One pipeline for owners, units and tickets
with a sales picture the owner-facing team can trust
Many management companies run on a CRM that staff update inconsistently, so the owner-facing team only learns about a stalled ticket when an owner complains. We build the ticket pipeline, the dashboards and the reconciliation that make the portfolio visible without relying on anyone's memory.
Why property management companies lose money today
A management company usually has a CRM or a property management platform, but the data inside it is only as good as what staff actually enter. Maintenance tickets logged by phone get typed in late or not at all, owner leads from different sources arrive in different formats, and a prospective owner who called twice under slightly different details becomes two records or none. The team’s view of the portfolio depends entirely on someone remembering to update it.
The second problem is ticket visibility. Without a dashboard showing open tickets by property and how long each has sat, a ticket that has been waiting three weeks for a vendor looks the same as one logged an hour ago, until an owner calls to complain and the team discovers the gap the hard way.
The third is trust in rent collection numbers. When the only view of collection is what staff report, a payment that bounced or a tenant who quietly fell behind can go unnoticed for a cycle, and the gap between what the system says and what actually cleared the bank grows until someone finally reconciles it.
A fourth problem shows up at expansion time. A company adding a new building or a new market usually repeats every mistake of the first setup, because the ticket rules and dashboard definitions lived in one manager’s head rather than in a documented system a new property can simply inherit.
What we build for property management companies
We connect owner-lead sources, ads, the site, referrals, into one CRM record per lead with source attached from the first message, and build a maintenance ticket pipeline with status, assigned vendor and time-to-resolution tracked automatically rather than reconstructed from memory when an owner asks. Rent collection data gets reconciled against your bank or payment processor on a schedule, so the dashboard reflects money that actually moved, not just what was logged.
Dashboards sit on top: open tickets by property and by vendor, rent collection rate by building, and owner-lead conversion by source, with a daily digest so the team’s morning starts with what actually needs attention rather than whatever surfaced in a group chat overnight. Vendor performance tracking shows response time and resolution time by vendor, so the slow ones get a conversation before they become the reason an owner leaves.
Typical integrations: Buildium or AppFolio for portfolio and lease data, amoCRM, HubSpot or KeyCRM for owner-lead and sales pipeline, Google Sheets for smaller teams not yet on a full CRM, and a reconciliation pass against your bank or payment processor so rent-collection numbers match money that actually cleared.
For companies managing more than one market, the same warehouse structure extends to a second city without starting over: the ticket rules, dashboard definitions and reconciliation logic are documented once and reused, so a new office inherits a working system on day one.
For companies that bill owners a percentage of collected rent, the reconciliation layer matters even more directly: a discrepancy between what the dashboard shows as collected and what actually cleared the bank is not just a reporting gap, it is a billing error waiting to surface in an owner’s statement. Catching that gap weekly rather than at year-end avoids the much harder conversation of explaining a correction after an owner has already seen a wrong number.
What stays with humans
The dashboards surface what needs attention; they do not decide how to handle a chronically late tenant, whether a vendor relationship should end, or how to respond to an owner’s complaint. Those remain judgment calls for your team, made with better information than a spreadsheet nobody trusts, not decisions the system makes for you.
Price and timeline
| Model | Price | What it covers | Timeline |
|---|---|---|---|
| Agency runs it | from $2,500 | We build and maintain the pipeline and dashboards; adjustments included for the first month | 3 to 6 weeks |
| Full control, handover-ready | from $4,250 | Same build, plus full database access, documentation and a written handover for your own team | 4 to 7 weeks |
Related
Pair this with an AI agent for property management companies so the tickets this CRM tracks get logged the same way from the first message, or a website for property management companies to feed the owner-lead pipeline directly. The property management AI agent and the inventory alerts and reorder automation cover adjacent operational pieces. See the full package breakdown on the analytics service page, read about reconciling CRM data against real money in the real estate CRM case study, or get a written plan with a fixed price for your portfolio.
FAQ
What does a CRM setup for a property management company cost?
Our Warehouse plus dashboards package starts at $2,500: ticket pipeline, owner-lead intake, dashboards and reconciliation, live in 3 to 6 weeks. A lighter tracking audit alone starts at $800 if you only need to find out what is currently broken first.
How long until it is live?
Three to six weeks for the full CRM setup and dashboards. A one-week audit can tell you the fix list first if you are not sure what is wrong yet.
Which CRMs or property management software do you work with?
Buildium and AppFolio for portfolio and lease data, plus amoCRM, HubSpot or a Google Sheets pipeline for owner leads and smaller teams. We tell you upfront if your current software cannot support what you need.
Can it show which vendor actually resolves tickets fastest?
Yes. Vendor performance tracking joins ticket timestamps to the vendor assigned, so response time and resolution time by vendor are visible rather than a general impression of who seems reliable.
Do you handle data privacy for tenant and owner information?
Yes. Access is role-based, data stays in your CRM and warehouse under your account, and we do not export tenant or owner contact data anywhere outside the systems you approve.