- Automating tasks like rent collection, maintenance requests, and tenant communications can save property managers 15-20 hours a week and significantly reduce labor costs.
- Top automation tools include all-in-one property management software, automated payment systems, maintenance apps, smart sensors, and AI-powered answering services like Upfirst.
- Start with easy-to-implement tools that integrate with your existing software and track key metrics to see real savings without sacrificing service.
Every property manager wants to know: Is there anyway I can cut costs for my company? What are the top operation automation tools that can reduce costs in property management?
There is definitely a way for that. In fact, property managers who use automation tools report 15-20 hours saved weekly on administrative tasks, generating $2,000+ monthly savings in labor costs while experiencing a 90% reduction in payment disputes.
In this article, we’ll show you exactly where automation can save you money and how to make it work for your business.
Why automating property management saves you money
Property management automation uses tools like software, smart sensors, and AI to handle everyday tasks with little or no manual effort. Some common examples include digital rent collection, automated maintenance requests, easy-to-use inspection checklists, document templates, and scheduled messaging.
Here’s how automation helps you cut costs:
- Less manual work: Automation takes care of repetitive tasks, freeing up your team’s time
- Fewer mistakes: Standardized processes and built-in checks help reduce errors
- Faster turnaround: Automated workflows mean less waiting around and fewer bottlenecks
The biggest savings usually come from three main areas:
- Admin tasks: Automation can answer phone calls, schedule appointments, route messages, invoice tenants, collect e-signatures, and track compliance—all from a single platform. This means less double entry and fewer overtime hours.
- Maintenance: Automated systems help you sort requests, assign the right vendor, schedule access, and track parts and warranties. This helps prevent emergency repairs and cuts down on costly last-minute fixes.
- Lost revenue: Automated reminders, late-fee postings, and payment retries help reduce missed payments. Automated listing, tour scheduling, and renewal reminders cut down on expensive vacant days.
9 automation tools with the highest return on investment
If you’re wondering what are the top operation automation tools that can reduce costs in property management, here are our favorites. Each tool targets a common challenge and delivers real savings.
1. All-in-one property management software
Platforms like Yardi, AppFolio, and Buildium combine everything you need—leasing, maintenance, accounting, and communications—into one system. This saves you from juggling multiple logins and cuts down on vendor management headaches.
Key benefits:
- Manage leases with digital signatures
- Give tenants access to online payment and request portals
- Built-in accounting and reporting
- Automated maintenance work order routing
2. Automated rent collection and payment tools
Digital payment systems handle invoicing, send reminders, and track payments, helping you keep delinquencies low. Online portals mean no more processing paper checks or unnecessary trips to the bank.
In property management, automated rent collection systems even reduce late payments by up to 40% and enable a 150% boost in lead-to-lease conversion rates for property managers.
- Online payment portals: Tenants can pay anytime, which means fewer late payments
- Automatic reminders: Set and forget—it follows up so you don’t have to
- ACH payments: Lower fees than credit cards
- Automatic payment retries: If a payment fails, the system tries again automatically
Tools for automated rent collection:
3. Maintenance and work order management apps
Mobile maintenance management tools make it easy for tenants to report issues and for you to assign jobs to the right people. Clear communication and automatic updates help fix problems faster.
Benefits include:
- Photos attached to service requests
- Automatic assignment to the right vendor
- Real-time status updates for tenants
- Track parts and inventory
Software tools for staying on top of maintenance:
4. Smart sensors and predictive maintenance
Smart sensors keep an eye on your building’s equipment—like HVAC, water systems, elevators, and pumps—so you catch problems before they turn into emergencies. These devices send alerts if something’s not working right, giving you time to fix it before it becomes expensive.
Common uses include monitoring temperature, water flow, energy use, and unusual vibrations. Predictive alerts help you plan ahead and avoid costly after-hours repairs.
In one case, a Montreal residential tower installed over 1,200 smart sensors, so they can now detect and shut off water leaks in just 3 seconds, dramatically cutting damage and insurance risks across 238 units.
Top smart sensor tools on the market for properties:
5. Energy and utility management platforms
Smart building systems and programmable thermostats automatically adjust heating, cooling, and lighting to save energy. Many properties see 10-30% utility savings with these systems.
Utility bill automation also checks for billing errors and helps spot waste. The software can compare your usage to similar buildings and flag unusual spikes.
6. AI-powered leasing and lead response tools
AI chatbots like Appfolio's Lisa Leasing Assistant and automated response systems handle common questions, screen potential tenants, and schedule showings. Responding quickly means more showings—and less time spent playing phone tag.
These tools can answer questions about rent, pets, and availability. If a prospect qualifies, the system can schedule a tour and send confirmation.
7. Virtual receptionists for tenant calls
Services like Upfirst offer 24/7 AI-powered answering service for property management companies for a fraction of the cost of traditional services. Starting at about $25 a month, you’ll never miss a call again.
Virtual receptionists can handle after-hours answering service calls, route emergencies, take work order requests, schedule property tours for interested leads, and take messages. The system knows when to escalate urgent maintenance and when to just take a message.
8. Automated rent pricing engines
Dynamic pricing software looks at local market data, trends, and demand to suggest the best rent rates. These systems help you stay competitive and maximize revenue.
