The Use of Templates in Property Management

As a property manager, there are so many different and specific files and forms and messages that you always need to work with. Some are only used once in a lease cycle, while others you have to work with every single day. Multiplying all of that by the number of properties and tenants you have, and very quickly you are swamped with hundreds of different charges or statements that are easy to mix up or miss. With online property management software, however, any and all of these communication and documentation types can be saved as templates, allowing you to easily access what you need, when you need it!

Message Templates

Sending out important files or notices of late payments to tenants are things that come up from time to time, and normally you would have to search around for the correct document or the correct numbers to get to your tenants. With email templates for these exact things, the information you want to send is already linked from other areas of the online property management software, so all you need to do is decide who you are sending the message out to. These message templates can either be for specific information like that, or they can be property or company wide updates. Whatever reason you have for sending out emails (or texts!) to your tenants, owners, or vendors, templates will save you time and maintain accuracy and style!

Document Templates

The other kind of thing that may need templates are any kind of statement or invoice or any other kind of interaction with your tenants, owners, or vendors that isn’t strictly a message. Here too, all of these can be saved as a template, easily adjustable and fillable whenever you need it. With these file templates, you won’t have to spend your time painstakingly crafting a new maintenance request form, or finding all of the information in your folders for an owner statement. Any information that is needed in these forms will again draw from what is already in the system, meaning you won’t accidentally include the wrong data or numbers. You will get it right the first time, and can then have all of your files look and act the same to make them easier to parse and compare down the line!

Template Customization

Having built-in templates are nice, but if that is all you could use, you would be severely limited in the reach these templates could have. Luckily, with online property management software, all of your templates are completely customizable, and you can create as many as you want, with whatever you want. If you want to have an email template to message tenants when a maintenance project is completed, you can do that. If you want to have three different owner statement templates based on which properties they manage, you can do that as well. However you already run your company and have your files already set up, you can implement that into these online templates, making the online property management software work for you and not the other way around. Whatever templates you can dream of, you can create, and you can start simplifying your business immediately!

The Efficient Choice

With so many different moving parts of property management, simplifying any portion you can is crucial to finding time to work on the parts of your business that can’t be simplified. By creating templates for recurring messages and forms, especially when they are able to be connected to data from the rest of the online system, you are able to free up a lot of time and avoid a lot of potential errors. You can never be too efficient with your work, especially when it comes to these monotonous forms and messages. Here at Property Matrix, we know how important it is to get your time back, which is why we have created our fully customizable system to let the templates and the system work for you and your specific needs. Schedule a demo with Property Matrix today to see how else your property management business can be simplified!