CRM for Property Management Companies, Built with AI
A property management CRM is organised around units: every owner, tenant, applicant and contractor is linked to the properties they belong to, and lease and insurance dates come up before they cause trouble. Describe your portfolio and Mythex builds it on a real database.
Who it's for
Property managers with a few dozen to a few hundred units whose tenant details are in one spreadsheet, owner contacts in another, and contractor insurance certificates in an inbox.
What you can build
- Properties and units as the core records
- Owners, tenants, applicants and contractors linked by role
- Lease start, end and renewal reminders
- Contractor trade, service area and insurance expiry
- Owner leads with number and type of properties
- Applicant pipeline per vacancy
Units first, people second
In property management, the unit is the thing that persists. Tenants come and go, owners sell, contractors change. Model properties and units as the main records and link people to them with a role and dates. When a tenant moves out, their record stays in the history and the unit is ready for the next applicant.
- Property, unit, then people
- Roles with start and end dates
- Full history per unit
Renewals before they become move-outs
A surprise move-out often costs a month or more of vacancy. Flag every lease 90 days before it ends, record whether the tenant intends to renew, and log the conversation. Good tenants kept on a fair renewal are worth more to the owner than a small rent increase on a new let.
Contractors you can safely send
Store each contractor's trade, the areas they cover, their rates and the expiry of their insurance and any required licences. The CRM should warn a month before cover lapses and block assignment after. Rate contractors after each job so the best ones get the work.
Growing the portfolio
Owner leads are a separate pipeline: how many properties, what type, where, and what they are unhappy with at their current manager or as a self-managing landlord. Accidental landlords, people who moved for work or inherited a home, are a strong group to track and follow up.
A prompt to start from
Build a CRM for my property management company. Properties contain units; owners, tenants, applicants and contractors are linked to units with a role and start and end dates. Show leases ending in the next 90 days with renewal intent, contractors by trade and area with insurance expiry (warn 30 days ahead, block after), an applicant pipeline per vacancy, and a pipeline of new owner leads with property count.
Questions
Can one owner have many properties?
Yes. Owners link to as many properties and units as they hold, and their history stays with each unit.
Can I import tenants and owners from spreadsheets?
Yes. Ask Mythex to import them and link each person to the right unit.
Can owners and tenants log in?
Add a portal to the same app, and each sees only the units they are linked to.
Can it send lease renewal reminders?
It works out which leases are ending. Sending emails needs an email account you connect yourself.
Do I need to code?
No. You describe the CRM and change it by chatting.
Templates to start from
- Sales Pipeline CRM Template — Drag-and-drop deals with forecasting
- Rental Marketplace Template — Vacation booking with host earnings
- CRM Dashboard Template — Contacts, pipeline, and deal tracking
Guide
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