CRM for property managers
Property managers frequently struggle to isolate incoming owner inquiries from active tenant maintenance operations. When a property owner requests a management proposal, mixing these communications with existing lease records creates administrative confusion. Workspace369 runs owner acquisition end to end: client records, proposals, onboarding projects and setup invoices. Owner business development stays separate from tenant operations, so every new owner follows a structured review before property onboarding begins.
Key facts
CRM for property managers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "inquiry logging" to "portal access provision".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Property owners looking for management services often send mixed property portfolios via email. Without dedicated client records, these portfolios get misfiled alongside active tenant support tickets. Staff members lose track of the original inquiry details, leading to missed follow-ups. Keeping prospective owner files and initial conversations separated from tenant data ensures clear communication during the critical pre-contract phase.
Creating custom management agreements requires precise terms regarding fee structures and maintenance caps. When property managers use generic text documents, errors occur frequently. Failing to track proposals within a dedicated client-work system means staff might execute outdated contract versions. Managing proposals, files, and initial owner conversations in one place prevents unauthorized terms from being sent to prospective clients.
Once an owner signs a management contract, the transition of property data involves numerous administrative steps. Without structured projects and tasks, team members forget to collect insurance certificates or utility authorization forms. This administrative gap delays the actual property onboarding. Tracking these pre-operational tasks ensures that all legal and administrative prerequisites are met before tenant placement begins.
Collecting initial setup fees or onboarding retainers from new property owners often slips through the cracks. If invoicing is handled entirely separate from the onboarding project, the finance team lacks visibility into project status. Associating invoices directly with client records and onboarding projects ensures that setup fees are requested, tracked, and collected before any property management services officially commence.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
The workflow begins when a property owner submits an inquiry. A team member creates a new entry in the client records to log the property details, owner contact information, and initial requirements. All initial conversations and files, such as current property photos or existing unit summaries, are attached to this record. This keeps the early business development data clean and separated from active tenant operational systems.
Next, the manager uses the platform to draft and issue formal proposals to the property owner. The proposal outlines the management percentages, maintenance authorization limits, and service terms. A team member can update the proposal status while scheduling a follow-up meeting using the scheduling tool. This ensures the owner receives the document and has a clear method to book a review conversation.
Upon proposal acceptance, the manager creates an active onboarding project. This project contains a list of tasks assigned to administrative staff. Tasks include securing the deed copies, verifying property insurance, and setting up the owner profile. Files provided by the owner are organized within the project folder for easy administrative reference during the transition.
Before operational management begins, the administrator issues invoices for the initial property setup fees through the platform. This invoice is tied directly to the client records and the onboarding project. The team monitors the payment status, ensuring that no onboarding tasks progress to completion until the owner pays the required setup retainer, protecting the firm from upfront operational costs.
Finally, the property manager grants the owner access to the client portal. Through this portal, the owner can view completed onboarding files, look at the project status, and review historical conversations. Once onboarding is complete, tenant records and lease accounting stay in the primary property system, and the owner relationship continues in Workspace369.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep rent ledgers, lease accounting, tenant screening and maintenance dispatch in your property management software. Workspace369 runs the owner side of the business: client records, proposals, onboarding projects, conversations and invoices, and from Specialist it connects to other systems through webhooks and the API.
Tenant records stay within your primary property system, while Workspace369 runs business development and onboarding for property owners. By keeping tenant data separate, your team can manage proposals, files, and conversations with owners without cluttering your operational tenant databases or lease tracking systems.
Yes, you can generate and track invoices for initial setup fees and onboarding retainers directly within the platform. These invoices link to the specific owner client records and onboarding projects, allowing your administrative team to verify that payments are collected before properties are fully transitioned into your active portfolio.
Owners utilize the client portal to review proposals, check the status of onboarding tasks, view shared property files, and maintain conversations with your management team. This gives owners a professional, private space to work with your team before their properties go live in your tenant management system.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
