CRM for property managers
Property management CRM for tenants, owners and every repair
Tenant requests, owner updates, rental inquiries and lease renewals in one place. Your AI manager answers the 2am leak call, opens the request with the right urgency and gets a human on it.
CRM included in every plan, from $39/month. AI manager included.
New owner inquiry
Rental analysis sent
Proposal sent
Agreement signed
Quick answer
What does a property management CRM do?
A property management CRM keeps tenants, owners, units and repair requests in one system. Clientager logs every maintenance request with priority and assigns it to a technician, reminds you before leases end, tracks rental inquiries and showings, and wins new owner clients through a pipeline. Its AI manager answers tenant calls 24/7, triages emergencies and escalates urgent ones to a person. Plans start at $39/month.
Built for property managers and letting companies
Your Property Management CRM comes set up with the stages and fields property managers and letting companies actually use. Change anything, add your own.
Pipeline stages
- New owner inquiry
- Rental analysis sent
- Proposal sent
- Agreement signed
- Won
What each record holds
- Tenant, owner or applicant
- Property and unit
- Lease start and end date
- Monthly rent
- Owner of the unit
- Access and pet notes
- Open maintenance requests
- Preferred contact method
- Move-in and move-out dates
Maintenance requests with priority
Every request is a job with a priority level, the unit, photos noted by the tenant and a technician assigned. Emergencies rise to the top of the list.
Technician and vendor assignment
Assign each job to an in-house technician or a team member who coordinates the vendor. Due times and reminders keep repairs from slipping.
Tenant and owner timelines
Every call transcript, text, email, job and payment on one timeline. When an owner asks what happened at unit 4B, the answer takes seconds.
Lease renewal tracking
Store lease end dates and build a smart list of leases ending in the next 60 days. Renewal tasks and reminders go out automatically.
Rental inquiries and showings
Vacant units go in the catalog. Applicant inquiries are logged, showings booked on the calendar and follow-ups sent from templates.
Owner acquisition pipeline
Track landlords who ask about management from first inquiry to signed agreement, with a deal value on each so you see future fee revenue.
Invoices and pay-by-link
Bill owners for repairs or fees with line items, tax and a secure pay-by-link through your own Stripe, Razorpay or PayPal account.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Answers tenants 24/7
Calls, WhatsApp, SMS, web chat and email from tenants get answered at any hour, with messages answered in each tenant's own language, without a night-shift phone rota.
Triages and opens the request
It asks what is wrong, where and how bad, then opens a service request with the right urgency on the tenant's unit.
Escalates real emergencies
A burst pipe, gas smell or no heat in winter is handed to your on-call person immediately with a callback task.
Handles rental inquiries
It answers questions about vacant units, logs the applicant and books a showing on the calendar.
Keeps tenants updated
It confirms the request was received and schedules updates, which cuts the follow-up calls that eat your team's day.
How a property management runs on Clientager
- 01
2am leak call
A tenant calls about water coming through the ceiling. Your AI manager asks the right questions, opens an urgent request on the unit and alerts the on-call technician.
- 02
Repair assigned
The technician gets a task with the unit, access notes and tenant contact. The tenant gets a text saying help is on the way.
- 03
Job done
The technician marks the job complete. The tenant is asked to confirm the fix and the owner gets an email summary.
- 04
Owner invoice
The repair is invoiced to the owner with line items and a pay-by-link, marked paid when settled.
- 05
Renewal season
Sixty days before the lease ends, a renewal task is created and the tenant gets the terms.
