with Payment Plans

Setting up a payment plan should be simple, and with OurProperty, it is. Property managers can create payment plans in seconds, and the system keeps track of extra payments and defaults. If a tenant misses a payment, OurProperty picks up right where it left off—no need to restart the process or manually reissue notices.

A Fully Automated Arrears Workflow

OurProperty takes automation a step further by:

• Generating an up-to-date arrears list automatically each business day
• Adding ledger comments when arrears notices are issued or retracted
• Providing a clear overview of arrears, payment plans, and financial metrics in The Centre

You’ll always know exactly where things stand, without spending hours digging through reports.

Arrears Management That Works for You

Keeping track of arrears shouldn’t be a full-time job. With OurProperty, property managers can easily monitor arrears for their own portfolio, while office managers get a complete view of the agency’s arrears performance. Dedicated reports drill into key metrics, notices, rental payment plans, and dishonored payments, giving you all the data you need—without the hassle.

Reclaim 90% of Your Time While Reducing Arrears

With OurProperty handling the repetitive work, property managers are getting back 90% of the time they used to spend chasing arrears. That means fewer overdue payments, less stress and more time to focus on growing your business.

Want to see how it works? Book a demo today and let us show you how OurProperty makes arrears effortless.

Finding the right tenant shouldn’t be a time-consuming, high-risk process. OurProperty takes the hassle out of tenant screening by automating the entire process, saving you hours of admin work while ensuring landlords get the best possible match.

How OurProperty Streamlines Tenant Screening

⭐ Instant Star Ratings for Easy Comparisons

OurProperty’s intelligent system automatically ranks applicants based on key criteria, giving property managers an instant snapshot of the best matches. This means you no longer have to manually sift through applications—OurProperty does the heavy lifting for you, ensuring you always have the best candidates at your fingertips.

📋 Shortlisting Made Simple

Gone are the days of spending hours reviewing applications. With OurProperty, you can quickly generate a curated shortlist of the most suitable applicants and send it to landlords with just a few clicks. This streamlined approach speeds up the approval process, making it easier than ever to find the right tenant without the usual back-and-forth.

🖊️ Leases, Sorted

Once a landlord selects a tenant, OurProperty takes care of everything else. The system automatically generates lease agreements, welcome letters and payment links (if using OurProperty Payments). With e-signatures built in, the process moves forward seamlessly, ensuring tenants are onboarded quickly and efficiently.

The Full Process, Fully Automated

OurProperty ensures a smooth, hassle-free tenant screening process from start to finish:

1. Tenants can apply online or through their mobile devices, making the process convenient and accessible.
2. They upload their 100 points of ID and reference details, reducing paperwork and administrative tasks.
3. All applications are managed within OurProperty, keeping everything organised in one place.
4. Employment and rental references are automatically requested and recorded, eliminating the need for manual follow-ups.
5. The system compiles a list of top recommendations and sends it directly to the landlord for review.
6. Applicants receive real-time updates on their application status, keeping them informed and engaged.
7. If a tenant isn’t approved, they can be automatically directed to other available properties, maximising occupancy rates.
8. Once approved, the new tenant’s profile is created in OurProperty, ensuring a seamless transition.
9. Lease agreements, welcome letters and payment links are automatically generated, allowing for a fast and efficient move-in process.

“The Tenant Acquisition component has increased productivity and dramatically decreased our application processing times. I strongly recommend it to any agency!”.

Kate Bailey
Property Management – LJ Hooker Sunnybank Hills

The Benefits: More Efficiency, Less Risk

With OurProperty, you can save valuable time by eliminating tedious administrative work and data entry. By keeping everything digital, your office can go paperless, reducing clutter and improving efficiency. Faster approvals mean fewer vacancy periods, ensuring landlords experience minimal downtime. A streamlined process also means increased revenue and a better bottom line for your business.

In addition, automated updates keep applicants informed throughout the process, enhancing communication and reducing frustration. No more chasing missing information—OurProperty ensures that all necessary details are collected and verified automatically. From requesting references to generating emails, every step is optimised to save time and reduce stress.

A Better Way to Screen Tenants

With OurProperty, tenant screening is no longer a headache. Our automated process ensures that you spend less time on admin, reduce risk and secure great tenants faster.

Contact us today to book a free, personalised demo for your business and let us show you how OurProperty can transform your business.

Less risk, less time, more wow for your landlords. 💪

Change is hard. It’s a truth universally acknowledged—whether you’re moving to a new home, switching software systems, or even introducing new processes in your business. But when the change is about upgrading the backbone of your operations—the systems you rely on to run your property management business—it can feel like an overwhelming task. 

