Owner portal
Statements, EOFY summaries, invoices, inspection reports, documents and maintenance updates behind one login.
Property management software: owner & tenant portals
Property managers: fewer phone calls, happier owners. Less chasing, more managing.
Owners ring for statements, tenants email blurry repair photos to whoever's on the website and routine inspections get typed up at the kitchen table at 10pm. We build owner portals, tenant request systems and inspection tools for property managers that sit alongside your trust accounting, then we host them and look after them.
Looking for property management portals and inspection apps that actually cut the calls?
A property manager works for two customers who want opposite things, plus a crew of trades who never answer the first time. Your trust accounting does the money well enough. Everything around it lives in your inbox, your phone, a shared spreadsheet and the notes app on a PM's mobile. Every unanswered question turns into another phone call and every missed date turns into an unhappy owner.
Wollopit builds custom software for property management businesses around how your rent roll actually runs. Owners log in for statements and inspection reports instead of ringing. Tenants lodge repairs with photos that land in the right queue. Inspections get done and sent from the property. Trades get proper work orders and owners approve quotes with one tap. We work alongside PropertyMe, Console Cloud or whatever you use for trust accounting, then host and look after the lot on our own servers.
01The problems
What we hear from property managers
Does your property management business have these problems? Here's how we'd fix them.
Most agencies we talk to have good people and a decent trust accounting system. The trouble is everything that happens between the owner, the tenant and the trade, which still runs on email and memory.
- The problemOwners ring for statements and updatesEvery month someone wants last month's statement resent, an EOFY summary for the accountant or just to ask how the property's going.How we fix itAn owner portal with statements, EOFY summaries, inspection reports, invoices and live maintenance updates, available any time without a phone call.
- The problemRepair requests arrive everywhereTenants email, text the PM's mobile and ring reception. Photos get lost and the same leaking tap gets reported three times.How we fix itA tenant request form with photos and video, urgency triage and a tracked job that both tenant and owner can follow through to done.
- The problemInspections typed up at nightNotes on a clipboard, 80 photos on the phone and a report written after hours, a week after the visit.How we fix itAn inspection app that builds the report room by room on site, with photos placed and comments tagged, ready to send before you're back in the car.
- The problemInspection day takes all morning to planWorking out which properties are due, sending entry notices by hand and zig-zagging across town.How we fix itDue inspections pulled from your rent roll, entry notices sent with the right notice period and runs grouped by suburb on a map.
- The problemApplications from five directionsSome through the portals, some by email, a few on paper. Comparing them for the owner is a copy-paste job.How we fix itOnline applications with ID, income and references in one place, a side-by-side shortlist and an owner approval link.
- The problemChasing trades all dayRinging the plumber, waiting on a quote, ringing the owner, ringing the plumber back. The tenant rings in between.How we fix itWork orders sent to trades with photos and access details, quotes uploaded online and owners approving with one tap.
- The problemLease renewals and rent reviews slipA lease rolls into periodic because nobody spotted the date and the rent review is months overdue.How we fix itRenewal and rent review reminders well ahead, owner recommendations sent for approval and offers sent to tenants for e-signing.
- The problemArrears follow-up is manualSomeone runs the arrears report, then texts and emails each tenant one by one.How we fix itArrears pulled from your trust accounting each morning with staged SMS and email reminders and a clear list of who needs a phone call.
- The problemCompliance lives on a spreadsheetSmoke alarm checks, pool certificates, gas safety and insurance renewals tracked in a spreadsheet nobody fully trusts.How we fix itA compliance register for every property with expiry alerts, certificates stored against the address and jobs booked automatically.
- The problemKeys go walkaboutA set goes out to a trade on Tuesday and nobody knows who's got it on Friday.How we fix itKey register with QR tags: sign out, sign in, overdue alerts and a history of who held what.
- The problemVacates turn into bond disputesExit reports done from memory, entry photos buried in an old email and a tenant who swears the mark was already there.How we fix itExit reports compared side by side with the entry condition report, matching photos and a clean claim summary for the bond.
02What we build
Solutions
What we build for property managers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Tenant portal
Repair requests with photos, lease documents, rent ledger, entry notices and inspection dates in one place.
Maintenance request system
Triage by urgency, after-hours emergency routing and a tracked job from report to invoice.
Trade work orders
Jobs sent with photos, access and key details. Trades quote, accept and close out from their phone.
Routine inspection app
Room by room reports with photos and comments on site, sent to the owner the same day.
Entry and exit condition reports
Detailed ingoing reports and exit reports compared side by side with matching photos.
Inspection scheduling & entry notices
Due dates from the rent roll, notices sent on time and runs planned by suburb.
Online rental applications
ID, income, references and pets collected online with a shortlist for the owner to approve.
Open home bookings
Viewing slots tenants book themselves, with SMS reminders and attendee follow-up.
Renewals & rent reviews
Reminders, owner recommendations and lease offers out for e-signing.
Compliance register
Smoke alarms, pool certificates, gas safety and insurance tracked with expiry alerts.
Key register
QR-tagged keys signed in and out with overdue alerts.
Owner onboarding
Management agreements, property details and owner banking collected online and signed electronically.
Arrears reminders
Staged SMS and email reminders driven by your trust accounting data.
A website that wins listings
Hand-built, fast on mobile, with a rental appraisal form and built to rank for 'property manager' in your area.
03The systems
The big ones
Your whole rent roll, on one system.
These are the systems property managers ask us about most. Each one stands on its own and they get properly useful once they share the same properties, owners and tenants.
Owner portal
Owners check the portal instead of ringing you.
