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Property management

CRM for property management, from the owner's first question to a signed agreement

Properties, units, tenants, leases, maintenance requests and inspections each get a list. New owners are deals on one board.

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The Property management deals board · example data
  1. 01New owner lead
  2. 02Rental analysis sent
  3. 03Walkthrough
  4. 04Agreement sent
  5. 05Signed
  6. 06Lost

A week with owners, tenants and vendors

  • Owners are your leads. Tenants are your day.

    A new owner is a deal with the number of doors and the property type, and it moves from the first question to a signed agreement on the board. Once you manage the property, the daily work lives in the lists on this page. Ask Cybie which owners are still waiting on a rental analysis; it can draft the follow-up task and asks before it saves.

  • Units turn over, and an empty unit costs money.

    Each property keeps the owner, the management fee, the number of units and when the insurance expires. Each unit keeps its market rent and whether it is occupied, vacant, being made ready or has notice given, and the date it is available.

  • Leases end on a date.

    A lease records the start and end dates, the rent, the deposit, the day rent is due, the late fee and the signed lease. The renewal field says where you are: not started, offered, renewed or moving out. Tenants keep the move-in date, the monthly rent and an emergency contact.

  • Maintenance is a queue with a vendor attached.

    A request holds the property and unit, the category, the priority from emergency to low, whether you have permission to enter, the vendor, the cost, the status and photos. Vendors are companies, with a W-9 flag, an insurance certificate date and their trade.

Your lists, and what each is for

Property management adds these lists to the Clients, Companies, Deals, Tasks and Notes you already have.

  • Properties

    Use it for every building you manage, with its owner, fee and insurance date.

    • Address
    • Property type
    • Units
    • Property owner
    • Management fee %
    • Insurance expires

  • Units

    Use it for each door, so you can see what is vacant and what rent it is worth.

    • Property
    • Unit number
    • Market rent
    • Status
    • Available on

  • Tenants

    Use it for each person who lives in one of your units, with their rent and who to call in an emergency.

    • Property
    • Unit
    • Move-in date
    • Monthly rent
    • Emergency contact
    • Status

  • Leases

    Use it for each lease, so you know which ones are ending and whether a renewal was offered.

    • Start date
    • End date
    • Monthly rent
    • Rent due day
    • Renewal
    • Signed lease

  • Maintenance requests

    Use it when a tenant reports a problem, from the first report to done.

    • Category
    • Priority
    • Permission to enter
    • Vendor
    • Status
    • Photos

  • Inspections

    Use it for move-in, move-out, routine and annual walk-throughs, with the report.

    • Property
    • Unit
    • Inspection type
    • Date
    • Condition
    • Report
See every field6 lists, 60 fields

Fields on each list

Properties

  • Address · Text
  • Property type · DropdownSingle family, Multi-family, Apartment building, Condo, Commercial, Mixed use
  • Units · Number
  • Property owner · Text
  • Management fee % · Number
  • Year built · Number
  • Insurance policy · Text
  • Insurance expires · Date
  • Status · DropdownOnboarding, Active, Offboarded
  • Photos · Files & photos

Units

  • Property · Text
  • Unit number · Text
  • Bedrooms · Number
  • Bathrooms · Number
  • Square feet · Number
  • Market rent · Money
  • Status · DropdownOccupied, Vacant, Make ready, Notice given
  • Available on · Date

Tenants

  • Phone · Phone
  • Email · Email
  • Property · Text
  • Unit · Text
  • Move-in date · Date
  • Monthly rent · Money
  • Security deposit · Money
  • Emergency contact · Text
  • Pets · Yes / No
  • Status · DropdownCurrent, Notice given, Past, Eviction

Leases

  • Property · Text
  • Unit · Text
  • Start date · Date
  • End date · Date
  • Monthly rent · Money
  • Security deposit · Money
  • Rent due day · Number
  • Late fee · Money
  • Renewal · DropdownNot started, Offered, Renewed, Moving out
  • Signed lease · Files & photos

Maintenance requests

  • Property · Text
  • Unit · Text
  • Reported on · Date
  • Category · DropdownPlumbing, Electrical, HVAC, Appliance, Pest, Roof, General
  • Priority · DropdownEmergency, High, Normal, Low
  • Permission to enter · Yes / No
  • Vendor · Text
  • Cost · Money
  • Status · DropdownNew, Scheduled, In progress, Waiting on parts, Done
  • Description · Paragraph
  • Photos · Files & photos

Inspections

  • Property · Text
  • Unit · Text
  • Inspection type · DropdownMove-in, Move-out, Routine, Annual
  • Date · Date
  • Condition · DropdownGood, Fair, Needs work
  • Report · Files & photos

Extra fields on what you already have

On Companies

  • W-9 on file · Yes / No
  • Insurance certificate expires · Date
  • Vendor trade · DropdownPlumbing, Electrical, HVAC, Cleaning, Landscaping, General

On Deals

  • Doors · Number
  • Property type · DropdownSingle family, Multi-family, Apartment building, Commercial

Where new work comes from

A form on your website and a page where customers book. Both are set up in Settings.

Starts like this

The first minutes, as they go when you sign up.

  1. Step 1: Pick Property management

    One step adds 6 lists, 60 fields and 6 deal stages. Anything you already have is left alone.

  2. Step 2: Add sample records, if you like

    10 properties, 10 units, 9 tenants, 8 leases, 9 maintenance requests and 8 inspections. Around them, a made-up business: clients, companies, deals in every stage, tasks, appointments and notes. All made up, so the Home page, board, lists and reports have something to show on day one. One button removes every sample.

  3. Step 3: Add your first client

    Add the owner who asked about management, then put a deal on them in New owner lead.

  4. Step 4: Start the trial

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What stays the same

Other industries

Don't see your trade? Start without a template and make your own lists and fields. They work the same way. See all templates.

Try CybrRM set up for property management

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