Move your Applications Online then Get them Processed Offshore!

We are in 2020, and we need to start acting like it. There are so many ways to process an application that are way more efficient than the traditional way. When tenants visit a property, and they are potentially interested in making it their next home, of course they will have to apply. And how do most property managers handle this application process? With good old fashioned pen and paper.

Let me repeat – it’s 2020.

I know why property managers still do this. You know that you’re handing out an application to someone who has come to the property. It’s physical proof that they’ve inspected the place. But it’s a waste of time, it’s inefficient, and it just generates more work.

If the viewer fills out the form then and there, they will waste 20 minutes of the agent’s time. If they do it later in the office, they’ll waste somebody’s time there. If they send in a scanned copy, half the time it’s not even legible and they’ll have to send it again.

If they’ve managed to fill it out and you can read it, half the time they haven’t filled it out correctly and you waste time chasing up supporting documents.

Then and only then it’s time to process the entire application, not to mention the time it takes to case up the other agent for the rental reference.


Yeah, all in all, it’s a prolonged process.


Some time ago, my agency committed to taking the whole process online. We documented it and then trained our offshore team to take care of the task. Welcome to the future.

The key to making this process work is to control the data that’s coming in. So we banned all entry points that were not our online form.

No matter how they tried to apply, all roads lead back to the online form.

This made the process much more consistent and that allowed us to train our Real Estate Virtual Assistants to complete the entire process.

The point of this article is to talk about reducing overheads. If you can move 90% of the application process offshore, it will save the property manager a considerable amount of their valuable time. They can now be doing more important tasks and only step in where they are required.

There are a couple of other things you may want to set up to make this work. Connect your VA to a VoIP phone line so they can call tenants to chase them up. They can also chase other agencies for references. It is not difficult to do; we have an excellent relationship with TelAir for Australian VoIP systems and FreshCaller to service the whole world.

When looking at your current processes, there are always opportunities to find automations to save you time and money. Take a look at an app from inspectRE called apptracker. This links up with OneForm and has some crazy automation that can help you could start to streamline your processes.

If you want to talk about how you can save time and money by getting a VA to process your property management applications, just reach out to me.


Submit a Comment

Your email address will not be published. Required fields are marked *

16 + 14 =

    Fight Fomo! Subscribe Now!

    We are addicted to all things Real Estate! In our newsletter you will receive FREE tips on how to generate more leads, cut costs and automate your business.

    Guest Experts

    CIPS, TRC, Founder and Managing Director of property management business solutions company ireviloution is an international real estate identity who has coached, mentored and trained over a thousand of property management teams and business to success and thousands of individual property management business owners and property managers worldwide.

    Jo-Anne Oliveri

    A co-founder of LockedOn – a powerful, easy-to-use real estate CRM platform that makes listing and selling simple. With over 15 years in software development experience in the real estate industry, Iain has helped create software solutions that have enabled thousands of agents create lasting relationships with their customers.

    Iain French

    He is the Founder of the hugely successful Offer Management Platform, Market Buy, and a career real estate agent spanning 22 years. He has worked in all facets of real estate and has won many awards over the years for Innovation, Sales volume, and office performance. Dave is dedicated to improving the real estate industry and providing agents with the tools they need to survive and thrive in an ever-evolving business environment.

    Dave Stewart

    She is the founder of Rent Roll Starter and specialises in helping independent real estate agents to start and build their own Rent Rolls, using affordable (and sometimes free) marketing and growth strategies.

    Ellen Bathgate

    He is the Co-Founder and CEO of the Melbourne-based proptech start-up Rental Heroes. He is passionate about applying innovative digital solutions to help people connect better. Like many Australians, Ben and his co-founder Dom, have been both tenants and landlords. They founded Rental Heroes because they saw an opportunity to speed up issue resolution and automatically handle common tenant requests 24/7 (everything from a broken dishwasher a to pet requests!). Rental Heroes have launched their AI-chatbot “Alex” - who helps property managers by liaising directly with tenants to handle everyday requests and issues.

    Ben Burton

    With more than 15 years experience as a professional real estate photographer, Brad has a deep understanding of what it takes to showcase a home in its best light. After photographing homes all day and editing them all night, Brad decided to create, which has become the ultimate photo editing portal for everyone from professional photographers, real estate agents, to property managers.

    Brad Filliponi

    With extensive digital experience spanning over 30 years, He is a full-service mobile marketing business specialist and chatbot ninja. Mike helps empower small business owners and real estate agents to achieve marketing success on Facebook by generating leads through conversation.

    Mike has built the marketing platform and designed the Facebook strategy using old school systems so that Real Estate Agency owners can build the most effective marketing lists as well as own the data from advertising and marketing. Following Mike’s vendor paid 12-point strategy over 12 weeks will build a list of over 1,000 prospects segmented into Buyers and Sellers that teaches Facebook who should see your ads in the future.

    Mike Hillsdon

    Sarah has emerged as a highly sought after speaker and panelist on the intersection of artificial intelligence and human systems in real estate. Sarah is passionate about helping agents and organisations to understand this new technology, simply, so they can make confident and informed decisions about how to adapt to a future of work where human and digital resources collaborate.

    Sarah Bell

    Joel is the founder of Property TV and has worked with some of the most innovative companies in Australia, USA and Europe. He is the former CEO of Californian PropTech entity Transmit Data and former CIO for a Silicon Valley technology incubator, Joel has been at the forefront of property marketing and technology for the past 15 years. Joel is also the former CIO of the Australian Property Institute and former Head of Technology for real estate franchise group, Raine & Horne.

    Joel Leslie

    He is a mental skills & mindset coach, and founder of  Jet Xavier Consulting Agency. Jet Xavier has conducted over 4000 elite human performance coaching and training sessions with various real estate agents and major agencies across Australia and overseasHe is a pioneer in the Real Estate industry as his training and coaching techniques bring the latest neuroscience, positive psychology, and elite human performance models to agents and principals helping them to create success at every level.


    Jet Xavier

    He is the founder & CEO of Craig has spent the last 25 years at the forefront of technology, marketing, and business building in Australia and around the world. He has built and sold 2 technology companies to NYSE listed US companies.
    Having worked with Google, Amazon, Telstra as a technology provider to some of the largest Industry brands including REA, Corelogic, LJ Hooker, REIQ, and many others in the Real Estate industry.
    What separates him from most is a rare mix of technology innovation that can be applied to business growth and marketing strategies.


    Craig Deveson

    He is a dynamic and seasoned leader and expert in the world of both technology and property. For over 20 years, Josh has been using his expertise in strategy, product, technology, and marketing to make significant notable transformations in Fintech, PropTech, and the interplay of technology and humans. Josh now leads PropTech start-up company Little Hinges, a world leader in digitising space.


    Josh Callaghan

    He enjoys using construction principles to help businesses grow. He studied Civil Engineering and worked in construction for over a decade. Jarren founded Harvey PM Services to help business owners discover their foundations and turn their blueprints into reality. He is currently working with partners in Australia to shake up the property management world.


    Jarren Harvey

    He is the Chief Digital Strategist at Market Buy – Online Offer Management, he’s a Facebook Certified Professional and has spent the last 30 years working in tech, the last 10 specifically in prop tech. While John spends most of his time building out Market Buy’s digital strategy, he’s also responsible for Check My House Price and has generated over $1.6billion worth of commission leads for agents throughout Australia and New Zealand.


    John Hellaby

    Still want to know more about our services?