The Challenge
TenantHub managed 200+ residential properties across three cities using a patchwork of Excel spreadsheets, email threads, and a legacy desktop application from 2009. Property managers spent 4+ hours daily on manual data entry, reconciliation, and tenant communications.
Billing errors were common — roughly 8% of invoices contained mistakes, leading to disputes and delayed payments. New property onboarding took 2-3 weeks because data had to be manually entered across multiple systems.
The existing desktop application could not support remote work, had no mobile access, and crashed frequently when handling more than 50 concurrent properties. TenantHub needed a modern platform that could scale with their growth plans.
Our Approach
We started with a two-week discovery phase, shadowing property managers to understand their actual workflows — not just the documented ones. This revealed that 60% of their time went to three core tasks: billing reconciliation, maintenance request routing, and tenant communication.
We designed a multi-tenant architecture using PostgreSQL row-level security, ensuring each property management company sees only their own data while sharing infrastructure. This kept costs predictable as the platform scaled.
We chose an incremental migration strategy: build the new platform, run it alongside the legacy system for 30 days, then cut over property by property. This eliminated the big-bang migration risk.
The Solution
The platform centers on a real-time dashboard showing occupancy rates, outstanding payments, maintenance requests, and upcoming lease expirations at a glance. Property managers can filter by building, unit type, or date range.
Automated billing generates invoices on configurable schedules, applies late fees according to lease terms, and sends payment reminders via email and SMS. Stripe integration handles online payments with automatic reconciliation.
A tenant portal gives residents self-service access to pay rent, submit maintenance requests with photo uploads, view lease documents, and communicate with property managers — reducing inbound phone calls by 45%.
The maintenance module routes requests based on issue type and property, tracks contractor assignments, and logs resolution times. Managers can set SLA thresholds and receive alerts for overdue tickets.
Results
Admin Time Reduction
Property managers reclaimed 2.5 hours per day previously spent on manual data entry and reconciliation.
Faster Onboarding
New property setup dropped from 2-3 weeks to 3-4 days with automated data import and template-based configuration.
Billing Accuracy
Automated billing eliminated manual calculation errors, reducing disputes by 92%.
Tenant Satisfaction
Self-service portal and faster maintenance response times drove measurable improvement in tenant NPS scores.
Technologies
“We went from drowning in spreadsheets to having everything in one place. Our property managers actually look forward to using the software now — that has never happened before.”
This project used our SaaS Products service.
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