Workflow Automation for Property Managers: What to Automate
- DrizzleX
- 5 hours ago
- 10 min read
More and more businesses are now relying on technology for property management and workflow automation tools to handle routine tasks and daily responsibilities.
From automated rent reminders to digital maintenance requests, workflow automation makes daily management smoother and less stressful.
In this article, we’ll look at seven workflow automation tools that property managers can use to handle tasks more easily.
Why Workflow Automation Matters for Property Managers
One of the most popular multifamily property management trends in 2025 is the increasing use of property management technologies and workflow automation. It involves using tools and property management software to automate a variety of tasks.
The main idea is simple: remove manual, repetitive tasks where possible and let the system do it for you.
For example, an automated property management system can send tenants reminders about rent due dates, assign maintenance requests to the right staff, and even generate financial reports at the end of each month.
Here are some key benefits that explain why property management automation is becoming an important step for managers today.
Save Time By Reducing Repetitive Tasks
Managing a property often means repeating the same steps again and again. Sending reminders about rent, checking applications, or tracking maintenance requests can feel like a never-ending list.
With automation, the system handles them for you in the background. For example, rent reminders can go out automatically on the same day each month, and applications can be reviewed without you having to chase every step.
You free up hours that can be spent on improving resident satisfaction or handling bigger challenges that actually need your attention.
Quick Service to Resident Concerns
Residents want fast and reliable service. If they report a running toilet or an issue with heating, they expect quick action.
With workflow automation, maintenance requests don’t sit around waiting. They get logged, assigned, and tracked right away. This cuts out long delays and keeps residents in the loop about what’s going on.
A fast response shows that you respect their time and comfort. Over time, this builds trust and makes residents more likely to stay.
When residents feel valued, they are also more willing to recommend your property to others. That kind of satisfaction helps with retention and reduces turnover costs.
Cut Down on Human Errors
Manual work often makes daily tasks harder to manage and more likely to go wrong. Forgetting to send an invoice or losing track of a maintenance request can frustrate residents and add extra stress for you.
Automation makes the job easier by reducing errors and keeping everything recorded in one place. This may include document management and expense tracking, where leases, contracts, and receipts are stored digitally and organized for easy access.
For example, you can have property maintenance software that can track maintenance requests, assign them to the right staff, and keep a record of all completed work.
However, human oversight is still important. You still need to step in periodically to review, adjust, and approve requests when needed.
7 Property Management Tasks You Can Automate & Tools You Can Use
Property managers handle many tasks each day, from tenant communication to rent collection. Here are seven property management tasks you can automate and the tools that can help you do it.
1. Utility Tracking and Billing
Utilities are one of the most common causes of conflict between tenants and property owners. When bills are split without accurate tracking, some tenants end up paying more than they should, while others pay less. This creates frustration and often leads to disputes.
Traditional meters also don’t give you enough detail to manage utilities effectively. Adding IoT solutions can help you save time, prevent waste, and create fair billing systems for tenants.
DrizzleX for Water Tracking and Billing
Water is one of the largest utility expenses for properties, and without proper water usage monitoring, waste can go unnoticed for months.
By tracking usage at the fixture level, property managers can identify leaks, reduce unnecessary consumption, and promote responsible habits among tenants.
DrizzleX uses smart IoT micrometers that track water usage down to each fixture. With real-time data, property managers can spot water leaks, set up billing, and encourage tenants to use water more responsibly.
Key features:
Micrometers on every fixture – Install water-saving devices on sinks, showers, toilets, and more for accurate data collection
Fixture-level tracking – DrizzleX is the only system that tracks water use from each fixture separately, helping you get a clear view of water consumption
Leak detection – Receive instant alerts when water leaks or overuse occur, helping you address issues quickly
Easy installation – No plumbing work needed, micrometers are placed in minutes with no pipe cutting or wall opening
Real-time data dashboard – View live water usage through the DrizzleX dashboard
Utility billing – Automatically generate tenant billing using consumption data for fair and transparent charges
2. Rent Collection
Rent collection is one of the most important parts of property management. It is also perhaps the most stressful part.
You have to chase down rent payments, deal with late payments, and track tenant payments. Doing this manually takes a lot of time and leaves room for mistakes. A missed payment or incorrect record can quickly cause bigger problems.
Mistakes like a transaction error or delays in invoice processing can hurt cash flow and frustrate both managers and residents.
An automated system can help you make the process smoother. With automated reminders, tenants know exactly when rent is due, and you can process payments quickly.
