Property operator
One operating hub across AppFolio, Asana and the leasing stack
Twenty-five-plus automations that connect the property management system, leasing tools and phones to Asana, so the whole team works from one place with the right information.
- automations across collections, leasing, renewals, insurance, work orders and resident feedback
- 25+
- automations across collections, leasing, renewals, insurance, work orders and resident feedback
- scheduled jobs keeping every system in sync around the clock
- 24
- scheduled jobs keeping every system in sync around the clock
- where the team manages every property, lead and work order
- One place
- where the team manages every property, lead and work order
Sample property / Work Orders
WO #7043-1: Leak under the sink
Work Orders
- Work order statusNew
- PriorityMove-in (urgent)
- MarketMetro A
- Work order issueSink leaking
- PropertySample property
- Work order typeResident
- Profession—
- Vendor—
- Scheduled date—
The challenge
The business ran on AppFolio for property management and accounting, Rently for self-guided tours, Zillow for rental leads, Dialpad for calls and texts, and Asana for managing the team’s work. None of them talked to each other.
AppFolio has no open API. Work orders, applications, renewals and payments lived there while the team worked in Asana, so people re-keyed data by hand and things fell through the cracks.
What we built
01
Asana as the operating system
Every work order, application, renewal, lead and vendor becomes an Asana task with the right fields, owner and due date, and stays in sync as its status changes.
02
Working around a closed system
With no API to call, the system reads AppFolio’s email notifications and daily snapshot reports, matches them to the right property and person, and updates the right tasks automatically.
03
Leasing and calls in the same record
Tour feedback, lead status and call and text activity flow in from Rently, Zillow and Dialpad, so anyone picking up a lead sees the full history.
04
Watchdogs on the details
Scheduled checks flag rejected payments, expiring insurance, leases not yet renewed, stale leads, past-due projects and tasks closed by mistake.
- OB
Ops Bot · 46 minutes ago
Recent move-in: move-in date was 10-03-2026 - OB
Ops Bot · 46 minutes ago
Issue: Water leak occurring under the sink
Solution: Inspect supply lines, shutoff valves, P-trap and drain connections for active leaks; tighten loose fittings, replace any cracked or corroded pipes, seals or hoses, and dry out the cabinet area. If the leak source is unclear or persistent, have a plumber perform a full inspection and repair.
Urgency: Normal
- ϟ
Move-in priority rules · 46 minutes ago
J. Rivera this has been marked as a high-priority move-in work order. Our goal is a great first impression with new residents, so we prioritize any move-in issues.
Please coordinate with the reno manager who worked on the turn to address these items for the new resident ASAP.
What we learned
You rarely need to replace the systems a team already uses. Connecting them, even a closed one, delivered most of the value of a new platform at a fraction of the cost and disruption.
Stack
- Google Apps Script
- Asana API
- AppFolio (email and report ingestion)
- Rently
- Zillow
- Dialpad
- OpenAI
- Slack
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