Regional property management groups often run on Friday exports and Monday spreadsheet marathons. The CRM, accounting system and maintenance desk sync into one live KPI dashboard, refreshed hourly with anomaly alerts, typically cutting Monday reporting from two hours to fifteen minutes.
Typical results
60 min
Maximum data age
-31%
Arrears over 30 days
3
Systems in one dashboard
Figures reflect typical results for this kind of automation.
The challenge
Occupancy lived in the CRM, arrears in the accounting system, open tickets in the maintenance desk — and nobody saw the whole picture. Every Monday an operations manager spent two hours stitching exports into a report that was outdated by lunchtime. Problems like a branch's creeping arrears went unnoticed for weeks because no single number ever jumped out.
Before and after
Monday reporting
−88%Time to catch a drift
−93%Arrears over 30 days
−31%The automation
We connected the CRM, accounting system, and maintenance desk to an hourly sync that normalizes every record against a master property list. A live dashboard now shows occupancy, arrears aging, ticket backlog, and lease renewals per branch and portfolio-wide. On top sits an anomaly layer: when a metric drifts past its target — arrears climbing, occupancy dipping, tickets aging — the responsible manager gets a push alert with the trend attached.
How it works
- 01
Hourly pull
Every hour the flow pulls fresh data from the CRM, accounting system, and maintenance desk.
- 02
Normalize
Records are matched against a master property list so every branch counts the same way.
- 03
KPIs computed
Occupancy, arrears aging, ticket backlog, and lease renewals refresh per branch and portfolio-wide.
- 04
One screen
Every manager sees the same live dashboard — no exports, no version arguments.
- 05
Drift alert
A metric off target pushes an alert with the trend attached to the responsible manager.
Starts from
- CRM & accounting data
- Maintenance desk tickets
Delivers
- Live KPI dashboard
- Drift alerts to managers
- Monday pack in 15 minutes
The impact
Monday reporting typically shrinks from two hours to fifteen minutes of review, on numbers no older than sixty minutes. Metric drifts are caught within a day instead of two weeks, arrears over thirty days can fall by nearly a third, and branch meetings focus on actions instead of whose spreadsheet is right.
Questions about this automation
Which systems feed the dashboard?
The CRM, the accounting system and the maintenance desk are connected through an hourly sync. Each record is matched against a master property list, so every branch counts occupancy, arrears and tickets the same way, and the dashboard always shows figures no older than about an hour.
Which KPIs does the dashboard show?
It shows occupancy, arrears aging, maintenance ticket backlog and upcoming lease renewals, both per branch and across the whole portfolio. Targets are set for each metric, and managers can filter by branch or property. Every manager works from the same live screen, so there are no competing exports.
How do the drift alerts work?
Each metric has a target and a tolerance. When a figure moves past it, such as arrears climbing or tickets aging, the responsible manager receives a push alert with the recent trend attached. This is a multi-step build, usually rolled out in stages, starting with the data sync and adding alerts after.