2026 suite: inbox, AI, accounting.Open app

CRM for short-term rental managers

CRM for Short-term Rental Managers with an Owner Acquisition Workflow

Short-term rental managers often struggle with managing the business side of property acquisition while handling guest operations. Workspace369 runs the business relationship between the manager and the property owner. By using structured client records and proposals, you can transition a lead into a managed property. Property onboarding tasks, owner conversations and monthly management invoices then run in one workspace.

Start free trial Talk to sales
Clientthe relationship and agreed brief
Worktasks with a responsible person
Billinginvoices and commercial context
Workspace369 client record showing history, files, communication, and invoices in one profile

Key facts

CRM for short-term rental managers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.

The workflow runs in 5 steps, from "record owner inquiry" to "issue monthly management invoices".

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

Administrative challenges in rental management

Owner Data Fragmentation

Property details and owner contact information are frequently scattered across various email threads and text messages. Without a structured client record, managers lose track of specific owner preferences or property access instructions. This leads to administrative errors when drafting management agreements. Storing these details in a dedicated record allows for better organization of the essential facts needed to maintain a professional relationship with the property owner.

Stalled Property Onboarding

New properties often sit empty because utility transfers, deep cleaning, and photography tasks are not tracked systematically. When onboarding lacks a clear project structure, deadlines are missed, and the property remains unlisted for longer than necessary. By creating a specific project for each new rental, managers can assign tasks and monitor progress to track readiness for guests on schedule.

Proposal Delivery Delays

Losing prospective owners is a common risk when management proposals take too long to draft and deliver. If an owner has to wait days for a service agreement, they may choose a competitor who responds faster. Using a structured proposal tool allows managers to quickly outline fee structures and services, providing a professional experience that encourages owners to commit their properties to your management portfolio.

Invoicing and Fee Confusion

Manually tracking management fees and owner disbursements can lead to significant accounting errors and frustrated clients. Without a clear record of invoices, it is difficult to prove the value of your services or ensure timely payment. Generating invoices directly from the client record provides a clear paper trail for both the manager and the owner, reducing disputes and making the monthly financial reconciliation much simpler.

The product

See the workspace your clients feel.

01

A portal clients actually check

Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.

Workspace369 client record showing history, files, communication, and invoices in one profile
02

Every channel in one inbox

Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.

Workspace369 shared inbox showing email, SMS, and call history beside a client record
03

Client work, organized as projects

Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.

Workspace369 project board showing client work organized into stages with owners and status
04

Proposals to paid invoices

Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.

Workspace369 invoice editor showing line items, payment terms, and client details

Workflow

Property acquisition and onboarding workflow

01

Record Owner Inquiry

Start by creating a detailed client record for the property owner. This record should include the specific site address, unit count, and any unique property characteristics. Instead of relying on memory, record these details in the brief to ensure every team member has access to the same information. This step establishes the foundation for all future work, ensuring that the property is correctly identified across all management proposals and invoices.

02

Draft Management Proposal

Use the proposal feature to outline your management fee structures, cleaning fees, and maintenance responsibilities. By presenting these terms clearly in a digital proposal, you give the owner a professional document to review, approve and e-sign. This replaces informal email agreements and ensures that both parties have a shared understanding of the management terms. You can also include specific files, such as insurance requirements, to provide a comprehensive overview of the partnership.

03

Initialize Onboarding Project

Once the proposal is accepted, set up a dedicated project to track the property readiness tasks. This project should include tasks for utility setup, smart lock installation, and professional photography. Assigning these tasks to specific team members ensures accountability and provides a clear timeline for when the property will be guest-ready. This structured approach prevents small but critical details from being overlooked during the busy transition period between owners.

04

Schedule Property Inspections

Use the scheduling tool to coordinate final walk-throughs and inspections with the property owner. This allows you to confirm that all onboarding tasks are completed to your standards. By sharing the schedule, you keep the owner informed of your progress without needing constant phone updates. Recording the results of these inspections in the project files provides a historical record of the property condition at the start of your management.

05

Issue Monthly Management Invoices

Generate and send monthly invoices for your management services based on the agreed rates in the initial proposal. This keeps the financial relationship transparent and professional. By linking invoices to the owner's client record, you can easily track payment history and identify any outstanding fees. This systematic invoicing process helps track business cash flow while providing the property owner with clear documentation for their own tax records.

Product coverage

Client operations for short-term rental managers

  • The system must hold the owner's contact details and property address as recorded by the team during the transition from proposal to active project.
  • The proposal must be accessible to the owner via the client portal, allowing them to view terms and communicate questions directly within the conversation thread.
  • The onboarding project must allow for the creation of specific tasks for utility setup and photography, with assigned dates visible in the shared scheduling view.
Client records
Proposals
Projects and tasks
Files
Conversations
Scheduling
Invoices
Client portal
Workflow Automations

Loved on the App Store

Rated by the people running their client work on it.

★★★★★
Finally feels calm

Bounced 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.

Justin R. · Solo founder · App Store review
★★★★★
Painless team rollout

Rolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.

Samantha D. · Operations lead · App Store review
★★★★★
Hours back every week

Was juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.

Alicia N. · Agency founder · App Store review
Read all reviews

Get started

See Workspace369 on your own client work.

Start a free trial or talk to sales — either way, you will see the whole loop: inbox, projects, portal, and billing.
Start free trial Talk to sales

FAQ

Evaluation criteria for rental management

Does it sync with Airbnb or VRBO?

Workspace369 connects to other systems through webhooks and its API from Specialist. Map the events and fields you need, set permissions and test failure handling with sample records before you rely on the sync.

Can I manage guest check-ins here?

Keep guest check-ins, access codes and guest messaging in your reservation software. Workspace369 organizes turnover and cleaning schedules as projects and tasks for your team and runs the relationship with the property owner, ensuring that the property is ready for guest occupancy.

How do I track owner payments?

You can generate and send invoices for management fees directly from the client record to the property owner. This allows you to maintain a professional billing history. Owners can pay online by card through Stripe, and each payment sits on a clear record of the fees you have charged for your services.

Where do I store property photos?

From Specialist, you can attach and organize property files, including professional photography and floor plans, on the specific project or client record. This ensures that all marketing assets and property documentation are easily accessible to your team during the onboarding process and for future reference in the property's management history.

Keep exploring

Related pages

Ready when you are

See where Workspace369 fits into your client-work flow.

Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.

Start free trialRequest a demo