How McGrath Coast and Hinterland Scaled Service with Automation and Stability

McGrath Coast and Hinterland manages a substantial portfolio of over 800 properties across the Sunshine Coast and Hinterland. In November 2022, the agency transitioned to OurProperty with a clear vision: streamline operations, reduce administrative risk and free up property managers to focus on client relationships.

Why They Made the Change

Before adopting OurProperty, trust accounting was overseen by an operations manager and a second-in-charge. Staff leave and turnover highlighted the risk of having only a couple of people responsible for critical reconciliations.

The principals saw an opportunity: by removing the traditional trust account and the reconciliations that came with it, they could deliver both time savings and operational stability.

Their decision was also influenced by watching other successful agencies, such as RE/MAX Toowoomba, simplify trust accounting and integrate workflows through OurProperty. The goal was clear: reduce reliance on manual processes, improve visibility and free property managers to spend more time on high-value client engagement.

Smooth Transition with Manageable Challenges

Senior Property Manager Sharee Little played a key role in preparing for changeover. While any system migration brings adjustments, the transition was smoother than expected.

The main hurdle came from historical documents migrating into a single correspondence folder per owner or tenant. While this required some re-filing for specific items, such as entry reports, the team treated it as an “improve as we go” process rather than a disruption to daily work.

Big Wins in Daily Operations

• Lease Renewals: Automated workflows turned what was once up to two days of weekly work into a quick, streamlined task.
• Arrears Management: Tracking and actioning arrears became faster and more efficient, freeing time for proactive tenant engagement.
• Maintenance: Moving from Bricks + Agent to OurProperty was seamless, with integrated workflows enabling faster, more transparent issue resolution.
• Trust Accounting: No more mid- or end-of-month crunch. EOFY reporting now takes minutes instead of days, with archived owners automatically receiving statements.

Focusing on Clients, Not Just Compliance

With so much admin removed from their workload, Sharee’s team gained more time to focus on landlord and tenant relationships. More phone calls, more face-to-face conversations, and less time behind a keyboard have translated into stronger service and retention.

Sharee summed it up:

“This system gives property managers more time to focus on relationships. Automation handles the repetitive admin, and that means better conversations and better outcomes for our clients.”

Support That Makes a Difference

The team also credits Jordan, Account Manager from OurProperty, for providing outstanding support — always quick to respond, helpful and willing to go the extra mile. His guidance helped build confidence in the platform early on.

Looking back, Sharee acknowledges the early learning curve but highlights how much the platform has improved:

“If you’d asked me a year ago, I might have hesitated. Now, after seeing the improvements and getting the right support, I’d definitely recommend it. The benefits are clear.”

See How Your Agency Could Benefit

McGrath Coast and Hinterland have shown how removing manual admin and embracing automation creates more time for what matters most: building stronger landlord and tenant relationships. From faster lease renewals to stress-free trust accounting, their team has proven that the right platform can transform daily operations and deliver real growth.

Want to see what this could look like for your agency? Book a demo today and learn how OurProperty can simplify your trust accounting, streamline workflows and give your property managers more time for your clients