For 100 to 300 unit operators

Your tenant alerts system, live in 30 days. Or your money back.

Lease renewals at 90 days out. Late payments before they age. Stalled maintenance before tenants get angry. Vendor gaps before they cost you tenants. Centralized, surfaced, and delivered to one inbox before you have to ask.

Book a 20-minute fit call See how it works

Built during 430+ hours embedded inside a property management operation, working alongside the operator.

tenant-tracker · April 2026

Unit

Tenant

Status

Rent

Last Action

Apt 101

M. Rivera

Paid

$1,450

Cleared Apr 1

Apt 102

J. Sandoval

Alert

$1,200

Day 6, owner alert

Apt 103

K. Park

Partial

$850 / $1,200

Partial sequence

Apt 104

D. Okafor

Paid

$1,375

Cleared Mar 31

Apt 105

L. Chen

Late

$1,500

Day 3 reminder sent

Apt 106

A. Nguyen

Paid

$1,100

Cleared Apr 2

6 of 42 units shownUpdated automatically

Monday digest · 8:00 AM

42 units, this week

Paid in full35
Partial3
Late3
Needs your attention1

Is this your week?

Your software tracks the money. The people are a different story.

You run a 100 to 300 unit operation. Your PM software does what PM software does. It stores leases. It accepts rent. It opens work orders. It does not chase any of it. Lease renewals show up on a list you have to remember to check. Late payments age until someone notices. Vendors go quiet on work orders and nobody knows until the tenant calls angry about a water heater that has not been touched in six days.

So your team is constantly catching up on what should have been surfaced two weeks ago. Owner communication happens across personal cell phones, Gmail, the tenant portal, and text threads, none of which talk to each other. The Saturday morning ritual is copying and pasting across tools to reconstruct what was said to whom and what still needs a response.

That is the work the alerts system handles. On a schedule. In one inbox. Before you have to ask.

What the system surfaces

Four alert categories. One inbox. No remembering.

Every category below replaces something your PM software shows you but does not chase for you. The alerts are tuned to your operation during the first 30 days and refined through the ongoing optimization retainer after that.

Alert 01

Lease renewal alerts

Every active lease gets surfaced on a schedule starting 90 days before expiration, then again at 60 days and 30 days. You see the renewal pipeline before it becomes a same-week scramble.

How it triggers

Triggers automatically off lease end dates pulled from your PM software. No spreadsheet upkeep. No remembering to check the renewals tab.

In production: Live at Mission House Realty. Renewal status is visible in the Monday digest before any individual lease becomes urgent.

Alert 02

Late payment alerts

Late payments surface on day one, then escalate through a multi-stage ladder. The tenant gets the first reminders. You get the alert when human follow-up becomes the right next step, not before.

How it triggers

Triggers off the gap between rent due date and rent received, pulled from your payment channels. Stages are tunable to your collections style.

In production: Live at Mission House Realty. Stages 1 through 5 run on a schedule. The owner only gets an alert at stage 6, when a tenant has not responded to five reminders.

Alert 03

Stalled maintenance alerts

Every active work order gets watched. If a vendor goes quiet past your expected window or a tenant never confirms the fix, you get alerted before the angry call.

How it triggers

Triggers off elapsed time since last status change on each work order. Thresholds are tuned to your maintenance categories (an unresponsive plumber gets flagged faster than a paint touch-up).

On the menu: On the partnership menu, configured during your first 30 days based on the maintenance volume the system observes.

Alert 04

Vendor follow-up gap alerts

When a vendor was supposed to confirm, return a quote, schedule a visit, or send an invoice and has not, the gap gets surfaced. You stop being the one who notices a vendor went silent.

How it triggers

Triggers off expected response windows configured per vendor relationship. The system learns the cadence of each vendor and flags deviations.

On the menu: On the partnership menu, configured during the first 30 days based on the vendor relationships your operation depends on.

We know your software

Built to sit on top of the PM software you already run.

The Tenant Alerts System is workflow logic that consumes data from whatever you currently use as your system of record. The PM software stays the system of record. We add the layer that tells you what to act on and when.

