Property management tools like Propertyware and Appfolio are great for keeping operations smooth, but they’re not built to drive growth and profitability. When it comes to attracting new clients, automating sales and marketing, and scaling your business, these tools fall short. That’s why we chose HubSpot to build our PMOS (Property Management Operating System).
When HubSpot introduced Service Hub in 2017, it became more than just CRM software—it became a complete Business Operating System (BOS), allowing property management companies to handle everything from lead generation and marketing to sales, internal operations, and client-facing services. We use it to manage our own business, and it’s the foundation of PMOS because we know firsthand how powerful HubSpot is for growth and automation.
In this article, we’ll dive into three key BOS functions—Sales, Marketing, and Operations—and how they work together to drive success. Enjoy!
Sales Enablement with HubSpot: Building Strategic Client Relationships
In HubSpot, we get an all-in-one CRM system that goes beyond the core functionality of standard property management software solutions of simple tracking properties and tenants. It allows property management companies to manage prospects, leads, and clients with full visibility and automation efficiencies at every touchpoint along your customer journey.
Sales Enablement refers to the process of equipping your sales and business development team with the right tools, resources, content, and training to effectively engage prospects and close deals. It’s about making sure your sales team has everything they need—whether it’s data insights, automated workflows, or targeted marketing materials—to work efficiently and drive revenue.
Geekly Pro-tip: In property management, this can mean providing materials like case studies, automated follow-up sequences, and CRM tools to streamline interactions with potential clients and tenants.
Without a tool like HubSpot, implementing an effective sales enablement process becomes a chaotic mess. Content is scattered, follow-ups slip through the cracks, and your team is left scrambling to manage leads manually. It’s inefficient, time-consuming, and a guaranteed way to miss out on opportunities.
HubSpot fixes that by centralizing everything—automating tasks, organizing content, and giving you real-time data—so your sales team can focus on closing deals, not chasing their tails.
Property management software (PMS) solutions, like Propertyware and Appfolio, are great for handling day-to-day tasks like property maintenance and accounting, but it’s not designed to optimize your sales pipeline.
HubSpot, however, tracks every interaction with potential property owners, investors, and tenants. You can segment your contacts, automate tasks, and track every stage of the sales process, from initial inquiry to signed agreement.
Our tailored approach equips your sales team with the tools, content, and automation they need to streamline lead generation, nurture prospects, and close more deals efficiently. With HubSpot at the core, we create a centralized system that aligns marketing and sales, automates follow-ups, and provides real-time insights, so you can focus on growth and scaling your business. We take the guesswork out of sales enablement—so your team can thrive.
HubSpot Sales Sequences are a powerful tool that allows you to automate personalized follow-ups with prospects. You can create a series of emails and tasks that automatically send based on the prospect's engagement or at predetermined intervals.
What makes sequences stand out is their ability to incorporate customized enrollment triggers. This means that the follow-up timing and messaging adjust based on how a prospect interacts with your content, ensuring that they receive the most relevant message at the right moment in their buyer’s journey. This results in more meaningful, timely communications.
In property management, follow-ups with potential clients are crucial but often overlooked. Let’s say a prospect downloads your free guide on property investment—HubSpot can automatically send them a series of personalized emails that keep them engaged, without you having to lift a finger.
We don’t just help property management companies automate their sales processes—we tailor our automation to deliver personalized, timely, and meaningful interactions. By using HubSpot’s customizable enrollment triggers, we ensure your sales sequences are based on what your prospects are engaging with.
Whether they’re responding to a blog post, downloading a guide, or interacting with your website, our approach ensures they get the right message and content at precisely the right time in their buyer's journey. This leads to more meaningful conversations, higher conversion rates, and a smoother sales process.
HubSpot Lead Scoring is a tool that helps you prioritize leads based on their engagement and fit with your business. It works by assigning numerical values (or "scores") to leads based on their actions, such as email opens, website visits, or form submissions, as well as their demographic or firmographic data like location or job title.
Positive behaviors increase the score, while negative behaviors can decrease it. This helps sales teams focus on high-quality leads that are more likely to convert, improving efficiency and sales outcomes.
We customize lead-scoring models based on your business goals, prioritizing high-intent actions and assigning values that reflect real buying behavior. Paired with automated sequences, this approach ensures your sales team focuses on the most qualified leads while delivering personalized follow-ups at the right moment. Our solutions help you streamline your lead management, improve efficiency, and ultimately close more deals faster.
