PropertyOS

Why property managers use PropertyOS

Maintenance coordination is the highest-volume, most communication-heavy work a property manager does — and none of it is the actual repair. Every work order is a chain of hand-offs: resident reports, PM triages, owner approves, vendor dispatches, tech shows up, invoice gets reconciled. PropertyOS makes that chain visible and trackable for every person in it.

The six-step workflow

1. Resident submits via the portal — picks a category tile (plumbing, HVAC, electrical, appliance, general, pest, roofing, flooring), describes the issue, sets availability.
2. PM triages in the hub — urgency level, trade, and NTE amount set; owner approval triggered automatically if the job exceeds their threshold.
3. Owner approves or rejects from their portal — sees the work description and cost, never resident contact details.
4. PM dispatches to an in-house technician or vendor.
5. Tech or vendor accepts, schedules, updates status, and marks complete from their mobile app.
6. Resident tracks status in plain language — "Scheduled for Thursday afternoon" — no phone calls needed.

Make-ready / unit turns

The make-ready board tracks vacant units through five phases: pre-move-out → inspection → execution → QA → rent-ready. The critical detail: the turn clock starts at notice-to-vacate, not at move-out. Most operations start too late and lose 3–5 days before a single repair begins. Days-vacant is the headline KPI because it converts directly to lost rent.

What's in the box

| App | Who uses it | Key screens | |---|---|---| | PM Hub | Property manager / coordinator | Dashboard KPIs, work order queue + detail, make-ready kanban, properties, vendors, residents | | Tech App | Maintenance technician | Assigned jobs by urgency, job detail with start/complete actions, make-ready punch lists, profile | | Resident Portal | Residents | Category-tile submission, status tracker with progress steps, message thread | | Owner Portal | Property owners | Pending approvals queue, portfolio properties with spend breakdown, unit detail | | Vendor Portal | Vendors / contractors | Assigned jobs with property photos, accept/schedule/complete flow, message thread |

Who it's for

Small-to-mid property management businesses — owner-operators, regional managers, HOA managers — typically running 30–500 units today on spreadsheets, texts, and a generic inbox. The sweet spot is the team that has hired its first coordinator and needs to systematize before headcount has to grow with unit count.

Competitive context

Property Meld (acquired for its AI triage layer, "MAX") and AppFolio's Realm-X Performer validate the category. PropertyOS competes on simplicity, all-in-one scope, and price: one shared data model for all five roles instead of separate portals with manual sync, at a fraction of AppFolio Plus's ~$3/unit/month minimum.