CASE STUDY

Automating Maintenance, Invoicing & Tenant Operations for a Property Management Company

QuitCode built a centralized automation layer that streamlined maintenance workflows, invoicing, and tenant communication — enabling the company to scale its portfolio without increasing operational overhead.

INDUSTRYProperty Management

LOCATION

USA

Automating Maintenance, Invoicing & Tenant Operations for a Property Management Company

CLIENT

Property Management Company

A property management company managing 146 properties and 483 units, handling maintenance requests, tenant communication, invoicing, and compliance processes. As the portfolio grew, manual coordination across disconnected tools created delays, billing errors, and an unsustainable operational workload.

TECHNOLOGIES

Challenge

Before automation, the company relied on multiple disconnected tools — Buildium, Process Street, and Airtable — with critical logic embedded in custom scripts. As the portfolio grew, workflows became slower, more complex, and prone to errors.

Fragmented workflows

Maintenance requests, communication, and invoicing required constant switching between systems

Manual and error-prone billing

Margin calculations and invoice generation frequently led to errors and duplicate invoices

Slow response times

Tenant communication, especially for urgent requests, was delayed due to manual processing

Complex and fragile system logic

Automation relied on custom scripts that were difficult to maintain and debug

Scaling increased workload

Each new property added operational overhead instead of efficiency

The result was

Delays, billing errors, operational inefficiencies, and limited scalability

Solution

We rebuilt the system architecture by centralizing all logic in Make.com while keeping the existing tools as interfaces. This allowed us to automate workflows, eliminate errors, and create a scalable operational system.

Requests processed automatically with contractor assignment and instant tenant communication

Invoices generated automatically with built-in logic to calculate margins and prevent duplicates

SMS and email notifications triggered instantly for tenants and managers

Buildium, Airtable, and Process Street fully connected into a unified system

Debt collection and eviction notices generated and sent automatically via Click2Mail

The new system replaced fragmented tools and manual processes with a fully automated, scalable backend that handles operations in real time.

Before

After

Maintenance workflow

Manual coordination across multiple tools — collecting tenant data, contacting contractors, tracking repairs, and updating statuses

Requests processed automatically — tenant data retrieved, contractors assigned, and communication triggered instantly

Billing & invoicing

Invoices and margin calculations handled manually, often leading to duplicate invoices and incorrect billing

Invoices generated automatically with built-in margin calculation and deduplication logic

Processing time

Each request could take 15–30 minutes due to manual data entry, document generation, and communication

Full workflow cycle reduced to ~2 minutes end-to-end

Tenant communication

Responses to tenants were delayed due to manual handling and lack of automation

SMS and email notifications sent instantly, ensuring faster response times

Operational workload

Admin workload increased with every new property, requiring more time for coordination and reporting

Automation eliminated manual coordination, reporting, and document handling

System reliability

Critical workflows depended on fragile custom scripts, making the system difficult to maintain

All logic moved to Make.com — transparent, reliable, and scalable backend

Compliance & documentation

Eviction notices and debt-related documents generated manually, creating risks of delays and legal issues

Debt aggregation, document generation, and eviction notices fully automated

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Let our clients speak for us

The best way to understand QuitCode isn't through our words — it's through the experiences of the teams we work with.

We have a unique organization with a lot of information flows required amongst a hundred entities. We are now accurate in our communications with the various participants with much less time needed by management. The QuitCode team had the technical and listening skills to move us into another realm and for a quite reasonable price. They were very transparent in billing and we felt they were modest in their hourly requirements.

Nancy Janin

Regent's Park Music Festival

These guys are an absolute pleasure to work with-fast, responsive, and incredibly easy to communicate with. Most importantly, the results are outstanding. They truly take the time to customize everything to your specific needs. If I could give more than five stars, I would. Highly recommended, and I will definitely be coming back again!

Nis Lehmann-Matthaei

The Incredible Company GmbH

QuitCode did an excellent job building our interactive portfolio projection tool in Bubble. The project involved translating fairly complex financial models and formulas into a fully functional Bubble application, while also ensuring the UI matched our Adobe XD designs pixel-perfectly. Overall, a very strong Bubble development agency who can bridge the gap between complex logic and polished front-end execution. I look forward to working with them again on future projects.

Tim Harrison

Unity Property