For owners of residential property management agencies
For owners of residential property management agencies
For owners of residential property management agencies
Before you hire again: we'll give your current team back 20 hours a week. Measured. Guaranteed.
Before you hire again: we'll give your current team back 20 hours a week. Measured. Guaranteed.
Before you hire again: we'll give your current team back 20 hours a week. Measured. Guaranteed.
Contractor chasing, landlord approvals, inspection write-ups, tenant questions. We take that work off your property managers, one process at a time, and prove the hours saved with a stopwatch.
Contractor chasing, landlord approvals, inspection write-ups, tenant questions. We take that work off your property managers, one process at a time, and prove the hours saved with a stopwatch.
Contractor chasing, landlord approvals, inspection write-ups, tenant questions. We take that work off your property managers, one process at a time, and prove the hours saved with a stopwatch.
Book a 20-minute call
Tell us how your agency runs. We'll help you see where to start, whether a custom build makes sense, and what it would involve.
Tell us how your agency runs. We'll help you see where to start, whether a custom build makes sense, and what it would involve.
30+ business systems built
300k+ users on software we built
PropertyMe, Console & more connected, not replaced
Australian owned, Melbourne based
THE PROBLEM
THE PROBLEM
You want more properties. Your team wants breathing room.
You want more properties. Your team wants breathing room.
You want more properties. Your team wants breathing room.
A new landlord signs. More management fees come in. But so do the maintenance requests, contractor follow-ups, approval emails, inspection reports and tenant questions.
Eventually, growth starts to feel like a choice between hiring another person and stretching everyone a little further.
A new landlord signs. More management fees come in. But so do the maintenance requests, contractor follow-ups, approval emails, inspection reports and tenant questions.
Eventually, growth starts to feel like a choice between hiring another person and stretching everyone a little further.
There's another place to look first: the work filling your team's day. How much of it needs an experienced property manager? And how much is finding information, copying it somewhere else, chasing a reply, or sending the same update again?
There's another place to look first: the work filling your team's day. How much of it needs an experienced property manager? And how much is finding information, copying it somewhere else, chasing a reply, or sending the same update again?
There's another place to look first: the work filling your team's day. How much of it needs an experienced property manager? And how much is finding information, copying it somewhere else, chasing a reply, or sending the same update again?
QUICK CHECK
QUICK CHECK
Roughly how many hours is your firm losing?
Roughly how many hours is your firm losing?
Move the sliders. This is a rough estimate from firms we’ve looked at, not a measurement. The real number comes from the 14-day timing.
Move the sliders. This is a rough estimate from firms we’ve looked at, not a measurement. The real number comes from the 14-day timing.
Move the sliders. This is a rough estimate from firms we’ve looked at, not a measurement. The real number comes from the 14-day timing.
ONE REPAIR, SIX INTERRUPTIONS
ONE REPAIR, SIX INTERRUPTIONS
Your property managers shouldn't have to personally chase every moving part.
Your property managers shouldn't have to personally chase every moving part.
One engagement, start to finish. The system we built for this agency is called Latch; yours would be built the same way, around your own bottlenecks.
One engagement, start to finish. The system we built for this agency is called Latch; yours would be built the same way, around your own bottlenecks.
Tenant reports a leak
Ask for photos
Request a quote
Landlord approval
Chase the contractor
Update the tenant
Landlord approval
One repair becomes a string of interruptions. Now multiply that across your rent roll.
One repair becomes a string of interruptions. Now multiply that across your rent roll.
We build systems that keep those steps moving, with your team in control of the decisions. The information gets collected. The reminders go out. The updates get tracked. Your people see what needs their attention.
WHERE THE TIME GOES
WHERE THE TIME GOES
Built around the work slowing your agency down.
Built around the work slowing your agency down.
Built around the work slowing your agency down.
Your biggest opportunity might be maintenance. It might be reporting, landlord communication, or a process held together by one very busy person. We work with your team to find it.
Your biggest opportunity might be maintenance. It might be reporting, landlord communication, or a process held together by one very busy person. We work with your team to find it.
Your biggest opportunity might be maintenance. It might be reporting, landlord communication, or a process held together by one very busy person. We work with your team to find it.
Where time disappears
How it runs today
What we can build
Chasing contractors
Chasing contractors
Someone calls the plumber, again, to find out if the job's been done. The landlord asks. The tenant asks.
Today
Someone emails, waits, emails again, then calls. Month-end slips because three clients haven’t sent bank statements.
Someone calls the plumber, again, to find out if the job's been done. The landlord asks. The tenant asks.
Follow-ups, response tracking and a clear view of jobs needing attention.
Waiting for landlord approvals
Waiting for landlord approvals
A quote sits in an inbox for a week. The tenant is still waiting. Someone has to remember to nudge.