We get it. Transitioning from one system to another is never a simple decision. It’s a lot of work, it takes time, and there’s always that fear of the unknown. You’ll wonder if your team will adapt, if your data will transfer seamlessly, and if you’ll really see the promised improvements. It’s easy to focus on the hurdles and not the rewards.

But let’s stop for a moment. When you consider the long-term benefits of moving to a system that can save your team time, reduce costs, improve efficiencies, and streamline communication, it’s clear: the question isn’t can you afford to make the switch. It’s can you afford not to?

The Challenges of Property Management Agencies

Property management businesses are facing increasing pressure. The industry is fast-paced and competitive, with rising client expectations and demands for exceptional service. On top of that, property managers are expected to juggle multiple systems to handle tasks like accounting, leasing, maintenance, communication, and more. Every additional system means more complexity, more training and a higher risk of errors or missed tasks. For staff, this leads to burnout, frustration and often, high turnover rates. For landlords, the frustration of dealing with inefficient systems and inconsistent service can lead to dissatisfaction—and potentially, the loss of clients.

The constant balancing act of ensuring exceptional service while managing a high volume of properties, multiple systems and complex workflows leaves little room for innovation or growth. The truth is, the inefficiencies and time-consuming tasks of outdated systems are holding your agency back.

Why Transitioning Systems is Necessary

When you realise your systems are no longer serving you, it can feel like a daunting mountain to climb. But it’s crucial to recognise that transitioning to a more efficient platform isn’t just a solution to problems—it’s an opportunity to unlock growth. It allows you to consolidate your operations, streamline tasks and create a cohesive experience for both your team and your clients. By reducing the number of systems you rely on and automating repetitive tasks, you can free up time to focus on what truly matters: building relationships with clients, improving services and increasing your agency’s efficiency.

That said, system migrations aren’t without their challenges. Whether it’s data migration, training your team, or adjusting workflows, change requires effort. You have to ensure that your team is onboard, your clients aren’t disrupted and the new system lives up to the promises. The right support and a clear strategy are essential for ensuring the transition is smooth.

Why Support Matters: The Transition Process

At OurProperty, we understand the challenges of moving to a new system. That’s why we take a hands-on approach to ensure your business and team are supported at every stage. We know the potential pain points and we’ve designed our onboarding process to be as seamless as possible.

We handle the entire migration process from your existing platforms to OurProperty, ensuring that your data is transferred accurately and efficiently. This includes migrating data from all your current systems, with a thorough audit and “cleaning” process to ensure only high-quality, accurate information makes its way into your new system. This way, you can rest easy knowing your data is reliable and ready to power your new platform without any unnecessary clutter or errors.

But we don’t stop there. To set your team up for success, we offer up to 20 virtual training sessions (and often more!) and can also provide on-site support to help your staff get comfortable with the new system. From the basics to advanced features, we make sure every team member in every role is confident using the system from day one. Our goal is to eliminate the stress and confusion that can come with transitioning, so your team feels empowered to work smarter, not harder.

Learn more about our onboarding process here.

The Bigger Picture: Empowering Your Team and Retaining Clients

While change is never easy, the rewards are significant. By transitioning to a system that streamlines operations, reduces admin and boosts efficiency, you not only empower your team to work more effectively but also enhance the experience for your clients. The more streamlined and consistent your service, the more likely you are to retain both your staff and your landlords. This is essential in an industry where high turnover rates can be detrimental to your bottom line.

Investing in the right system for your business ensures that your property managers can focus on what matters most—building strong relationships with clients, growing their portfolios, and providing exceptional service.

Embracing Change for the Future

At the end of the day, yes, change is hard. But it’s also necessary. The property management landscape is evolving rapidly, and those who adapt are the ones who will succeed. At OurProperty, we’re here to help make the transition easier. With our robust system and comprehensive support, we ensure that you and your team are fully equipped to navigate the change and embrace the future.

So, while transitioning systems is no small task, the benefits of a more efficient, streamlined, and cohesive system far outweigh the challenges. At OurProperty, we’re ready to help you make the switch and start reaping the rewards today.

Contact us to discover how our platform can help achieve your business goals, or schedule a demo to see it in action.

Assessing risk is key. By understanding factors like overdue inspections, tenancy arrears, or low engagement, you can address issues before they escalate. Proactive management of these risks ensures landlords feel supported and confident in your services.

At OurProperty, we leverage automation and data to streamline property management while strengthening landlord relationships. By reducing risk factors that lead to churn, you can retain clients for the long term.

Risk Factors That Signal Unhappy Landlords

Identifying signs of dissatisfaction early can prevent churn. Issues like prolonged vacancies, overdue inspections, or frequent tenancy breaches may signal a landlord’s waning confidence. These risk factors can affect both landlord satisfaction and financial outcomes, such as reduced rental income or higher maintenance costs.

