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Case Study: Property Management Company

Industry

Property Management / Real Estate

Project

Tenant & Landlord Portal + Workflow Automation

The Challenge

This property management company was drowning in admin. All maintenance requests, tenant communications, and landlord updates were handled manually via phone calls, emails, and spreadsheets.

The main pain points included:

  • Slow response times to tenant maintenance requests
  • Inconsistent communication between tenants, landlords, and contractors
  • High admin overhead, with staff chasing updates and status checks
  • No centralised visibility, making it difficult for managers to oversee workloads and service quality

The result was unhappy tenants, frustrated landlords, and staff stretched thin by repetitive manual tasks.

Property Management Software
Property Management Software

The Solution

We implemented a Zoho CRM–powered property management system, supported by a custom self-service portal.

Key features included:

  • Tenant portal to log maintenance requests, view status updates, and track resolutions
  • Automated contractor assignment, based on request type and location
  • Landlord access, allowing owners to see real-time updates on their properties
  • Escalation workflows, ensuring urgent issues were prioritised and tracked
  • Central dashboards, providing managers with full visibility over performance, response times, and contractor workloads
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THE IMPACT

The business quickly saw improvements across the board

Adam’s extraordinary interpersonal skills almost outshine his analytical and business process mapping skills. His ability to interpret clear and efficient pathways (at blistering speeds) from granular, vague or complex information provided to him is seriously enviable. Very highly recommended.

Esther J / Residential Building Designer

Why It Matters

Property management is a balancing act between tenants, landlords, and contractors. By automating workflows and creating a transparent portal, this business eliminated bottlenecks and created a smoother, more professional experience for all stakeholders.

The result? A more efficient, client-focused property management business, positioned to scale without adding more admin staff.

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