Live in production

42-unit tenant alerts system running at Mission House Realty. Two payment channels, centralized tenant data, daily alerts engine, Monday operational digest. The same architecture we install on top of any PM platform.

Buildium
The gap
Lease renewal workflow ranks among the most-complained-about features in published reviews. Most operators end up tracking renewals in a separate spreadsheet anyway.
What we build
Renewal alerts run on a schedule outside the Buildium UI, on top of the lease data Buildium already holds.
AppFolio
The gap
Designed for 50+ unit operators. Even at scale, a lot of the operational follow-up leaks into operator hours rather than the platform.
What we build
The alerts system sits on top without forcing a switch. The operational gap is exactly where it earns its keep.
TenantCloud
The gap
Operators report exporting to a spreadsheet to see one tenant's payment history cleanly.
What we build
Tenant payment status surfaces in the alerts inbox and Monday digest. Exact integration approach is confirmed on the fit call, since TenantCloud's API exposes some fields more readily than others.
Rentec Direct
The gap
Has a clean API that most operators never tap.
What we build
We use the API for what it is good for: feeding the alerts engine with rent, lease, and work-order data your operation already generates.
DoorLoop
The gap
Pricing has tightened on renewal. Operators report year-over-year increases that change the cost calculus of staying.
What we build
The alerts system works around the gaps so you keep what works in DoorLoop without paying for features you do not use.
GoHighLevel
The gap
Powerful as a CRM. Does not orchestrate your operation on its own. Tenant follow-up, owner reporting, and payment reconciliation still leak into spreadsheets.
What we build
GHL becomes the connective tissue. Webhooks, campaigns, and contact-level workflows fire on the events the alerts system tracks.
QuickBooks
The gap
Books are clean, but the rent-to-receivable handoff usually still happens by hand at month-end.
What we build
Rent collection, deposit confirmation, and the books are closed in a single loop. Reconciliation becomes a check, not a project.
Excel + email + tenant texts
The gap
Three tools that do not talk to each other, plus a personal cell phone holding most of the institutional memory.
What we build
The alerts system connects what you have already cobbled together. This is the stack the system was originally built on inside Mission House Realty.

In production today

Rent collection that runs without the owner checking.

Mission House Realty · 42 units · Live since April 2026

The problem

Rent status was scattered across Zelle email notifications, the GoHighLevel checkout flow, and the owner's mental map of who paid when. Tenant follow-up happened over personal text and email. Owner visibility was reactive and depended on the owner remembering to look.

What we built

The complete tenant alerts system. Two payment channels feed centralized tenant data. A daily alerts engine runs through a 7-stage escalation, surfacing late payments to the operator only when a tenant has gone five reminders without responding.

The result

Tenant status now lives in the system, not in the operator's head. Lease renewals surface 90 days out instead of being remembered. Late payments are flagged within 24 hours of being missed. The Monday operational picture is generated by the system at 8 AM, not reconstructed by hand.

How the system flows

Zelle email notifications

Inbound · payment channel 1

GoHighLevel + Stripe webhooks

Inbound · payment channel 2

Tenant Tracker

Single Google Sheet · 42 units · source of truth

7-stage Reminder Engine

Daily 8 AM · stages 1–5 → tenant

Day 6 → Owner alert

Human follow-up needed

Monday Digest

Owner email · 8 AM

"Tenant status had been living in the operator's head, not in any tool. The alerts system moved it out of his head and into a place he could actually look at."

The owner stopped reconstructing tenant status from email threads on Saturday mornings. Stalled maintenance gets caught before tenants escalate.

Read the full case study

How it works

From signed agreement to live system in 30 days.

Four checkpoints, one outcome. The first three are the setup. The fourth is how you stay in relief without paying every time you want a tweak.

Kickoff

Day 1

Signed agreement, deposit cleared, kickoff call. We map your current PM software stack, the supporting tools (spreadsheets, inboxes, payment routes), and the alert categories that matter most to you. You leave the call knowing exactly what's getting built and on what timeline.

