Cloud Based Property Management System

The Problem

“Most procedures and processes in the property management sector are outdated and inefficient."

Property managers are too focused on non-dollar-productive activities which can waste their time, and their client’s money as well.

The number of properties each manager can handle is limited due to time-consuming, laborious tasks which make it very difficult to scale into a larger business.

The conventional individual portfolio manager approach is inadequate and there is a need for a team-based management solution.

The Solution

“Let's take the property manager out of property management."

What we set out to achieve was a change in the property management industry utilising cloud technology.

We identified critical pain points through several workshops, and rapidly conceptualised a solution. We created cloud-based & mobile property management software which streamlined:

  • Generation of financial reports
  • Notifications & reminders
  • Landlord & tenant on-boarding
  • Maintenance & repair management

Trust account integration

The system we built captures all financial activity from the client’s trust account software Xero. The Xero reconciliation process securely powers the system.

This integration gave way to the management of the entire transaction process from rent receipts through to tradespeople, landlord and agency payouts, with all of the financial reports and statements readily available.


Automated end to end communications

We created a seamless push notification service which provides automatic alerts, ensuring that landlords, tenants, property managers, and tradespeople are fully informed at every turn.

These notifications include:

  • Financial activities
  • Task reminders
  • Overdue payments reminders

The system also includes an in-built chat module allowing for easy, centralised communication.

Intuitive office side portal that gives all the power to the property manager.


Maintenance Workflow

Management of the maintenance lifecycle from start to finish, with full visibility for owners, property managers, tenants, and tradespeople.

This includes tenant request creation, request approvals, tradesperson assigning and invoicing, and landlord visibility.

Scheduled Tasks

Condition Reports & Inspections

We built a module that allows creating condition reports directly from the property manager mobile app or the admin portal with easy access for tenants and landlords.

This enables complete management of the full lifecycle of condition reports & routine inspections, including tenant acknowledgment & landlord reports.


Authorisation with Docusign Integration

Integration with DocuSign for one-click digital signature via the mobile app. Easy to set up Authorisation and Lease Agreement forms within the admin portal. Allowing property managers to get landlord authorisation quickly and remotely.

“A big thank you to the Idea Box team for all the hard work they have put in building our mobile and web solution. Despite being a very challenging project the team worked extremely hard to come up with solutions and overall we very happy with the final product which is a great asset to our business.”

Ben WilliamsDirector