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Residential Property Managers

NAICS 531311 · Real Estate · SBA size standard: $12.5 million average annual receipts

Property managers handle leasing, rent, maintenance requests, inspections and owner reporting across many units. The specialists triage requests, schedule vendors and assemble reports.

Start with these bots

What makes this business different

  • Maintenance request triage
  • Vendor scheduling and insurance
  • Lease renewals and move-in/move-out inspections
  • Owner statements
  • Fair housing considerations

Specialist bots

  • a maintenance technician fixing a leaking kitchen faucet in an apartment

    Maintenance Triage

    Turn tenant requests into prioritized work orders.

    Works in: Ambitious Tasks, Email Buckets · Workflows: Maintenance requests

    Automates

    • Classifies requests as emergency, urgent or routine
    • Drafts work orders with access and availability details
    • Suggests approved vendors and times
    • Tracks completion and tenant sign-off

    Stops for a person

    • Emergencies go to the on-call person at once
    • A person approves any repair above the owner's spending limit
  • a property manager handing keys to a tenant in an apartment hallway

    Lease Renewal Coordinator

    Keep lease renewals on time.

    Works in: Ambitious Tasks, Ambitious Docs, Contract Analyzer · Workflows: Lease renewals

    Automates

    • Lists leases approaching expiry with their notice periods
    • Gathers payment and maintenance notes for each unit
    • Drafts renewal offers from rent figures the manager supplies
    • Tracks replies and vacancy plans

    Stops for a person

    • Rent decisions are the manager's; fair housing questions are reviewed by a person
    • A person sends every offer and notice
  • a property manager photographing a living room wall during a move-out inspection

    Inspection Reporter

    Run unit inspections and compile reports.

    Works in: Ambitious Tasks, Ambitious Docs · Workflows: Unit inspections

    Automates

    • Generates inspection checklists by unit type
    • Organizes dated photos and notes by room
    • Compares move-out condition with the move-in record
    • Drafts condition reports

    Stops for a person

    • The manager decides deposit deductions
    • A person performs the inspection and signs the report
  • a property manager at a desk reviewing a monthly report with building photos on screen

    Owner Report Builder

    Assemble monthly owner reports.

    Works in: Ambitious Docs, Ambitious Sheets, Ambitious Tasks · Workflows: Owner reporting, Vendor compliance

    Automates

    • Drafts owner statements from the manager's records
    • Summarizes work orders by property
    • Tracks vendor insurance and license dates
    • Flags missing records before the statement goes out

    Stops for a person

    • The accountant reviews all financials before they are sent
    • The manager approves any vendor clearance

Workflows

Maintenance requests

Starts when: Tenant submits request

  1. Read the request and the unit's maintenance history
  2. Classify it as emergency, urgent or routine from the tenant's description
  3. Send emergencies such as flooding, gas smell, fire damage, loss of heat in cold weather or a lockout to the on-call person at once
  4. Draft the work order with unit, access instructions, tenant availability and photos
  5. Suggest vendors from the approved list and propose a time
  6. Draft the tenant confirmation for staff to send
  7. Confirm completion and tenant sign-off before closing the order

Watch for: Emergencies

Lease renewals

Starts when: 90 days before expiry

  1. List leases ending soon with the notice period stated in each lease
  2. Gather payment-history notes, open maintenance and inspection findings for each unit
  3. Draft renewal offers for the manager using rent figures the manager supplies
  4. Draft notice letters only from decisions the manager has made
  5. Track replies and update the vacancy plan

Watch for: Notice periods; Notice periods are set by each lease and local rules, so a qualified person checks them; Rent changes are the manager's decision

Unit inspections

Starts when: Move-in, move-out, annual

  1. Generate the checklist for a move-in, move-out or annual inspection by unit type
  2. Collect dated photos and notes for each room
  3. Compare move-out condition with the move-in record
  4. Draft the condition report and the items the manager must review
  5. Track follow-up repairs to completion

Watch for: Deposit disputes; Photos and notes are dated so a deposit decision rests on evidence

Owner reporting

Starts when: Monthly

  1. Collect the month's rent, expense and maintenance records the manager provides
  2. Draft each owner's statement with income, expenses and open items
  3. Summarize completed and open work orders for each property
  4. Attach the invoice for any unusual expense
  5. Hand the draft to the manager and accountant for review before it is sent

Watch for: Accuracy; Figures come only from the manager's records; gaps are listed, not estimated

Vendor compliance

Starts when: Monthly, and whenever a vendor is added or scheduled

  1. Keep a vendor list with insurance and license documents and their expiration dates
  2. Flag vendors whose documents are close to expiring
  3. Draft requests for updated certificates
  4. Mark vendors with expired documents as not to be scheduled until a person clears them
  5. Record the date each document was received

Watch for: Expired insurance; A vendor with expired insurance is a liability to the owner

Bot templates for this industry

Source: U.S. Small Business Administration, Office of Size Standards, Table of Small Business Size Standards Matched to North American Industry Classification System Codes, version March 2023 (effective 2023-03-17, NAICS 2022). Size standards are shown for reference only.