Industries · Property management
Rent collected.Repairs closed.Owners informed.
We build property management systems that connect units, tenants, leases, cheques, renewals, maintenance and owner statements — so your team stops chasing paperwork and owners stop chasing you.
- Units & leases
- Cheques & rent collection
- Renewals
- Maintenance requests
- Contractors & PPM
- Move-in & move-out
- Owner statements
- Tenant portal
01Where property managers lose control
Hundreds of units. One spreadsheet holding them together.
Property management runs on dates — cheque dates, notice dates, expiry dates, visit dates. When those live in spreadsheets and phones, something is always overdue.
01Post-dated cheques are tracked in a ledger and a drawer
What happens
Each lease comes with a bundle of post-dated cheques. Deposit dates, bounced cheques and replacements are tracked in a spreadsheet next to the safe.
What it costs
Cheques deposited late or not at all, bounced cheques noticed weeks after the fact, and owners asking why their rent hasn't arrived.
With one system
Every cheque is recorded against the lease with its bank, number and due date. The team gets a deposit list each morning, and returned cheques trigger a follow-up automatically.
02Renewals start when the lease has nearly ended
What happens
Lease expiries are found by scrolling a spreadsheet. Owner instructions on new rent, tenant negotiations and new cheques happen in a rush in the last weeks.
What it costs
Notice dates missed, units vacated unexpectedly, and owners losing months of rent between tenants.
With one system
Renewals open automatically ahead of each expiry, using notice periods you set, with owner terms, tenant offers, new cheques and registration status tracked as stages.
03Maintenance requests arrive by WhatsApp and disappear
What happens
Tenants message a leaking AC or a blocked drain to whoever they have a number for. The request is forwarded to a technician or contractor and nobody records whether it was fixed.
What it costs
Repeat complaints, unhappy tenants who don't renew, contractor invoices that can't be matched to a job, and no record for the owner.
With one system
Every request becomes a ticket with the unit, category, priority, photos, an assigned technician or contractor, a target time and the tenant kept informed until it's closed.
04Owners get a statement once a quarter and call in between
What happens
Owner statements are assembled from bank records, maintenance invoices and the rent spreadsheet — by hand, once a quarter, for every owner.
What it costs
Late or inaccurate statements, constant calls from owners asking about rent and repairs, and owners who move their units to another manager.
With one system
Owner statements are produced from the system's own records: rent received, cheques pending, expenses, management fees and net payout — with an optional owner portal.
05Move-ins and move-outs depend on memory
What happens
Inspections, meter readings, key handovers, access cards and deposit deductions are recorded on paper forms or photos in a phone gallery.
What it costs
Deposit disputes with no evidence, keys and access cards unaccounted for, and units sitting empty while turnover work waits.
With one system
Move-in and move-out checklists with photos, readings, key and card logs, deductions agreed with the tenant, and turnover work scheduled before the next tenant arrives.
06Contractor work and building PPM have no single view
What happens
AC servicing, pest control, lift maintenance and cleaning contracts for each building are managed by email and phone with different contractors.
What it costs
Missed service visits, duplicate call-outs, and invoices paid for work nobody can confirm was done.
With one system
Planned maintenance schedules per building, contractor jobs with completion photos and sign-off, and invoices matched to the work before they're approved.
02Property platform preview
What your property management system could look like.
Switch between the screens a leasing coordinator, maintenance lead, accounts team and managing director would use. Every screen is designed around your portfolio, owners and contractors in discovery.
Illustrative interface with sample data — your system is designed around your buildings, owners and service model.
Illustrative demo · sample dataCan you see your own portfolio running on it?
Build your property system03Solutions
The parts of a property management system — chosen for your portfolio.
One record per unit, owner and tenant
Units, owners & leases
Buildings, units and villas with their owners, management agreements, tenants, lease terms, documents and history — the foundation everything else runs on.
- Building, unit and villa records
- Owner management agreements
- Lease terms and documents
- Unit history across tenancies
One record per unit, owner and tenant
Units, owners & leases
Buildings, units and villas with their owners, management agreements, tenants, lease terms, documents and history — the foundation everything else runs on.
- Building, unit and villa records
- Owner management agreements
- Lease terms and documents
- Unit history across tenancies
Not every portfolio needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps the portfolio's dates and requests under control.
AI in your property system works on your own leases, cheques, requests and owner records. It sorts, drafts, summarises and flags — your team makes the calls.
AI never sets rent, decides deposit deductions, approves spending or issues legal notices. Tenant and owner messages are drafted from your templates and sent by staff, and anything touching money or a lease is approved by the person responsible.
- 01
Request triage
Coordinator assignsA tenant sends a voice note and two photos about water on the bathroom floor.The assistant transcribes the message, categorises it as a plumbing leak, suggests the priority from your rules, checks the unit's recent tickets and proposes the nearest available technician — the coordinator confirms.
- 02
Renewal preparation
Staff send offersPrepare next month's renewals.Lists the leases reaching their notice dates, the current rent, recent renewals in the same building and any open issues on the unit, with draft owner and tenant messages for review.
