Before
What was getting in the way
- Tenancy work was split between manual processes and a third-party manager.
- Applications, rent and inspections each lived somewhere different.
- Finance spent too much effort producing monthly and year-end reporting.
Case study / Property management
200+ units on one system
A growing portfolio of apartment and commercial buildings, moving from a mix of manual processes and a third-party manager to one in-house system.
200+
Units managed in-house
One system
Residential + commercial
Full tenancy
Application to move-out
After
What changed
- More than 200 units managed in-house on one system.
- Every step of a tenancy in one place.
- Fewer manual steps for property management and accounting staff.
Inside the work
From diagnosis
to delivery.
Open each step for the decisions, sequence and implementation details.
Bringing a portfolio in-house affects both daily property work and the finance team. The system needs to support the full tenancy, as well as the reports used to manage the business.
Understand
Reviewed how each building was run, what the outside manager handled and which reports finance produced each month.
Prioritize
Chose the order: system setup and clean data first, then go-live, then bringing outside-managed buildings in-house.
Implement
- Set up Yardi for both residential and commercial properties: properties, units, tenants, vendors, bank accounts and the chart of accounts.
- Configured the full property management workflow, from new tenant applications to rent collection and move-out inspections.
- Tested the data before go-live so the system could be trusted from day one.
- Wrote standard operating procedures and trained staff.
- Where the software could not match the old way of working, redesigned the workflow to fit the software instead of forcing custom work.
The useful lesson
What to take from this
Software setup, data checks, written procedures and staff training are parts of the same change. Adapting the workflow to the software avoided unnecessary custom work.
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