RentRedi for Easy Rent Collection
Source: rentredi.com
RentRedi makes rent collection simple with all-in-one property management software built for landlords and property managers.
It helps you collect tenant payments through an automated system that can automatically generate reminders, process payments, and reduce late payments.
Key features:
Collect rent online – Accept rent payments through credit, debit, ACH, or cash deposits at retail locations
Customizable payment options – Tenants can choose from flexible payment methods, including auto-pay
Prevent late payments – Automated reminders keep tenants on track with rent payments
Process payments safely – Reduce the chance of a transaction error with secure payment options
Comprehensive reporting – Unlimited payment account connections and detailed reports for easy tracking
3. Maintenance Requests
Handling maintenance requests can quickly become overwhelming for property managers. Calls, texts, and emails pile up, and manual data entry makes it easy for things to slip through the cracks.
Without proper maintenance management, requests may be delayed, which frustrates tenants and increases maintenance costs in the long run.
Poor tenant communication around repairs is one of the top reasons leases are not renewed. With the help of property management software, you can keep all maintenance requests in one place.
Tenants can submit issues directly through an online portal, which saves you from chasing calls, emails, and texts. Each request is tracked with time stamps, status updates, and even photo uploads.
It also helps you stay on top of property inspections and schedule preventative maintenance before small issues turn into expensive repairs.
DoorLoop for Tracking Maintenance Requests
Source: doorloop.com
DoorLoop makes it easy to stay organized with all maintenance requests in one place. Tenants can submit requests directly in their portal, and you can assign tasks, track progress, and pay vendors without leaving the platform.
Key features:
Manage tenant requests – Keep all maintenance requests in a single portal instead of juggling calls, emails, or texts
Work orders – Create, assign, and monitor work orders while setting urgency levels to control access and priorities
Automated workflows – Save time by auto-assigning maintenance requests to staff and vendors as they come in
Vendor management – Track vendor updates, manage payments, and maintain good relationships with your maintenance staff and contractors
Preventative maintenance – Schedule property inspections and routine tasks to reduce long-term maintenance costs
4. Lease Renewals and Contract Creation
Manually handling lease renewals takes a lot of time. You have to answer tenant questions, check terms, and prepare documents.
Even small delays can frustrate tenants. When this happens, tenant satisfaction drops, and you risk losing them when the lease is up.
With proper software, the process is faster and smoother. Renewal reminders go out automatically, tenants can review terms online, and contracts are created with just a few clicks. This reduces errors, saves you hours of work, and keeps your tenants satisfied.
Visual Lease for Lease Renewals
Source: visuallease.com
Visual Lease centralizes lease data and makes it easier to manage every step of the lease lifecycle. From tracking lease terms to preparing renewals, the platform gives property managers the tools to improve tenant satisfaction while reducing the chance of errors.
Key features:
Centralized lease data – Access all lease terms and records in one place for quick decision-making
Automated lease management – Simplify lease renewals and contract creation with workflows that save time
AI-supported tools – Reduce errors by using artificial intelligence to check and process lease details
Tenant inquiries support – Gain visibility to respond faster to tenant inquiries about renewals and lease terms
Real-time insights – Review key benefits and potential risks before leases expire to reduce vacant units
5. Accounting and Financial Tracking
Managing multiple properties comes with a lot of financial work. You need to track expenses, record payments, and prepare reports. It's time-consuming tasks like this that slow not just your operational efficiency, but also your property's business growth.
Without the right tools, property managers may lose sight of cash flow, miss compliance deadlines, and struggle to keep operations running smoothly.
With accounting software, these tasks become easier and more accurate. The system reduces errors, keeps all financial data organized, and often connects with other tools like real estate CRM.
This means better tracking, smarter decisions, and more time to focus on managing properties and growing your portfolio.
QuickBooks for Accounting and Financial Tracking
Source: quickbooks.intuit.com
QuickBooks helps property managers simplify accounting and financial tracking by automating key tasks. It reduces manual work, keeps cash flow clear, and allows you to manage financial data across multiple properties in one place.
Key features:
Expense tracking – Monitor expenses in just a few clicks to keep spending under control
Cloud accounting – Access accounting tools anytime and on any device for flexibility and operational efficiency
Document management – Store receipts, invoices, and reports securely without the clutter of manual files
Compliance reports – Generate accurate compliance reports and financial summaries to avoid costly mistakes
Systems integrate – Connect with real estate CRM, marketing platforms, and other property management systems for smoother operations
6. Tenant Screening
Tenant screening is the process of checking a renter’s background before approving their application. It often includes reviewing credit history, rental history, income, and sometimes criminal records.