- 03
Cheque follow-up
Accounts approveWhich tenants have returned cheques or missing renewal cheques?Builds the list from the cheque register, drafts a polite follow-up for each tenant and flags owners who should be informed.
- 04
Owner statement notes
Draft this month's notes for owners with vacancies or large repairs.Summarises each owner's month from the ledger, units and maintenance records in plain language, ready for the accounts team to check.
- 05
Repeat-issue flags
Which units keep coming back with the same problem?Groups requests by unit and category to show repeat AC, plumbing or electrical issues, with the jobs and contractors involved, so you can raise a permanent fix with the owner.
05A day with ORCHESTR
A day in property management, two ways.
- 07:30Requests sorted overnightOvernight requests are already tickets with photos, categories and priorities; the emergency was dispatched at 23:50.
- 09:00Deposit list readyToday's cheque list is ready by bank and owner account; a returned cheque from yesterday already has a tenant follow-up drafted.
- 11:00Inspection evidence on fileThe move-in inspection with photos and readings is on the unit record; deductions are agreed on the spot.
- 13:30Renewals already movingThe renewal opened 90 days ago; owner terms were requested, chased and received, and the tenant offer is out.
- 16:00Job record with photosThe job shows the contractor visit, completion photos, tenant sign-off and the matched invoice — the owner gets the summary.
- 18:30Portfolio on one screenOccupancy, arrears, renewals and open requests by building are on the MD's phone, live.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your team already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Accounting
- Zoho BooksQuickBooksXeroExisting property accounting (via API or export)
- Banking & payments
- Bank statement importsPayment linksCard gatewaysDirect debit providers (where available)
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Documents & signing
- E-signature tools (via API)Lease and notice templatesCloud storage
- Listing & leasing
- Listing portal exportsBrokerage CRM (via API or export)Website enquiry forms
- Data
- Spreadsheets & rent rollsExisting databasesBI tools
07How we build your system
Built around your portfolio — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the property manager.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Rent that arrives on time
Cheques are deposited on their dates and returned cheques are followed up the same day.Renewals without the rush
Every expiry starts early enough for owners and tenants to agree terms calmly.Repairs that get closed
Every request has an owner, a target time and proof of completion.Owners who stay
Clear statements and repair records answer owners' questions before they call.Handover evidence
Inspections, readings and key logs settle deposit questions with facts.A portfolio you can see
Occupancy, arrears and maintenance performance by building and owner, live.
09Possible use cases
How different property managers could use it.
Examples of what we could build — not completed client projects.
One building, run properly
A landlord's in-house team managing one or two towers: leases, cheques, renewals and maintenance requests replacing spreadsheets and WhatsApp groups.
Hundreds of owners, one system
Units spread across communities with many individual owners, each with their own agreement, fees, approval thresholds and statements.
Villas, gardens and PPM
Villa portfolios with garden, pool and pest-control contracts, quarterly PPM, tenant requests and turnover between tenancies.
From signed lease to managed unit
A brokerage taking on management after leasing — handing over tenant, lease and cheque details from the deal into the managed portfolio.
FAQs
Property management questions, answered.
Real estate & property
01Does it register leases with Ejari or connect to DLD?
No direct government integration is claimed. The system holds the lease details, documents and registration reference for each tenancy, reminds the team when registration or renewal is due, and prepares the information they submit through the official channels.
02Can it really manage post-dated cheques?
Yes — that's one of the first things we scope. Each cheque is recorded with its number, bank, amount and date against the lease, with daily deposit lists, clearing status, returned-cheque handling and replacement tracking.
03We manage for many owners with different agreements. Can it cope?
Yes. Each owner can have their own management fee rules, approval threshold for repairs, payout schedule and statement format. Statements are produced from the system's ledger rather than assembled by hand.
04Can tenants report issues through WhatsApp?
Yes. With the WhatsApp Business API, messages to your maintenance number become tickets automatically with photos attached, and tenants receive updates on the same thread. A tenant portal can sit alongside it for those who prefer it.
05Do our technicians and contractors need to use it?
In-house technicians use a mobile app for their jobs, photos and sign-offs. Contractors can be given a simple job link to accept, update and close work — or the coordinator can update jobs on their behalf if they won't use it.
06Can we keep our accounting software?
Yes. Rent receipts, expenses, owner payouts and fees can sync with Zoho Books, QuickBooks, Xero or your existing accounts where they allow. If you prefer the operational ledger to live in our system, we agree that with your accountant in scoping.
07How do we move from our spreadsheets?
We import your rent rolls, unit lists, owner details, lease dates and cheque registers, clean duplicates and gaps with your team, and reconcile opening balances before go-live so the first statements are right.
08Who can see owner and tenant information?
Access is role-based and enforced on the server. Technicians see only their jobs and the details they need, owners see only their own units, tenants see only their own lease, and financial data is limited to accounts and management.
09How is a property management system priced?
It's quoted after discovery, based on the modules, the size of the portfolio, the apps and portals involved and the integrations you need. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour portfolio.
Tell us how leases, cheques, requests and owner reporting run across your portfolio today. We'll show you how one system could connect your team, tenants, contractors and owners.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your portfolio runs today.
- 03If there's a fit, a written scope and quote — no obligation.