Back-office and accounting automation for property managers
Your accounting team keeps owners paid and the books clean, and a lot of that work is moving numbers from one screen to another. We automate the repetitive parts and leave your staff with the exceptions.
The problem
- Vendor invoices arrive as PDFs and photos, and each one is keyed in and coded by hand.
- Rent reminders and late notices depend on someone remembering the schedule.
- Owner statements take days at month-end because the notes are written from scratch.
- Owners call with questions the statement could have answered.
What changes
Less data entry, steadier collections, and owner statements that answer questions before they get asked.
Works with
Typical builds
Every company is different, so we scope each project after the assessment. These are the builds we see most often.
Vendor invoice capture
Invoices are read automatically, coded to the right property and GL account, matched to the work order, and queued for approval in your PMS.
Rent reminders and delinquency follow-up
Reminders go out on your schedule, payment plans follow your policy, and accounts that need a notice are flagged for your team to review and send.
Owner statement prep
Monthly owner packets are assembled from your PMS reports, with plain-English notes explaining what changed and why.
Month-end checks
Automated checks catch missing receipts, unmatched charges, and unusual expenses before statements go out.
From assessment to running in your office
Assess
We map the current workflow with the people who do it and measure how long it takes today.
Build
We build the automation around your existing tools, with a person approving anything that matters.
Pilot
Your team uses it on real work. We compare the results against the baseline and fix what they flag.
Hand off
Your team gets trained and documented, and we stay on for support if you want us to.
Read more on this
How to use Claude for property management (and where Grok fits)
Eight practical ways property managers can use Claude and Grok: governing documents, owner updates, vendor bids, lease questions, and more, plus which plans keep your data out of training.
Read the guide →Does your property management software have an API? AppFolio, Buildium, Rent Manager, Rentvine, and more
Which property management platforms have an API you can build on: AppFolio, Buildium, Rent Manager, Rentvine, Propertyware, Vantaca, and CINC, plus what to do when the API is closed.
Read the guide →AI for property management companies: a practical guide
Where AI saves time at a property management company, from leasing and maintenance to invoices and owner statements, plus how to pick a first project and measure it.
Read the guide →Back office & accounting: common questions
Will this touch our trust accounting?
Nothing posts without a person approving it. The automation prepares entries, matches documents, and flags exceptions. Your accounting team stays in charge of every transaction.
Can you send legal notices automatically?
We can prepare notices from your templates and flag which accounts need one, but a person on your team reviews and sends every legal notice. Notice rules vary by state and by situation.
Our PMS has some of this built in. Is it worth adding more?
Often the best first step is setting up what your PMS already offers. We will tell you what is already available to you before suggesting anything custom.
Can AI process vendor invoices for property management?
Yes. AI can read PDF and photo invoices, pull the vendor, amount, and property, suggest the GL code, and match the invoice to its work order. Your accounting team approves each one before it posts.
Related services
Leasing & lead response
Answer every rental inquiry in minutes, pre-screen prospects, and book showings without phone tag.
Maintenance intake & dispatch
Triage requests, dispatch the right vendor, chase open work orders, and stop after-hours calls from reaching your phone.
Integrations & custom software
Connect your PMS to the rest of your tools, or build the dashboard and internal tool you keep wishing existed.
Find out where your team's hours are going
We interview the people doing the work, measure what their repeat tasks cost you, and show you working demos of the top three fixes. You see the ROI math, built from your own numbers, before you commit to anything.