Every owner gets a login showing their properties, statements, inspection reports and every open maintenance job. Statements come straight from your trust accounting so the numbers always match. Quote approvals happen in the portal too, so you're not waiting on a call back.
- Monthly statements and EOFY summaries
- Invoices and receipts per property
- Inspection reports with photos
- Live maintenance job updates
- One-tap quote approvals
- Lease, renewal and rent review dates
- Compliance certificates on file
- Documents and management agreement
- Multiple properties per owner
- Branded in your agency's look
Maintenance & trades
Repairs reported once. Tracked till they're fixed.
Tenants lodge requests with photos and video, the system sorts urgent from routine and the job lands in the right PM's queue. Trades get a proper work order, quotes go to the owner for approval and everyone can see where it's at.
- Tenant request form with photos and video
- Urgent and routine triage
- After-hours emergency routing
- Work orders with access and key details
- Preferred trades per property or owner
- Online quotes and owner approval
- Trade updates and completion photos
- Invoices matched to the job
- Tenant and owner status updates by SMS
- Job history for every property
Inspection app
Inspections finished before you're back in the car.
Walk the property with your phone or tablet and the report builds itself room by room. Photos drop into the right spot, standard comments are one tap and the owner gets a clean report the same day.
- Routine, entry and exit reports
- Room by room templates
- Photos and video placed automatically
- One-tap standard comments
- Works offline in no-signal spots
- Maintenance items raised from the report
- Exit compared to entry side by side
- Tenant signature on the spot
- Branded PDF and portal report
- Sent to owner before you leave
Leasing & applications
From enquiry to signed lease without the paper chase.
Prospective tenants book viewings, apply online and upload everything you need in one go. You compare applicants side by side and the owner approves from a link. Then the lease goes out for e-signing.
- Bookable open home and viewing slots
- SMS reminders and no-show tracking
- Online applications with ID and income
- Reference requests sent automatically
- Side-by-side applicant shortlist
- Owner approval by link
- Lease and bond paperwork for e-signing
- Move-in checklist and welcome pack
- Listings pulled from realestate.com.au and Domain
Compliance & renewals
Every date that matters, caught before it bites.
Lease ends, rent reviews, smoke alarm checks, pool certificates and insurance renewals all live against the property with alerts well ahead. Jobs get booked and owners get recommendations without anyone combing a spreadsheet.
- Lease expiry and renewal reminders
- Rent review recommendations to owners
- Renewal offers out for e-signing
- Smoke alarm compliance tracking
- Pool certificate and gas safety expiry
- Landlord insurance renewal alerts
- Certificates stored per property
- Compliance jobs booked with trades
- Key register with overdue alerts
- Weekly due list for each PM
04How it changes
Before and after
A routine inspection day, wolloped.
Here's how a morning of routine inspections could change. Every agency is different, so we map yours first.
Before
- Work out which properties are due from a report
- Send entry notices one by one
- Notes on a clipboard and 80 photos on your phone
- Report typed up at 10pm, a week later
- Owner rings asking where it is
- The repair you spotted gets lost in an email
After
- Due inspections pulled from the rent roll
- Entry notices sent on time automatically
- Run planned by suburb on the map
- Report built room by room on site
- Sent to the owner's portal before lunch
- Repair raised from the report and already with a trade
05Services
Everything under one roof
Software, websites and systems for property managers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for property managers
Built around how your property management business actually runs: owner portal, tenant portal and the admin in between, in one system you own.
Websites for property managers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Property management business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for property managers
Maintenance request system and trade work orders: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect PropertyMe, Console Cloud and PropertyTree so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your property management business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We sit alongside your trust accounting and the platforms you rely on, connect what can be connected and replace the bits that are holding you back.
- PropertyMe
- Console Cloud
- PropertyTree
- REST Professional
- Ailo
- realestate.com.au
- Domain
- 2Apply
- Snug
- Inspection Express
- Tapi
- Xero
- DocuSign
- Stripe
- Mailchimp
- Google Maps
- Microsoft 365
- Equifax National Tenancy Database
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your property management business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your PMs, reception and leasing team, follow a repair and an inspection from start to finish and find where the calls and double handling come from.
- 02
Archi-tech
We plan it before writing code: your properties, owners, tenants, trades, trust accounting connection, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the biggest headache first, like the owner portal or inspection app, so you feel the difference quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you ring the people who built it.
08Questions
FAQ
Things property managers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Will it work with our trust accounting software?
Yes. We work alongside PropertyMe, Console Cloud, PropertyTree and REST Professional, pulling statements, ledgers and property details where they allow it. Your trust accounting stays exactly where it is.
Can owners approve quotes without ringing us?
Yes. Quotes land in the owner portal with the trade's notes and photos and the owner approves or declines with one tap. You and the trade get told straight away.
Does the inspection app work without phone signal?
Yes. It saves everything on the device and syncs when you're back in range, so a dead spot in a unit block doesn't cost you a report.
Can tenants see where their repair is up to?
Yes. Tenants get updates by SMS and in their portal as the job moves from reported to booked to done, which cuts a lot of follow-up calls.
We already use an inspection or maintenance platform. Do we have to switch?
No. If a tool is doing its job we build around it and join it up. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a property management system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a tenant request form or key register can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Is our owner and tenant data kept secure?
Yes. It's hosted on our own managed servers with proper logins, permissions for each staff member and regular backups. Owners and tenants only ever see their own properties.
Who looks after it once it's built?
We do. We host it, keep it updated and secure and make changes when you need them. When something's not right you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most property managers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a property management business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.