Property management CRM that follows up on every lead
An owner asked about management fees and your proposal is still unread
Property management CRM for a property management company holds quotes, follow-up and missed-call text back. Property managers use it for the jobs that already fill the week. A landlord with a rental they cannot keep up with, or someone who inherited a property and has. The CRM is free to start. Text-back comes with Ascended, $449 a month.
Puffly tracks new owners and rental applicants in one place, and Puff reminds you who to call before a lease or a proposal goes stale. Free to start.
Where property management company leads come from
Owners who are tired of self-managing
A landlord with a rental they cannot keep up with, or someone who inherited a property and has no idea what to do with it.
Real estate agent referrals
Agents who sell a home to an investor, or whose client wants to move and rent out the old house, send owners your way.
Rental applicants on vacancies
People who see a listing and ask about a showing. Each one is a possible tenant now and a possible owner later.
Landlord groups and neighbors
Local investor meetups, online landlord groups, and owners who see the sign in front of a well-kept property.
What slow follow up costs a property management company
Owners often talk to two or three management companies before deciding, and the one that follows up after the walkthrough tends to stay in the running. An applicant who asks about a showing and hears nothing will keep looking, and every empty week is lost rent for your owner. A missed renewal can also mean a vacancy you could have avoided.
Property management CRM features: quotes, follow-up and missed-call text back
Puffly's pipeline is yours to name. Here is one way a property management company could lay it out.
- Owner inquiryAn owner asked about management services and what you charge.
- Property walkthroughYou visited the property and talked through condition, rent, and what the owner expects.
- Management proposal sentThe owner has your fee structure and services in writing.
- Agreement signedThe owner said yes and you are collecting keys, tenant details, and any open repairs.
- Listed or onboardedThe unit is marketed, or the existing tenants are settled in under your management.
Follow up moments worth a reminder
Owner walked the duplex with you and your proposal went out four days ago
"Hi Mr. Alvarez, wanted to make sure the proposal came through okay. Happy to answer any questions about how we handle tenants and repairs."
An applicant asked about Saturday's showing and then went quiet
"Hi Tasha, we still have the 2-bedroom on Elm open. Want to see it Saturday morning or one evening this week?"
A lease ends in about three months and the owner has not weighed in on renewal
"Hi Linda, the lease at Oak Street ends in June. Want to renew at the same rent, or should we look at the market first?"
Puff, your AI teammate, drafts these messages and lines up who to call next. You approve or edit each draft, even from a phone notification, and you get 10 seconds to cancel before it sends.
The shape of the year
Summer is usually busiest for move-ins, and many leases end between late spring and late summer. Winter is slower for showings, so it is a good time to reach out to owners who are thinking about buying or renting out a property. Watch lease end dates through the year so renewals do not sneak up on you.
Missed calls and after-hours calls
Property management work misses calls because the person who would answer is already with a customer. A landlord with a rental they cannot keep up with, or someone. The next caller rarely leaves a voicemail they trust. They phone another property management company and book whoever picks up.
Missed-call text back covers that gap. The call still rings your phone first. If you do not pick up, the caller gets one text in your words, with your business name and a reply STOP line, and the missed call is saved as a lead. Consent and quiet hours still apply. If no text goes out, the call says why. It comes with the Ascended plan at $449 a month.
Summer is usually busiest for move-ins, and many leases end between late spring and. That is when an unanswered phone costs the most jobs. An AI receptionist can pick up, take the details and book a time when you allow it. Each call ends as Booked, Message, Transferred or Failed. Text back is the written reply. Many property managers use both.
Property management lead follow-up, step by step
Property management lead follow-up is a short sequence, not a pile of reminders. Work the deal in this order, and write the date on it before you leave.
- Owner inquiryCapture it the day it arrives. An owner asked about management services and what you charge. A property management lead that stays in a private text is the one that goes cold by Thursday.
- Property walkthroughSend the number with the day you will check back. You visited the property and talked through condition, rent, and what the owner expects. Put that check on the property management deal so it does not depend on memory.
- Management proposal sentWhen they say yes, book the date and write what you promised. The owner has your fee structure and services in writing. The customer should see the same facts you do.
- Agreement signedDo the work, then say what happens next in one message. The owner said yes and you are collecting keys, tenant details, and any open. A short update prevents the call that asks if you forgot them.
- Listed or onboardedAfter the job, ask for the review or the next visit while it is fresh. The unit is marketed, or the existing tenants are settled in under your management. Then close the loop on the record.
If a property management company step sits still, Puff can draft the next message and send it to your phone to approve or edit. Nothing Puff drafts goes out until you say so. The list itself is free to start.
Jobs, seasons and objections for a property management company
Treat each source as its own next step. A property management week usually mixes Owners who are tired of self-managing, Real estate agent referrals, Rental applicants on vacancies, Landlord groups and neighbors. Write the source on the deal when you create it, along with the customer's words, so Monday's list shows a new ask apart from a repeat customer. A landlord with a rental they cannot keep up with, or someone who inherited a property and has no idea what to. Agents who sell a home to an investor, or whose client wants to move and rent out the. The point of the list is that those two do not get the same follow-up.
The deals that stall sound ordinary. Owner walked the duplex with you and your proposal went out four days ago A useful reply names the job: "Hi Mr. Alvarez, wanted to make sure the proposal came through okay. Happy to answer any questions about. An applicant asked about Saturday's showing and then went quiet "Hi Tasha, we still have the 2-bedroom on Elm open. Want to see it Saturday morning. Save those as tasks on the record. A busy afternoon should not be what erases them.
Property management CRM FAQ
How do I keep owners and tenants separate?
Add owners and tenants as contacts, and use companies for owners with several properties. Use the pipeline for owners and applicants, and tasks for renewals and move-ins.
Does Puffly handle maintenance requests?
No. Puffly is for inquiries, contacts, and follow up. Keep using your maintenance and accounting tools for repairs and rent.
Can applicants book a showing online?
Puffly includes online booking, so a prospective tenant can pick a showing time. You decide the days and hours you offer.
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