Property managers signing fifteen owners a month often onboard each one through scattered emails and memory. One tracked flow orchestrates the whole intake, from documents, keys and meters to ledger, bank and listing, so new properties are typically under management within forty-eight hours.
Typical results
48 hrs
To fully onboarded
15
Owners onboarded monthly
0
Steps dropped once live
Figures reflect typical results for this kind of automation.
The challenge
Every new owner meant a dozen loose threads: agreements to countersign, keys to collect, meter readings to record, a ledger to open, bank details to verify, a listing to prepare. With fifteen signings a month, steps slipped constantly — properties sat unrentable for over a week, and the first thing new owners experienced was chasing.
Before and after
Onboarding time
−75%Admin hours per property
−71%Steps missed
−100%The automation
The signed management agreement now triggers one orchestrated flow. The owner receives a WhatsApp checklist for documents and bank details, a key handover slot books itself, and the field visit captures meter photos into the property file. In parallel, the accounting ledger and owner statements are set up and the listing draft is prepared for marketing. A live board tracks every property's progress, and any step stalled past twenty-four hours escalates to the operations manager.
How it works
- 01
Signature triggers
The signed management agreement kicks off the full onboarding checklist automatically.
- 02
Collect
A WhatsApp checklist gathers documents and bank details; a key handover slot books itself.
- 03
Record
The field visit captures meter photos and readings straight into the property file.
- 04
Set up
Ledger, owner statements, and the listing draft are created in parallel, not in sequence.
- 05
Track
A live board shows every property's progress; any step stalled past 24 hours escalates.
Starts from
- Signed management agreement
- Owner intake form
Delivers
- Docs, keys & meters collected
- Ledger & bank set up
- Listing ready to market
The impact
Onboarding typically falls from eight days to two, a seventy-five percent cut, and steps stop getting dropped. Admin time per property shrinks from seven hours to two, listings go to market a week earlier, and new owners get a polished first impression instead of a paper chase.
Questions about this automation
What kicks off onboarding for a new property?
The signed management agreement. As soon as the signature is recorded, the flow creates the property record and launches every onboarding task at once: the owner's document and bank checklist, a key handover booking, the field visit for meter readings, the accounting ledger and the listing draft.
How does the owner provide documents and bank details?
The owner receives a WhatsApp checklist with upload links for each required item, such as ID, proof of ownership and bank details. The checklist knows what is still missing and sends targeted reminders. Submitted items are filed to the property record, and bank details are passed to the accounting setup for verification.
How does the team know where each new property stands?
A live board shows every property in onboarding and the status of each step. Any step stalled for more than twenty-four hours escalates to the operations manager with the property and the blocking task named. This is a multi-step build, usually rolled out in stages, starting with the checklist and the board.