One request queue replaces three to four pieces of paper per transaction
A multi-site residential property management company runs its daily tenant status change orders and purchase requests through a single Airtable system, so property managers submit once and regional managers, accounting, and research always see the same record.
The problem
Property managers across about 100 sites were submitting tenant status change orders and purchase requests on paper, and every transaction meant three to four separate pages moving between offices before accounting could act on it.
There was no single place for regional managers, corporate accounting, accounts receivable, and research to see the same request at the same time, so status changes and purchase approvals stalled in transit or got re-entered by hand at each stop.
What they built
An Airtable base where property managers submit tenant status change orders and purchase requests directly, with automations routing each request to the right regional manager or accounting contact by portfolio assignment.
Leadership interfaces give regional and corporate teams visibility into request volumes across the whole portfolio, and the same base replaced a legacy document management system that had been used for storage and lookup.
The outcome
Property managers, regional managers, corporate accounting, accounts receivable, and research now work from one queue instead of passing paper between offices, with automated notifications replacing manual handoffs.
Corporate leadership can see request volume and status across all 100 properties in one place, and the paper trail that used to require three to four pages per transaction has been consolidated into a single digital record.
Inside the solution
Property operations request orchestration
Project & Portfolio Management
Real estate
- Tenant status change order intake and routing to accounts receivable
- Purchase order request submission and approval tracking
- Portfolio-based assignment notifications
- Leadership dashboards for request volumes
- Paper-based forms requiring manual entry
- No consolidated tracking across properties
- Slow handoffs between property managers and accounting
- Difficulty recovering old purchase orders for audit
- Paper eliminated, three to four pages down to zero per transaction
- Daily operational throughput across about 100 properties
- Consolidated audit trail for purchase orders
- Real-time visibility for regional and corporate leadership
- Property Management
- Regional Management
- Corporate Accounting
- Accounts Receivable
- Research
- Third-party document automator for PDF generation
- Potential future property management system integration for purchase order output
Property operations request orchestration
Take tenant status change orders and purchase requests from a property manager's submission through regional and accounting approval in one shared queue, with every routing hop, decision, and purchase order document tracked against the property and portfolio it belongs to. Automations route each request to the right approver, log the handoff, open an audit-ready purchase order record, and email leadership a weekly volume digest, while AI columns draft the accounts receivable handoff note and the approver's decision brief.
How the request queue works
Submit the request
Route and notify
Track and report
FAQ
Frequently asked questions
It is a single Airtable system that takes tenant status change orders and purchase requests from a property manager's submission through routing, approval, and reporting, replacing paper forms that previously moved between offices.
No. Tenant status changes are handled as administrative record changes only. The system tracks request status and routing, not resident personal data.
The system is used across about 100 properties, with requests routed to regional managers based on portfolio assignment.
It replaced a paper-based process that required three to four separate pages per transaction, along with a legacy document management system that had been used for storage and lookup.
Property management, regional management, corporate accounting, accounts receivable, and research all work from the same request records.