Config + integration

Day 14 checkpoint

Your tenant data is centralized, the alert logic is wired, and a sample digest is sent for review. You see the system before it goes live and tell us what to adjust. Most operators ask for two or three small tweaks at this point. We make them and keep moving.

Live system

Day 30

Your tenant alerts system is running in production. Lease renewals, late payments, stalled maintenance, and vendor gaps are all surfacing. The Monday digest lands in your inbox. Or your money back, no negotiation.

Ongoing optimization

Month 2 and beyond

The retainer covers continuous tuning, alert-rule adjustments, new data sources as your operation grows, and full maintenance when an upstream tool changes. You stay in relief without paying every time you want a tweak.

The guarantee. Your tenant alerts system live and running in 30 days, or your money back. The 50% deposit is refunded in full if we miss the date.

Book a 20-minute fit call

Pricing

One product. Two scopes.

The Tenant Alerts System is the build most operators choose. The Full Operations Suite is for operators who want vendor coordination, owner reporting, and quarterly strategy bundled in one engagement.

Tenant Alerts System

$7,500setup, then $1,500/month · 90-day minimum

Your tenant alerts system live and running in 30 days, or your money back. Continued optimization at $1,500 a month after delivery.

Centralized tenant data, pulled from your current PM software and the tools around it
Lease renewal alerts at 90, 60, and 30 days out
Late payment alerts with multi-stage escalation
Stalled maintenance alerts before tenants get angry
Vendor follow-up gap alerts
Monday operational digest delivered to one inbox
Ongoing optimization, tuning, and small adjustments inside the monthly retainer

Deposit terms. $3,750 deposit at signing (50% of setup, non-refundable). Balance due at kickoff or upon delivery. Deposit refunded in full if the 30-day delivery guarantee is missed.

Book a 20-minute fit call

Full Operations Suite

$25,000setup + $3,500/mo × 6 months prepaid · $46,000 total

Everything in the Tenant Alerts System, plus vendor coordination, automated owner reporting, and quarterly strategy reviews. For operators ready to consolidate the full operational layer in one engagement.

Everything in the Tenant Alerts System
Vendor coordination layer (scheduled outreach, performance tracking)
Automated owner reporting (monthly statements, year-end summaries)
Quarterly strategy reviews with the founder
Priority response on issues
6-month prepaid term, billed at signing

Deposit terms. $12,500 deposit at signing (50% of setup, non-refundable). Balance plus first month due at kickoff. Deposit refunded in full if the 30-day delivery guarantee is missed.

Book a 20-minute fit call

The guarantee. Your tenant alerts system live and running in 30 days, or your money back.

The math, plainly

What chasing the work is costing you right now.

Two numbers. Hours per week your team currently spends chasing renewals, late pay, stalled work orders, and vendor follow-up. The hourly cost of that time. Adjust either and the totals update live.

Hours per week

hrs

Time spent chasing the work

Hourly value

Blended cost of that time

Weekly savings

$1,200

per week

Monthly savings: $5,196

Yearly savings: $62,352

The Tenant Alerts System at $1,500 a month covers itself on operator hours alone in most operations at this scale, before counting prevented mistakes (one missed renewal can outweigh a quarter of retainer), recovered weekend time, and the tenants you keep because nothing slipped.

Bring your own numbers to the fit call. We will run the payback math against your specific operation and tell you whether the build pays back at your scale.

Questions

What people ask before booking.

Buildium and AppFolio store the data. They do not chase it. They show you a list of upcoming renewals and expect you to remember to look. They send one rent reminder and stop. They open a work order and never check whether anyone followed up. The tenant alerts system sits on top of your PM software and surfaces the things that need attention, on a schedule, in one inbox. The PM software stays the system of record. We add the layer that tells you what to act on and when.

Ready?

Stop being the one who chases every text.

Your tenant alerts system live in 30 days, or your money back. $7,500 setup, $1,500 a month after that, 90-day minimum. Talk through the fit on a 20-minute call before either of us commits.

Book a 20-minute fit call Or email calebcrane@connexionai.tech if a call feels like too much.