Their own account
The owner or tenant logs in to their own portal and sees their own requests, with status and progress in real time.
Industry
A property management CRM, on proven foundations.
Requests, projects, sales and ERP-linked invoicing, in the same system as the owner or the tenant. And a special edition of the product, built specifically for property management.
Important
Two editions, one core.
For property management there is a separate edition of CactusCRM, built around the way the industry works. It sits on the same core described below (contacts, requests, projects, invoicing, time tracking, ERP and portal) and adds the records a property management office actually needs to track.
- Properties as records - features, photos, documents and history per property.
- Owners and tenants - who is linked to what, with the communication history next to the property.
- Leases - term, rent reviews, expiries and renewals, with alerts before they come up.
- Rent and collections - what is due, what was collected, what is overdue.
- Owner statements - income, expenses and withholdings per period.
- Viewings and interest - who saw what, when, and how they responded.
- Maintenance - requests per property, assigned to a contractor, with costs.
The exact setup adapts to your own workflow. Request a demo of the property edition and see it on a portfolio of your own.
Every request becomes a ticket, with a status and an assignee.
A fault in a property, a tenant’s question, an owner’s repair request: whatever the request, it becomes a ticket with a status, an assignee and a priority. If it needs a cost estimate before you take on the work, the request goes through approval first; if not, it starts right away. The choice is made when the request is created, not along the way, and no employee can skip the client’s approval when it is required. The rule is enforced inside the system itself, not as a process convention someone might forget.
A renovation or a property make-ready is a project too.
Every project moves through phases, each with its own date, with team assignments, a deadline and logged time, so the system works out automatically how long each stage took, from the first assignment to the handover to the owner or tenant. The phases aren’t locked into a single flow; they adapt to your own process, the same way the sales stages do.
From first contact to a closed deal.
- Stages that fit you
- Two ready-made flows are there from day one, or you build your own stages for your own process, from first contact to close.
- Documents with e-signature
- The proposal mechanism, with a PDF, a link and e-signature, is general purpose: it works for other kinds of offer, not only a “project proposal”.
- No opportunity slips away quietly
- An opportunity that isn’t ready to move forward is snoozed with a required review date, and comes back on its own when the day arrives.
The invoice isn’t a separate file from the property record.
Invoices, payments and each client’s balance sync automatically from your ERP: rent, management fees, or whatever charge you issue. The owner or tenant sees their own balance in their portal, and can pay online through VivaWallet without waiting for a call from you.
Owners don’t have to call you to find out what’s going on.
Invoice history
Full invoice history and current balance, without having to ask the front office.
Reopen with a comment
A closed request doesn’t need a brand-new email; it reopens simply by commenting on it.
Every property has a manager; every owner has a contact history.
Calls, emails and meetings counted automatically per portfolio manager, with a manual relationship rating when needed, from “Excellent” to “At risk”, so the state of a relationship isn’t judged only from the manager’s memory. And an owner with no communication at all for several weeks is flagged automatically in a weekly report, before they decide to switch managers because they felt forgotten, not after they’ve already decided.
Property management FAQ.
Does CactusCRM handle property listings, leases or rent receipts?
Not in this edition. This is the agency and services platform of CactusCRM: requests, projects, sales, invoicing, ERP sync, time tracking and a client portal. For property management there is a separate edition of the product, built specifically for the industry.
Can I adapt the stages and fields to my own property management workflow?
Yes. Funnels, stages, custom fields and workflows adapt to your business, using the same customization described on the home page.
Can an owner or tenant see their own requests online?
Yes, through the client portal: their own tickets with their status, their invoice history and their balance, without calling you to ask.
Next step
Let’s design your CRM.
30 minutes. We show you the platform, listen to how your team works, and send a tailored proposal within a few days.