Scaling and Streamlining Operations with RE/MAX Success

The Challenge: Outdated Systems and Manual Processes

RE/MAX Success, a well-established property management business, was grappling with outdated systems that weren’t integrated, leading to inefficiencies and frustration. Their property management software was not cloud-based, and they were faced with the looming challenge of transitioning away from an increasingly unreliable system. With multiple systems for different functions, managing and scaling the business effectively was becoming more and more difficult.

“We used to spend so much time working around the system’s limitations. There were days we had to stay until midnight just to get end-of-month reconciliations done because the system couldn’t be used while we were processing payments.”

A Smooth Transition to a Unified System

The switch to OurProperty couldn’t have come at a better time. Although there were some early challenges—like getting tenants to adopt the new payment system—the team quickly adapted by training their staff to help tenants through the transition. As Katie shares, “The team worked hard to guide tenants through the setup process, and soon enough, everything ran smoothly. The old system was phased out, and the automation of payments and reporting began to make a real difference.”

Eliminating Trust Account Management and Saving Time

One of the biggest wins was the decision to stop managing their rental trust account. Before, the process was time-consuming and prone to errors. “We were spending two to four hours every day just managing the trust account,” explains Daniel. “If anything went wrong, it was a nightmare to resolve. It would be multiple days of work to fix one mistake and that just wasn’t sustainable.” With OurTrust, powered by OurProperty, this burden was lifted entirely. Payments, reconciliations and compliance tracking are all automated now, eliminating the stress of manual processes and reducing the need for late-night work sessions.

“We can finally breathe. No more working until midnight just to close out the month.”

The transition away from manual trust account management also eliminated costly audits. “In the past, we had to pay external auditors to check everything. Now, that’s handled automatically, saving us a huge amount in audit fees,” shares Katie. The freed-up resources allowed them to focus on more important areas of the business and reinvest the savings into rewarding their team.

Simplifying Operations and Boosting Productivity

With OurProperty, RE/MAX Success was able to streamline operations and increase the number of properties each property manager could handle.

“Before, our property managers could only manage 60-80 properties each. Now, they can manage up to 230 properties. That’s been a game-changer for us.”

The time saved from automating tasks like arrears management, lease renewals and payment processing meant property managers could focus on higher-value tasks, improving both efficiency and morale.

The leasing process also became much smoother. With everything—from lease signing to maintenance management—handled through the same system, property managers no longer needed a separate department for lease renewals. “We’ve been able to reduce the workload significantly while improving our service quality,” Katie says. “Our tenants are happier and so are our landlords. The feedback has been overwhelmingly positive.”

Cost Savings and Increased Efficiency

The business saw major cost savings after transitioning to OurProperty. They no longer needed multiple software subscriptions, which used to cost them $1,300–$1,400 per month. Now, the only additional expense is minimal SMS charges. “The reduction in costs has been huge,” says Daniel. “We also saved on wages, with fewer staff needed to handle manual data entry, which helped us retain talent in a competitive job market.” The savings didn’t just go into the business—they were also reinvested into rewarding the team.

Final Words of Advice

For businesses considering making the switch to OurProperty, RE/MAX Success offers some practical advice:

“There’s never a perfect time to switch. But once you make the decision, just go for it. The onboarding process is quick, and once you’re past that, you’ll see the time and cost savings in no time.”

Katie and Daniel are happy to share their experience with other property managers considering a move to OurProperty.

RE/MAX Success is a prime example of how adopting an automated, integrated property management solution can streamline operations, reduce costs and improve team productivity—while creating a better experience for tenants and landlords. Thanks to OurProperty, they’ve scaled their business, saved money and enhanced staff satisfaction, all while improving service quality.

Want to achieve similar results for your business? Get in touch with our team or book a demo today to see OurProperty in action!