Today
A bookkeeper works through the feed line by line, applying the same rules from memory, every month, for every client.
A quote sits in an inbox for a week. The tenant is still waiting. Someone has to remember to nudge.
Approval requests with supporting details, reminders and recorded decisions.
Writing inspection reports
Writing inspection reports
The inspection takes 40 minutes. Writing it up takes longer, usually that evening.
Today
Pulling reports, checking figures, formatting, writing the cover note. Two to four hours per client, per cycle.
The inspection takes 40 minutes. Writing it up takes longer, usually that evening.
Structured drafts from notes and photos,ready for review.
Answering routine questions
Answering routine questions
"When's the next inspection?", "Has the invoice been paid?", "What's my rent review date?" Each one interrupts someone.
Today
Engagement letter, ethical letter, software access, ID checks and ATO linking, all handled by email over a couple of weeks.
"When's the next inspection?", "Has the invoice been paid?", "What's my rent review date?" Each one interrupts someone.
Responses prepared from the relevant property records.
Checking invoices against jobs
Checking invoices against jobs
Every contractor invoice gets eyeballed against the quote and the job. Discrepancies slip through when it's busy.
Today
Invoices go out late because they’re raised by hand. Overdue accounts get chased when someone remembers.
Matching and discrepancy flags for your team to review.
Moving information between systems
Moving information between systems
Inbox to spreadsheet to trust software to inbox. The same details typed three times.
Today
“Where’s my return?”, “How much do I owe?”, “Can you resend that?” Each one interrupts a senior for ten minutes.
Inbox to spreadsheet to trust software to inbox. The same details typed three times.
Connected workflows that reduce duplicate entry and missed handovers.
We start with the work that costs you the most, not a fixed list of features you have to buy.
Let's look at your agency's workflow
Let's look at your agency's workflow
HOW IT WORKS
HOW IT WORKS
You don't need another tool to figure out.
You don't need another tool to figure out.
You need someone to understand the problem and get the improvement working. Shipfast provides the team to do that.
You need someone to understand the problem and get the improvement working. Shipfast provides the team to do that.
01
We learn how your agency runs
We sit with the people doing the work. We look at real examples, your existing software, and where tasks get delayed or repeated. You don't need to write a technical brief.
We sit with the people doing the work. We look at real examples, your existing software, and where tasks get delayed or repeated. You don't need to write a technical brief.
02
We agree what's worth building
We identify the strongest opportunities and define the scope, price and expected outcome before development starts. If the answer is already in software you pay for, we'll tell you.
We identify the strongest opportunities and define the scope, price and expected outcome before development starts. If the answer is already in software you pay for, we'll tell you.
03
We build it, test it, and help your team use it
Regular walkthroughs and a clear point of contact. Your team helps shape the system as it comes together.
Regular walkthroughs and a clear point of contact. Your team helps shape the system as it comes together.
04
We measure the difference
Less time per maintenance request. Fewer manual follow-ups. Faster report preparation. Measured, including the time your team still spends reviewing the work.
Less time per maintenance request. Fewer manual follow-ups. Faster report preparation. Measured, including the time your team still spends reviewing the work.
Working software. Used by your team. With a result you can assess.
Working software. Used by your team. With a result you can assess.
More capacity is only useful if your service holds up.
More capacity is only useful if your service holds up.
Landlords still need someone they trust. Tenants still need their problems taken seriously. Your property managers stay responsible for sensitive conversations, spending approvals and decisions that need their judgment.
Landlords still need someone they trust. Tenants still need their problems taken seriously. Your property managers stay responsible for sensitive conversations, spending approvals and decisions that need their judgment.
We build around them so they can spend less of the day chasing information, and more of it managing properties and relationships.
We build around them so they can spend less of the day chasing information, and more of it managing properties and relationships.
Already using property management software? Good.
Already using property management software? Good.
We start there. We check what it can do, how your team uses it, and where manual work remains. Then we build around the gaps, using integrations where available.
We start there. We check what it can do, how your team uses it, and where manual work remains. Then we build around the gaps, using integrations where available.
You don't have to commit to replacing your existing system to explore a better way of working.
You don't have to commit to replacing your existing system to explore a better way of working.
Three promises. Our fee sits behind every one.
Three promises. Our fee sits behind every one.
Three promises. Our fee sits behind every one.
By day 14
We find where your firm is leaking 20 hours a week.
Or the first month is free.
By day 14
We find where your firm is leaking 20 hours a week.
Or the first month is free.
By day 14
We find where your firm is leaking 20 hours a week.
Or the first month is free.
By day 21
A job your team did by hand last week, they no longer do.
Or the first month is free.
By day 21
A job your team did by hand last week, they no longer do.
Or the first month is free.
By day 21
A job your team did by hand last week, they no longer do.
Or the first month is free.
By day 90
Your team has all 20 hours back, every single week.
