Custom Development

CRM for Property Management Companies

Property managers need to know who logged a request, where exactly the repair is needed, and who will verify the work. We’ll build a CRM for residential and commercial properties with a premises register, a request queue, and a work history.

Discuss CRM Development Features

What Gets Lost Between the Initial Request and the Completed Repair

Repair requests come in through messages, calls, and handwritten notes. Some get lost, leaving residents frustrated.
Leases and their expiry dates are kept in separate files, so renewals are missed.
Payments and utility charges are tracked manually, leaving staff unsure which payments need follow-up.
Owners have little visibility into what happens at their properties and question how well they are being managed.
Contractors such as plumbers, electricians, and cleaners work without clear assignments or oversight.

Building Records, Resident Requests, and Contractor Work

These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.

Location-Based Requests and Contractor Assignment

The dispatcher links a request to a building, section, or piece of equipment. The assignee receives a work order with an agreed deadline, and the property manager can see repair progress and confirmation that the job is complete.

Building and Equipment Register

The property manager keeps records of building entrances, individual units, and shared assets. Requests and scheduled maintenance remain linked to the property when tenants change.

Work and Expense Reports

An approved work order can be matched with its completion report and agreed cost. The owner receives a summary for the relevant property and reporting period.

Additional Features

Notices by Building and Work Area: The dispatcher can select recipients by building, entrance, or unit and get the maintenance notice approved. Before sending it, staff check the current contact details for the tenant or their representative. If the repair is rescheduled, the CRM shows who received the original time and who needs to confirm the new one.
Contractor Work Sign-Off: The work order can include the agreed scope, price, deadline for the site visit, and evidence required to confirm completion. The contractor submits photos and reports the outcome. The property manager signs off or sends the job back for further work. Finance can use the sign-off status to verify that payment is due.
Scheduled Maintenance and Equipment History: The engineer can schedule recurring work for an elevator, pump, or other asset according to company procedures. Rescheduling records the reason and person responsible, and the next task uses the agreed date. Recurring failures appear alongside the maintenance history.

CRM Workflow Examples

How teams can divide responsibilities and handle exceptions after rollout.

Several Residents Report the Same Leak

The dispatcher checks the address, groups the requests, and calls out the emergency repair crew. After the visit, the property manager can see the outcome and update everyone who reported the leak.

The Tenant Changes and the Unit Keeps Its History

The property manager ends the previous tenant’s association with the office and adds the new one. The unit keeps its repair history, and request access is reviewed based on each user’s role.

What to Include in the First Release

We’ll pilot the CRM in one building and define how requests are linked to an apartment or shared area. The dispatcher assigns the work, the contractor updates its status, and the property manager signs off. We’ll also cover emergency rerouting and reopening a request.

Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.

Discuss the First Phase

Development FAQ

How Do We Group Requests About the Same Emergency?

Each report can stay on file as a separate record linked to one incident. The dispatcher sees one work order for the assignee and a list of everyone who needs an update.

Can We Track Contractor Deadlines?

The request can record agreed deadlines, actual site visits, photos, and the property manager’s sign-off. Supervisors can see overdue and reopened requests by property.

How Do We Migrate Request History from Chats and Spreadsheets?

We’ll start with a register of addresses, units, and equipment so there’s a place to link each request. Older records without an exact address will stay pending clarification. For the pilot, we’ll go through several completed repairs and open requests with the dispatcher.

What Has the Biggest Impact on a Property Management CRM Budget?

Scope depends on how properties are structured, how emergencies are assigned, contractor access, scheduled maintenance, and integration with expense tracking. We’ll discuss a resident portal separately if it’s needed. The first release can cover the full cycle from request to repair sign-off in one building.

Let’s Discuss Your CRM

Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.