The property management industry is rapidly evolving, and efficiency is the key to success. With tight margins, labor shortages, and rising resident expectations, property managers and landlords must find smarter, faster ways to operate. Fortunately, modern automation solutions are rewriting the rules.
This blog explores the most efficient property management automation solutions, expert 1099 tips for property managers, and practical property management tips. Tips for landlords who want to streamline operations, improve resident retention, and boost their bottom line.
Efficiency isn’t just about saving time. It’s about driving profitability. It’s about scalability. And property managers are saying they’re managing more units with fewer staff than ever before. In addition, as resident expectations grow, falling behind on communication or maintenance can damage your brand. It can also hurt your occupancy rates.
Statistic: According to the National Apartment Association, 76% of respondents in a 2023 study rated operational efficiency as the industry’s top challenge.
So why does efficiency matter so much?
A focus on property management efficiency helps you with the following:
Now, let’s dig into the automation solutions that make all this possible.
Not all automation tools are created equally. The goal isn’t to replace people. It’s to empower them!
According to Buildium, today’s residents (2025) are embracing technology more than ever. And property managers can use that technology and automation to their advantage.
Here are some of the most common areas where property managers are automating tasks.
Residents want fast, convenient communication. And automation helps you do that.
The top tools like AppFolio, Buildium, and TenantCloud include automated messaging systems that send reminders for rent, maintenance follow-ups, and lease renewals. These tools improve engagement without adding to your staff’s workload.
Property managers lose hours coordinating with vendors and juggling maintenance requests. Platforms like Property Meld and Upkeep enable residents to submit their issues online. Those issues are then automatically routed to approved vendors. Additionally, these systems often integrate with your calendar. They also send updates to residents automatically. This eliminates all the back-and-forth phone calls.
If you’re managing multiple contractors or vendors, automation can help you streamline 1099 filings. It will also reduce tax-time stress and help you stay compliant with IRS rules.
Hot Tip: Don’t wait until January. Set up your 1099 reporting process by Q3 to avoid year-end surprises.
Automated leasing tools can screen applicants, run background checks, and generate leases. These tools reduce time-to-lease by several days.
Solutions like Avail or TurboTenant offer:
For high-volume leasing teams, automation ensures no leads slip through the cracks.
Modern platforms like Zoho CRM, Yardi Breeze, TenantCloud, and others can track unit turnover rates, rent collection metrics, and operating expenses in real-time. These platforms will provide actionable insights without having to wrangle any spreadsheets!
These tools also enhance property management budget planning by identifying patterns and flagging anomalies before they become expensive problems.
Landlords don’t need a massive portfolio to benefit from automation. Even managing just a few units can become a full-time job (especially if you don’t have the right tools)!
Here are some smart, scalable property management tips for landlords looking to reclaim their time.
Utilize platforms like Apartments.com Rental Manager or PayRent, which automatically collect rent, send reminders, and deposit funds directly into your bank account.
And more good news…these tools also provide digital rent rolls and payment histories. Additionally, they are helpful for tax prep and disputes as well!
Document a repeatable process for the following:
Creating a maintenance SOP reduces decision fatigue and ensures consistency (even if you outsource).
Use digital lease templates with e-signature capabilities. Tools like Zinspector allow you to perform and document property inspections via your smartphone, complete with time-stamped photos.
One of the most overlooked areas of property management efficiency is tax compliance. Mismanaging 1099s can result in IRS penalties and vendor disputes.
Here are four essential 1099 tips for property managers.
Never pay a contractor until you have their W-9 on file. This helps avoid scrambling for it at tax time.
Use your accounting software to track cumulative payments. Once a vendor exceeds the $600 threshold, they will be required to use a 1099-NEC form (Nonemployee Compensation).
Instead of reviewing records at year’s end, set a monthly recurring task to reconcile vendor payments and flag discrepancies.
Platforms like Track1099, Tax1099, and QuickBooks let you e-file in minutes. And they’ll even mail or email the forms to your contractors on your behalf.
Important Note: 1099-NEC forms are due to both contractors and the IRS by January 31st. NO EXCEPTIONS!
If you’re unsure whether automation is worth the upfront investment, consider this:
For every hour saved through automation, property managers can expect a significant increase in productivity.
Some automation ROI statistics according to Leasye.ai:
Efficiency isn’t a one-time thing. It’s an ongoing strategy. Regardless of the number of units you manage, embracing the most efficient property management automation solutions is paramount! It frees up your time for what really matters. For example, building relationships, growing your portfolio, and improving resident satisfaction.
Start small. Automate just one process this month. Evaluate the ROI. Then build from there.
Remember, the most successful property managers aren’t just working harder. They’re working smarter! You can take that to the bank! Literally!
And you can use our Property Leasing Productivity Playbook to do just that! It is packed with time-saving tips, automation tricks, and must-have resources to help you scale faster, lease smarter, and free up hours in your day. And the best part is—it’s FREE!