Or we keep working for free until they do.
By day 90
Your team has all 20 hours back, every single week.
Or we keep working for free until they do.
By day 90
Your team has all 20 hours back, every single week.
Or we keep working for free until they do.
See if your firm qualifies
See if your firm qualifies
WHAT CLIENTS SAY
What the people we've built for say
What the people we've built for say
Placeholder cards. Use real names, roles and agencies. Two or three lines each; short and specific beats long and glowing.
Placeholder cards. Use real names, roles and agencies. Two or three lines each; short and specific beats long and glowing.
” Review 1 — about finding work you didn't know could be automated. "They found things we didn't know were costing us time" is the shape you want.
convolbo
Founder of Stealth Medical Startup
”Review 2 — about delivery cadence. Something shipped every week, they always knew what was coming, no surprises.
convolbo
Founder of Stealth Medical Startup
” Review 3 — about not having to write specs or manage developers. "We just told them what was annoying and it got fixed."
convolbo
Founder of Stealth Medical Startup
What 90 days looks like inside an agency
What 90 days looks like inside an agency
One engagement, start to finish. The system we built for this agency is called Latch; yours would be built the same way, around your own bottlenecks.
One engagement, start to finish. The system we built for this agency is called Latch; yours would be built the same way, around your own bottlenecks.
Case study · Suburban BAS and tax firm, Melbourne
From "we need a seventh PM" to 140 more properties on the same team
From "we need a seventh PM" to 140 more properties on the same team
From "we need a seventh PM" to 140 more properties on the same team
Two directors, six property managers, about 1,140 properties under management on PropertyMe. Growing 10% a year and hiring to keep up, with maintenance eating the day.
Two directors, six property managers, about 1,140 properties under management on PropertyMe. Growing 10% a year and hiring to keep up, with maintenance eating the day.
6
property managers
1,140
properties managed
PropertyMe
trust + management
90 days
engagement
Days 1–14
Find where the day goes
We sat with all six property managers for ten working days and timed the work. Not what they thought they did: what they did.
We sat with all six property managers for ten working days and timed the work. Not what they thought they did: what they did.
We sat with all six property managers for ten working days and timed the work. Not what they thought they did: what they did.
Chasing contractors and checking job progress
Chasing contractors and checking job progress
9 hrs / wk each
9 hrs / wk each
9 hrs / wk each
Waiting on, and nudging, landlord approvals
Waiting on, and nudging, landlord approvals
3 hrs / wk each
3 hrs / wk each
3 hrs / wk each
Writing up inspection reports
Writing up inspection reports
4 hrs / wk each
4 hrs / wk each
4 hrs / wk each
Answering routine tenant and landlord questions
Answering routine tenant and landlord questions
4 hrs / wk each
4 hrs / wk each
4 hrs / wk each
Checking invoices against jobs and quotes
Checking invoices against jobs and quotes
1.5 hrs / wk each
1.5 hrs / wk each
1.5 hrs / wk each
Re-keying between inbox, spreadsheets and PropertyMe
Re-keying between inbox, spreadsheets and PropertyMe
2.5 hrs / wk each
2.5 hrs / wk each
2.5 hrs / wk each
Per property manager
Per property manager
24 hrs / wk
24 hrs / wk
24 hrs / wk
Twenty-four hours a week, per manager, that didn't need a property manager. Across six people that's the seventh hire they were about to make, and most of the eighth.
Twenty-four hours a week, per manager, that didn't need a property manager. Across six people that's the seventh hire they were about to make, and most of the eighth.
Twenty-four hours a week, per manager, that didn't need a property manager. Across six people that's the seventh hire they were about to make, and most of the eighth.
Days 15–21
Maintenance first
Contractor chasing went first because it was the single biggest leak and the one landlords complained about. Every open job now follows up on its own, tracks whether the contractor responded, and tells the tenant what's happening. The property manager sees one list: jobs that need a decision.
By day 20 the team had stopped ringing plumbers to ask if the job was done.
Contractor chasing went first because it was the single biggest leak and the one landlords complained about. Every open job now follows up on its own, tracks whether the contractor responded, and tells the tenant what's happening. The property manager sees one list: jobs that need a decision.
By day 20 the team had stopped ringing plumbers to ask if the job was done.
Contractor chasing went first because it was the single biggest leak and the one landlords complained about. Every open job now follows up on its own, tracks whether the contractor responded, and tells the tenant what's happening. The property manager sees one list: jobs that need a decision.
By day 20 the team had stopped ringing plumbers to ask if the job was done.
The maintenance board inside Latch. Jobs move themselves; the manager sees only what needs them.
The maintenance board inside Latch. Jobs move themselves; the manager sees only what needs them.
The maintenance board inside Latch. Jobs move themselves; the manager sees only what needs them.