Proactively managing these issues involves more than just resolving problems—it’s about open communication and demonstrating a commitment to protecting the landlord’s investment. OurProperty helps track over 40 data points to assess risk and classify landlords into colour-coded tiers based on their risk levels.

• Red (High Risk): More than 50 risk points, indicating urgent attention may be needed.
• Orange (Moderate Risk): 30-50 risk points, suggesting some areas may need attention to prevent escalation.
• Green (Low Risk): Fewer than 30 risk points, showing that the landlord is generally satisfied and low-risk.

This classification allows property managers to quickly assess each landlord’s situation and prioritise their efforts, focusing on those at higher risk of dissatisfaction or churn.

Each landlord’s risk score is continuously updated based on behaviours and property performance. With this data in hand, property managers can identify which landlords require immediate attention and take targeted actions to address their concerns effectively.

Key Risk Factors to Watch

To manage landlord retention effectively, it’s crucial to identify key risk factors that may signal dissatisfaction. While each landlord’s situation varies, common indicators include:

• Tenancy Arrears: Overdue rent or arrears can strain cash flow, leading to frustration.
• Tenancy Breaches: Unresolved issues like unauthorized tenants or property damage can damage the relationship.
• Deferred/Expired Leases: These may indicate dissatisfaction or a lack of clarity in the management process.
• Vacant Properties: Prolonged vacancies can affect income and prompt landlords to seek new agencies.
• Overdue Inspections: Delayed inspections can signal communication breakdowns and erode trust.
• High Maintenance Requests: A sudden surge may point to dissatisfaction with the property or management.
• Disputed Invoices: Disagreements over costs can create tension.
• Low Communication: Limited feedback or missed calls can lead to disengagement.
• Income Concerns: Below-market rents may prompt landlords to explore other options.

OurProperty tracks and measures these factors (plus more!), using automation and machine learning to help property managers identify risks early and take proactive action to maintain strong landlord relationships.

How OurProperty Helps Agencies Proactively Manage Risk and Reduce Landlord Churn

At OurProperty, we’re built on automation and designed with the goal of helping property managers proactively reduce risks that could lead to landlord churn. Our platform brings key insights to your attention, so you can take action before issues escalate. Here’s how we make that possible.

Client Hub Risk Indicators

OurProperty’s Client Hub uses a colour-coded system to display each landlord’s risk level, making it easy to spot those who are most at risk. You can quickly see why an inspection is overdue, if rent is overdue, and other key factors. This transparency enables you to take action immediately.

Courtesy Calls

OurProperty highlights landlords with the highest risk scores, so you can prioritise your outreach. The system tracks your phone calls, logging the tone and mood of each conversation, which can positively or negatively impact the risk score. By logging calls and following up on overdue tasks, you can lower the risk score and prevent churn.

Risk Exception Reports

OurProperty’s customisable risk report allows you to filter out properties that are under renovation or on the market for sale. This way, you can focus on properties that are actively managed and need attention. Additionally, the landlord admin report helps you monitor how often landlords interact with the Client Hub, encouraging them to stay engaged.

Tracking and Managing Feedback

OurProperty makes it easy to track landlord feedback, whether it’s related to maintenance issues, rent reviews or inspections. By logging calls and setting reminders, it becomes easy to address these concerns promptly, so you can keep your landlords happy and improve their experience.

Maintenance Management

If a landlord is unhappy with a tradesperson, OurProperty lets you suggest alternative suppliers and view ratings of listed tradespeople. You can also lock in specific tradespeople for particular trade types and payment methods. This ensures that only the chosen tradesperson is used for the job, giving you better control over service quality and consistency.

Lease Renewals and Rent Reviews

OurProperty helps you keep track of upcoming lease renewals and rent reviews, ensuring that you never miss an opportunity to review rent pricing when appropriate. The platform also provides an easy way to generate a Comparative Market Analysis (CMA), allowing you to show your landlords that their property is performing competitively.

Landlord Engagement

With OurProperty, you can invite landlords to view inspections (virtually or in person) and make it easy for them to stay connected via the Client Hub. Regular interaction keeps landlords informed and builds trust in your management.

Payment Flexibility

For landlords who may be experiencing financial difficulties, OurProperty allows you to offer flexible payment options, such as paying rental income directly into a mortgage account. This added flexibility can go a long way in strengthening the landlord-property manager relationship.

Final Thoughts: Proactively Managing Landlord Relationships with OurProperty

By identifying and addressing risk factors early, OurProperty helps reduce landlord churn and keep clients satisfied. Our platform’s automation and risk management tools provide insights to ensure landlords feel valued and confident in your services.

Ready to improve landlord retention and streamline your property management? Contact us for more information or to schedule a demo.