Automations ready to switch on
- When A new urgent service request is created→ Create a task for the on-call technician due in 30 minutes and text the tenant a confirmation
- When A job is completed→ Text the tenant to confirm the fix and email the owner a summary
- When A lease end date is 60 days away→ Create a renewal task and email the tenant renewal terms
- When A showing is completed→ Send the applicant the application steps the next morning
- When The owner pipeline stage changes to Proposal sent→ Wait 4 days, then create a follow-up call task
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- After-hours calls go to a personal cell or nobody
- Repair requests live in texts, emails and sticky notes
- Owners call to ask for updates you cannot find quickly
- Lease end dates are noticed too late
- New owner leads are not followed up
Clientager Property Management CRM
- AI manager answers tenants 24/7 and escalates emergencies
- Every request a job with priority and an assignee
- Full timeline per unit, tenant and owner
- Renewal tasks 60 days before every lease end
- Owner pipeline with follow-up tasks
Why property managers need a property management CRM
A property management CRM has three groups of people to look after: tenants who need repairs, owners who want updates, and new landlords you want to sign. Spreadsheets and shared inboxes break down once you pass a few dozen units. Clientager keeps every tenant, owner, unit and request on one timeline, so anyone on the team can see what happened and what happens next.
The hardest part of the job is the phone. Tenants call at night, on weekends and on holidays, and many calls are not emergencies at all. Your AI manager answers every call and message, works out what is wrong, and opens a service request with the right urgency. Routine requests wait for the morning. Real emergencies go to your on-call person right away with a callback task.
Repairs with priority, assignment and proof
Every maintenance request becomes a job with a priority, the unit, the tenant's description and an assigned technician. Jobs show on the calendar alongside showings and tasks. When a technician marks a job complete, an automation can text the tenant to confirm and email the owner a short summary. The full record of who did what, and when, stays on the timeline.
That record matters when an owner questions a bill or a tenant disputes a deposit. You can show the original call transcript, the time the request was opened, who was assigned and when it was closed. Repair costs can be invoiced to owners with line items and a pay-by-link through your own payment account, and the invoice is marked paid automatically.
- Urgency set from the tenant's description
- Technician assignment with due times
- Tenant confirmation and owner summary on completion
- Call transcripts and changes kept on the timeline
Renewals, vacancies and new owners
Lease end dates sit on each tenant record. A smart list shows leases ending in the next 60 days, and automations create renewal tasks and send terms. When a unit goes vacant, it goes in the catalog. The AI manager answers applicant questions, logs each inquiry and books showings, so units fill faster and nobody spends evenings returning calls about availability.
Growth comes from signing new owners. Clientager includes a pipeline for landlords who ask about management, from New owner inquiry to Won, with a value on each deal. Follow-up tasks make sure no proposal goes quiet. Staff roles let technicians and coordinators work jobs without seeing payments, billing or revenue, which stay with owners and managers. The activity log shows who changed what on every job and lease.
Questions about the CRM
What is the difference between a property management CRM and an AI manager?
The CRM holds your tenants, owners, units, service requests, leases, invoices and reports. The AI manager is the assistant that answers tenant and applicant calls 24/7, opens requests with the right urgency, books showings and escalates emergencies. In Clientager the AI manager writes straight into the CRM, so every request is logged before your team even sees it.
Can I import my tenant and owner lists?
Yes. Export tenants, owners and units from your current software or spreadsheet as CSV and import them. Clientager detects duplicates and lets you merge them. Map columns like unit, lease end date and rent so renewal reminders work from the first day.
Can technicians see jobs without seeing financials?
Yes. Technicians and coordinators on the staff role see service requests, units, tenant contact details and tasks, but not payments, billing or revenue. Owners and managers see everything. Starter includes 2 logins, Growth 5 and Scale unlimited, and the activity log records every change.
Does it replace my accounting or rent collection software?
No. Clientager is a CRM and AI manager for communication, repairs, renewals and leasing. It can send invoices with pay-by-links through your own Stripe, Razorpay or PayPal account, but it is not a trust accounting system. Data moves in and out via CSV.
How does the AI manager decide what is an emergency?
You set the rules, such as active water leaks, no heat, gas smells or lockouts. The AI manager asks questions to understand the problem, then sets the urgency. Emergencies are handed to your on-call person with a callback task. Everything else is logged for the next working day.
How much does the property management CRM cost?
The CRM is included in every Clientager plan, and plans start at $39/month. Book a live demo to see it set up for a property manager. You can get a refund before your AI manager goes live if it is not a fit.
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