Days 22–60
Approvals and reports
Landlord approvals were next: each request goes out with the quote, photos and the tenant's report attached, landlords approve from their phone, reminders escalate, and every decision is recorded against the job. Then inspection reports: the manager's notes and photos become a structured draft with a landlord summary, ready to review in three minutes instead of write in forty.
Invoice matching, the tenant question portal and the PropertyMe sync followed, one a week.
Landlord approvals were next: each request goes out with the quote, photos and the tenant's report attached, landlords approve from their phone, reminders escalate, and every decision is recorded against the job. Then inspection reports: the manager's notes and photos become a structured draft with a landlord summary, ready to review in three minutes instead of write in forty.
Invoice matching, the tenant question portal and the PropertyMe sync followed, one a week.
Approvals: five decisions recorded, one escalated to a call.
Approvals: five decisions recorded, one escalated to a call.
Approvals: five decisions recorded, one escalated to a call.
An inspection report drafted from notes and photos.
An inspection report drafted from notes and photos.
An inspection report drafted from notes and photos.
Day 90
Re-measure
Same ten-day stopwatch, same six managers, same portfolio. 19 of the 24 hours per manager were back. The five that weren't are the hard landlord calls, the difficult tenants and the over-limit quotes, which is exactly where a property manager should be. The agency didn't make the seventh hire. Over the next two quarters it took on 140 new managements on the same six people, and average time from tenant report to job booked fell from 11 days to 4.
Same ten-day stopwatch, same six managers, same portfolio. 19 of the 24 hours per manager were back. The five that weren't are the hard landlord calls, the difficult tenants and the over-limit quotes, which is exactly where a property manager should be. The agency didn't make the seventh hire. Over the next two quarters it took on 140 new managements on the same six people, and average time from tenant report to job booked fell from 11 days to 4.
19 hrs
19 hrs
19 hrs
a week back, per manager
a week back, per manager
140
140
140
new managements, no new hire
new managements, no new hire
4 days
4 days
4 days
report to job booked, was 11
report to job booked, was 11
0
0
0
systems replaced
systems replaced
"We were about to hire because everyone was drowning. Turns out they were drowning in follow-ups, not in property management."
"We were about to hire because everyone was drowning. Turns out they were drowning in follow-ups, not in property management."
Director — name and agency shared on the call
Director — name and agency shared on the call
Illustrative engagement: figures are representative of an agency this size and will be replaced with the named client's results once published.
Illustrative engagement: figures are representative of an agency this size and will be replaced with the named client's results once published.
FIT
Is this worth exploring for your agency?
Is this worth exploring for your agency?
It probably is if a few of these sound familiar.
It probably is if a few of these sound familiar.
Your team is busy, but a large part of the day goes into repetitive admin.
Your team is busy, but a large part of the day goes into repetitive admin.
Your team is busy, but a large part of the day goes into repetitive admin.
You want to grow your rent roll without overhead increasing at the same pace.
You want to grow your rent roll without overhead increasing at the same pace.
You want to grow your rent roll without overhead increasing at the same pace.
Important updates depend on someone remembering to chase them.
Important updates depend on someone remembering to chase them.
Important updates depend on someone remembering to chase them.
You've considered AI, but nobody has time to work out where it fits.
You've considered AI, but nobody has time to work out where it fits.
You've considered AI, but nobody has time to work out where it fits.
You're willing to show us how the work happens so we can build something useful.
You're willing to show us how the work happens so we can build something useful.
You're willing to show us how the work happens so we can build something useful.
Questions directors ask us
Questions directors ask us
Will this replace my property managers?
−
No. It replaces the chasing, re-keying and report-writing in their day. Most agencies use the capacity to take on more managements without hiring, or to give managers time for the landlord relationships that keep the rent roll.
Will this replace my property managers?
−
No. It replaces the chasing, re-keying and report-writing in their day. Most agencies use the capacity to take on more managements without hiring, or to give managers time for the landlord relationships that keep the rent roll.
Is our landlord and tenant data safe?
+
Is our landlord and tenant data safe?
+
We're on PropertyMe. Do we have to change?
+
We're on PropertyMe. Do we have to change?
+
What if a landlord or tenant is unhappy with an automated message?
+
What if a landlord or tenant is unhappy with an automated message?
+
What if we already tried AI and it didn’t work?
+
What if we already tried AI and it didn’t work?
+
What if we already tried a tool and it didn't work?
+
What if we already tried a tool and it didn't work?
+
Who owns what you build?
+
Who owns what you build?
+
Book a 20-minute call. We’ll tell you straight whether the 20 hours are in your firm, and what it costs to get them back.
Book a 20-minute call. We’ll tell you straight whether the 20 hours are in your firm, and what it costs to get them back.
Pick a time
We take on three firms a quarter so the guarantees hold.
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© Shipfast · shipfast.agency
Melbourne, Australia