The platform tracks what’s happening in your area and recommends when to raise or lower rent. Some tools even update your listings automatically.
9. Automated financial reporting for owners
These reporting tools pull data straight from your management software to create clear, professional owner reports on schedule. You’ll spend less time on spreadsheets and more time growing your business.
Automated reports can include profit and loss summaries, cash flow statements, and maintenance cost breakdowns. Reports go out automatically to owners by email or through secure portals.
How to automate your property management workflows
Here’s a simple plan to help you move from manual tasks to fully automated processes. Each step is easy to track so you can see your progress.
Step 1: Document your starting point and set goals
Start by writing down how you currently do things—how long tasks take, how many errors pop up, and what they cost. Turn these into easy-to-track goals (KPIs).
Map out your processes, noting each step, who handles it, and where things often go wrong. Track how long tasks take and count errors like duplicate invoices or late payments.
Step 2: Automate quick-win tasks first
Focus on tasks that happen often, are simple to automate, and don’t take much time to set up. Great starting points are automated rent reminders, online maintenance requests, and email templates.
Score each task based on how much time and money it could save versus how hard it is to automate. Start with the ones that offer the biggest bang for your buck.
Step 3: Connect your tools to your property management software
Your property management software should be your hub. Make sure your other tools can connect easily—either through built-in integrations, APIs, or webhooks.
List what data needs to sync, and test everything in a safe environment before going live.
Step 4: Train your team and partners
Keep training simple and focused on what’s new. Use short guides, videos, and checklists—no one wants to read a hundred-page manual!
Start with a small group, fix any issues, and then roll out to everyone else.
Step 5: Track your results and fine-tune
After you launch, compare your results to your starting numbers. Check in regularly to spot areas for improvement.
Small tweaks, like changing when reminders go out or adjusting approval steps, can make a big difference over time.
Key numbers that show your automation is working
Tracking the right numbers helps you see if automation is saving you time and money across your properties.
On-time payments and average days to collect rent
See what percentage of tenants pay on time, and how long it takes (on average) to collect rent after it’s due.
Calculate on-time payments as a percentage of total payments due. To find average days to collect, divide outstanding rent by total rent billed, then multiply by days in the month.
Invoice processing cost and approval speed
Figure out how much it costs to handle each vendor invoice, and how long approvals take from start to finish.
Divide total payables cost by number of invoices to get your cost per invoice. Use timestamps to track approval times.
Maintenance first-fix rate and emergency calls
Track how often maintenance jobs get fixed on the first visit and how many emergency calls happen per 100 units.
Higher first-fix rates mean better info and preparation. Fewer emergencies mean your preventive maintenance is working.
Utility cost per square foot
This helps you compare energy and water costs across buildings of different sizes. Track each type of utility and watch for improvements after automation.
Adjust for seasons so you’re comparing apples to apples.
Speed of lead response and conversion
See how quickly you respond to potential tenants and how many end up renting. Faster replies usually mean more leases signed.
Use the median response time (not just the average) to get a more accurate picture. Find a good AI phone answering service, which can help tremendously with response time.
Common mistakes to avoid when automating
Avoid these pitfalls to keep your automation project on track and get the savings you expect.
Picking tools that don’t connect with your main software
If your automation tools can’t connect, you’ll end up with double entry and more manual work. Always check that new tools integrate easily with your property management system.
Automating a process that doesn’t work well in the first place
If a workflow is broken or inconsistent, automation will only speed up the problems. Make sure your processes are clear and standardized before you automate them.
Overlooking security and compliance
You’re dealing with sensitive tenant and financial data. Make sure your automation tools meet industry security standards like SOC 2 Type II and PCI compliance.
Skipping the pilot phase and not tracking metrics
Always test on a small scale first and define what success looks like. Track your numbers before and after to see the real impact.
Save money without sacrificing service—try Upfirst for free
Many property managers struggle with after-hours calls and staying available for tenants. Traditional answering services can cost hundreds each month just for basic message taking. Upfirst gives you 24/7 AI-powered call answering starting at just $24.95 a month. We handle messages, schedule appointments, and route emergencies so you never miss an important call.
Our system learns your business, hours, and protocols. Every caller hears a friendly, professional voice after the first ring, and you get detailed summaries sent by email for easy follow-up.
Frequently asked questions about property management automation
Will automation tools replace maintenance technicians?
No—automation handles admin tasks like creating work orders and dispatching vendors, but you’ll still need skilled people for repairs and inspections. Most property managers find that automation frees up time for better planning and tenant service.
What does it cost to set up automated rent collection?
Most payment platforms charge $1–3 per unit each month, plus transaction fees (usually 1–3% for credit cards or $0.50–1.50 for ACH payments). Setup costs are usually low and contracts are flexible.
Can small portfolios (under 50 units) benefit from automation?
Yes! Many automation tools offer entry-level plans for small portfolios, and pricing scales with your needs. Even with just 20–30 units, you can save time and reduce errors by automating rent collection and maintenance requests.
Nick Lau is a copywriter and content lead for Upfirst.ai. A self-starter at heart, he dove into marketing in 2015 by launching an e-commerce company, selling private-labeled products on Amazon and Shopify. When he’s not crafting copy, you might spot him on a winding road trip to the coasts or through forests, in search of unexplored places.
