Portfolio operators with a few hundred rentals can lose nineteen days of rent every time a unit turns. An automated make-ready board sequences cleaning, repairs, paint, photos and relisting, with vendor tasks on SLA timers and daily blocker escalation, so turns typically take seven days.
Typical results
7 days
Average unit turn
-63%
Vacancy days per turn
92%
Turns on schedule
350
Rentals on the board
Figures reflect typical results for this kind of automation.
The challenge
Every vacated unit entered a fog: the cleaner waited on the painter, the painter waited on a repair nobody had ordered, and the photographer came twice because the unit wasn't ready. Coordinators chased vendors by phone all week, and units sat empty an average of nineteen days — pure lost rent across hundreds of turns a year.
Before and after
Vacancy days per turn
−63%Turns completed on time
2×Vendor follow-up calls
−84%The automation
A notice to vacate now spawns a make-ready board automatically — inspection, repairs, paint, cleaning, photos, relisting — sequenced in the right order. Each task is auto-assigned to the matching vendor with an SLA timer, and vendors accept and report completion with photos over WhatsApp. Any task past its deadline lands on a daily escalation digest for the coordinator, and the moment final photos arrive, the listing goes live across the portals.
How it works
- 01
Notice in
A notice to vacate instantly spawns a make-ready board for the unit — no one has to create it.
- 02
Tasks assigned
Cleaning, repairs, paint, photos, and relisting are auto-assigned to vendors with SLA timers.
- 03
Vendors confirm
Each vendor accepts in WhatsApp and reports completion with photos from the unit.
- 04
Blockers escalate
Any task past its SLA appears on the coordinator's daily escalation digest until cleared.
- 05
Back on market
Final photos trigger relisting across the portals automatically — often within the same day.
Starts from
- Notice to vacate
- Move-out date
Delivers
- Vendor tasks on SLA timers
- Daily blocker escalation
- Back on the portals
The impact
Average vacancy per turn typically falls from nineteen days to seven, and about ninety-two percent of turns finish on schedule, up from forty-five. Coordinators make four follow-up calls a week instead of twenty-five, and across a portfolio the recovered rent pays for the system many times over.
Questions about this automation
What happens when a tenant gives notice to vacate?
The notice creates a make-ready board for the unit automatically. Inspection, repairs, paint, cleaning, photos and relisting are added in the right order, and each task is assigned to the matching vendor with an SLA timer, so the coordinator no longer builds the plan by hand for every turn.
How do vendors receive and report on their tasks?
Vendors get each task on WhatsApp, accept it in the chat and report completion with photos from the unit. Their reply updates the board and releases the next task in the sequence, so the following vendor knows the unit is ready. Vendors do not need to log in to any system to take part.
How are delays caught?
Any task that passes its SLA appears on the coordinator's daily escalation digest and stays there until it is cleared. Once final photos arrive, the listing goes live on the rental portals automatically. This is a multi-step build, usually rolled out in stages, starting with the board and vendor tasks.