Automation That Works: How Pros PM Improved Communication, Collections, and Renewals

Over the past year, Pros PM made a deliberate shift: we leaned into automation. This has meant better communication, faster responses, and stronger results for our residents and property owners.

And it’s working.

By improving how we communicate during leasing, collections, and renewals, we’ve seen faster rent payments, higher renewal rates, fewer vacancies, and more efficient leasing workflows. Ultimately, that means owners receive their payout faster, and residents have a smoother experience.

Why Automation Matters in Property Management

Property management is built on timing. Delayed communication leads to delayed payments, missed opportunities, and unnecessary vacancies.

Automation allows us to communicate consistently and clearly, respond faster without sacrificing quality, and reduce friction for residents. By handling routine tasks in the background, our team can stay focused on people and decisions rather than manual follow-ups. The result is better communication, fewer delays, and a more efficient experience for residents and owners alike.

Most importantly, it allows our team to focus on people, decision-making, and community.

Realm-X is AppFolio’s intelligent automation platform that helps property management teams work faster, communicate better, and stay organized. It assists our team by instantly answering questions, automating routine tasks, and sending timely, accurate messages to residents and owners, all without delays or missed steps.

By handling thousands of behind-the-scenes actions for us, Realm-X allows our team at Pros PM to focus on what matters most: responsive service, thoughtful decision-making, and building strong, long-term relationships within our communities.

When residents know what to expect and feel supported, they’re far more likely to stay. And every renewal represents real savings and stability for property owners.

What the Numbers Say: Our 2025 Year in Review

Our commitment to automation is backed by real performance data from our 2025 AppFolio Year in Review.

In the past year, Pros PM:

• Completed 14,307 automated actions using AppFolio’s Realm-X Assistant

• Sent 1,966 automated messages to keep residents and owners informed

• Automated 5,457 actions through Realm-X Flows

• Took a total of 21,730 Realm-X actions

• Ranked in the 97th percentile of top Realm-X users

These tools saved countless hours of manual work. That was time our team reinvested in better service, stronger communities, and smarter decision-making.

The past year showed us that when automation is implemented thoughtfully, everyone benefits.

And we’re just getting started.