Without proper systems in place, property managers risk bringing in tenants who may cause payment issues or disruptions. Manual processes like paper applications and repeated data entry make this step slow and prone to errors.
Performing background checks manually also takes time away from providing personalized service to tenants. Using automation tools, real estate professionals like you can speed up tenant screening, reduce errors, and maintain a smooth workflow.
TurboTenant for Finding Potential Tenants
Source: turbotenant.com
TurboTenant gives property managers a simple way to find and screen prospective tenants. It combines lead generation, online applications, and automated reports into one tool, making tenant screening faster and easier.
Key features:
Lead generation – Post listings to dozens of rental sites at once to attract high-intent prospective tenants
Tenant screening services – Perform background checks, credit reports, and eviction history in minutes
Online applications – Collect rental applications digitally to avoid data entry and manual processes
Prospective tenant insights – Review income, rental history, and other details to identify the right fit
Tenant communication – Keep prospective tenants updated during the screening process for a more personalized service
7. Delivery and Package Management
Delivery and package management have become a bigger challenge for property managers as online shopping continues to grow.
Staff often rely on sticky notes, spreadsheets, or manual logs to track incoming deliveries. These manual methods create confusion, delays, and even lost packages. They also make it difficult to generate reports or manage accountability.
Automating delivery and package management helps improve efficiency, streamline operations, and reduce errors.
With access control systems and proper task management, property managers can provide smoother service delivery while also keeping residents informed.
Concierge Plus for Managing Deliveries and Packages
Source: conciergeplus.com
Concierge Plus gives property managers the ability to manage deliveries in one digital platform. Its package tracking system removes manual processes, allowing staff to log, track, and communicate package status quickly and accurately.
Key features:
Package tracking – Digitally manage deliveries without sticky notes or spreadsheets
Task management – Track responsibilities in real time to improve efficiency and accountability
Access control systems – Integrate delivery logs with resident and visitor access for added security
Service delivery updates – Notify residents automatically when packages are ready for pickup
Generate reports – Create delivery and package management reports to streamline operations and spot patterns
Go Beyond Water Usage Monitoring With DrizzleX AI
DrizzleX is more than a tool for tracking water use. It gives you the power to see what’s coming next. With artificial intelligence built in, the system predicts water consumption at the unit level each month.
You can spot unusual spikes before they happen, manage costs with confidence, and avoid water waste that would otherwise slip by unnoticed.
DrizzleX combines monitoring, leak detection, and AI predictions in one system. You don’t just get reports, you get insights you can act on right away.
Think about catching a leak before it increases your bill, or identifying which tenants are likely to overuse water so you can address the issue early. These small steps add up to big savings across your entire property.
It also helps with tenant behavior. When people see their actual usage in a report, they tend to cut back.
With fair billing based on accurate numbers, you make tenants responsible for their own water habits.
That means lower bills for you and a more efficient building overall.
Case Study: Cutting Water Use by 20% at Eaves Park
At Eaves Park in Washington, DC, DrizzleX was installed in a 120-unit building with 240 tenants. Within just nine months, the property reduced average daily water use from 18,298 gallons to 14,609 gallons. This 20% reduction saved the building $33,643 on utility bills.
The savings were clear at the unit level, too. Monthly costs dropped from $118.24 per unit to $94.40. Those reductions quickly paid back the investment and continue to bring ongoing savings for the property.
FAQs About Workflow Automation for Property Managers
What are examples of workflow automation?
Workflow automation can mean setting up online rent reminders, auto-sending late fee notices, or creating digital maintenance requests that go straight to your team without extra steps.
It also includes scheduling follow-ups with tenants or generating reports automatically, saving you time on manual work.
What is the best workflow automation tool?
The best tool depends on your needs, but many property managers use software that combines tenant communication, rent collection, and task tracking in one platform.
A good option is one that reduces manual work, connects with your existing systems, and makes everyday tasks faster and simpler.
How to use AI as a property manager?
AI can help you handle tenant questions through chatbots, analyze rent payment patterns, and even predict maintenance needs before they become bigger problems.
It also helps create reports and gives insights into occupancy and revenue trends, so you can make quicker and smarter decisions.
How to automate your rental property?
You can automate by setting up online rent payments, using property management software for tenant communication, and adding smart devices like locks or thermostats for easier access and control.
Automating routine tasks means less time spent on manual work and more time focusing on tenant satisfaction.
