The Challenge

BSG Enterprises, a small family-run property management firm overseeing 106 residential and commercial units, faced major inefficiencies:

  • Outdated systems: Relied on QuickBooks and fragmented tools with frequent timeouts.
  • Manual operations: Rent collection, tenant screening, and communications were time-consuming and error-prone.
  • Staff overload: A lean 3-person team struggled to keep up with repetitive admin tasks.
  • Scalability issues: Growth was bottlenecked by disconnected workflows and outdated processes.

The company needed a streamlined, integrated solution to automate routine tasks and free up capacity for growth.

Our Solution

BSG implemented AppFolio Property Manager, a cloud-based platform designed for real estate automation.

Phase 1: System Consolidation

  • Migrated accounting, leasing, maintenance, and communications into AppFolio.
  • Unified tenant, property, and financial data under one system.
  • Replaced outdated spreadsheets and patchwork apps.

Phase 2: Workflow Automation

Tenant Screening & Leasing

  • Background checks automated (from 7 days to under 7 seconds).
  • Credit, eviction, and identity checks integrated in-app.
  • Applications and lease signing digitized.

Rent Collection & Billing

  • Online payments with auto-reminders for late rent.
  • Automated late fees and e-notifications.
  • Cash flow visibility improved with real-time dashboards.

Maintenance & Communication

  • Bulk messaging and resident portals for maintenance requests.
  • Mobile-first tools reduced phone/email overhead.

The Results

Automation enabled BSG to scale without adding headcount and deliver faster service across all units:

  • ✅ Background checks: From 7 business days → under 7 seconds.
  • ✅ Screening costs: Reduced by ~60%.
  • ✅ Routine workload: Repetitive admin reduced by dozens of hours per month.
  • ✅ Customer experience: Tenants gained 24/7 self-service tools.
  • ✅ Staff efficiency: Same team now supports more units with ease.

Financial Impact

| Metric | Before | After | Improvement | |——————————|———————|————————|——————–| | Background check turnaround | 7 business days | <7 seconds | ~99% faster | | Screening fees | $50-60 per check | ~$20 per check | ~60% cost savings | | Annual operating overhead | - | -$200K (reduced) | Major cost savings |

Key Systems Integrated

  1. AppFolio Property Manager - Core operating platform
  2. Built-in Screening & Payments - Tenant onboarding & billing automation
  3. Resident Portal - Self-service tools and maintenance tracking
  4. Mobile Dashboard - Real-time visibility for owners and staff

Client Testimonial

“What used to take us hours or even days—screening, reminders, rent tracking—is now done instantly. I can run a tighter operation with less stress, and we’re positioned to grow.”

  • Owner, BSG Enterprises

Specific Automations Implemented

Leasing & Screening

  1. Tenant applies → Automatic background & credit check triggered.
  2. Result logged → Approval/denial action in seconds.
  3. Lease e-signing & deposit collection completed online.

Rent Billing

  1. Monthly rent invoice auto-generated.
  2. Late fee triggers after grace period.
  3. Notifications sent until paid.

Resident Communication

  • Bulk email/SMS blasts for policy updates.
  • Maintenance requests auto-logged to dashboard.
  • Tenants receive real-time updates via portal.

Ongoing Optimization

  • System updates rolled out via AppFolio with no disruption.
  • Reports reviewed quarterly for additional automation opportunities.
  • Future plan: integrate owner reporting for real-time asset tracking.

Want to save hundreds of hours and thousands of dollars in your property operations?
Book your free 30-minute Automation Audit and see what’s possible for your portfolio.