Geekly Pro Tip: When setting up HubSpot Lead Scoring, focus on the actions that demonstrate real buying intent, like multiple website visits or downloading key content. Assign higher scores to these behaviors to prioritize quality leads. Also, don’t forget to assign negative scores for disengagement, such as when leads ignore emails or show no activity for an extended period. Regularly review and adjust your lead scoring criteria to reflect the evolving behavior of your best-converting leads. This ensures you’re always targeting the most sales-ready prospects.
HubSpot task automation allows users to automate routine tasks like follow-up reminders, property inquiries, and assigning leads to team members. This ensures that no lead or task falls through the cracks.
For property management companies, it streamlines workflows by automatically setting up tasks based on client interactions, such as booking property tours or lease renewals. Task automation helps your team stay organized and responsive, saving time and improving productivity, so you can focus on growing your business rather than managing manual tasks.
By automating tasks such as follow-up reminders, lead assignments, and client communication, we ensure your team spends less time on manual processes and more time closing deals. Our automation solutions not only improve efficiency but also save time and money by reducing administrative tasks, allowing your team to focus on driving growth and building relationships.
HubSpot delivers the marketing firepower that property management software solutions like Propertyware or Appfolio just can’t match. We’re talking email automation, social media scheduling, lead nurturing, landing pages, and real-time analytics—all designed to attract and convert leads.
"Property management software handles operations—HubSpot is built to drive growth. If you’re serious about scaling, HubSpot is your game-changer."
- Michael Park, Chairman & Co-founder
HubSpot CMS and Website Hosting provide an all-in-one solution for property management companies looking to build and manage powerful, scalable websites. With HubSpot CMS, you get an easy-to-use, drag-and-drop editor, built-in SEO tools, and the ability to personalize content for different audiences. Plus, HubSpot’s hosting ensures your site is secure, fast, and always up-to-date.
With everything seamlessly integrated into HubSpot’s CRM, you can track website visitors, generate leads, and create a seamless experience that supports your growth objectives.
We take property management websites to the next level by leveraging the power of HubSpot. Unlike companies like PMW and others, our websites are fully integrated with HubSpot’s CRM, allowing for automated lead tracking, personalized content delivery, and advanced marketing automation.
Why this matters! This means your website isn’t just a static brochure—it’s a dynamic, lead-generating machine that tracks user behavior, nurtures prospects with tailored content, and supports your sales process from start to finish. HubSpot’s tools ensure your site is optimized for growth, not just visibility.
HubSpot’s landing pages and lead forms are game-changers for property management companies. With easy-to-use, customizable templates, you can create high-converting landing pages that capture leads directly from your marketing campaigns.
HubSpot’s powerful lead forms allow you to gather key information about property owners or tenants, automatically segmenting and nurturing those leads through automated workflows. This means you’re not just collecting data—you’re engaging prospects at the right time with the right message, driving conversions, and supporting your sales team in closing more deals.
We work closely with property management companies to leverage HubSpot’s landing pages and lead forms in a way that optimizes lead capture and engagement. Our approach is rooted in strategy—we help you design customized landing pages that align with your specific campaigns and audience needs.
With HubSpot, we can implement advanced forms that automatically segment leads based on their behavior and interaction with your site, ensuring that your follow-ups are timely and personalized. This data-driven approach improves both lead quality and conversion rates, making your marketing more effective.
Geekly Pro-Tip: When building landing pages, we make sure your lead forms are automated to trigger customized follow-ups based on user behavior. For example, when a prospect submits a form for a free property management guide, we automatically enroll them into a HubSpot nurturing workflow with content tailored to their specific needs.
This ensures your leads get timely, personalized responses, improving engagement and increasing your chances of conversion.
HubSpot’s email automation tools allow you to send targeted campaigns to segmented lists. Whether it’s a property owner update, a tenant satisfaction survey, or a campaign to attract new investors, HubSpot handles the heavy lifting.
Want to send automatic reminders about lease renewals? HubSpot can do that. Property management software like Appfolio may handle standard tenant communications, but it lacks the customization and automation that HubSpot provides.
We don’t just send emails—we craft strategic campaigns built for the property management world. Whether we’re engaging top-of-funnel prospects or moving bottom-funnel leads toward conversion, our industry expertise ensures every message hits the mark.
"We know how to speak to accidental landlords, real estate investors, and property owners in ways that keep them hooked. From educational drip campaigns to hard-hitting conversion emails, we deliver the right message at the right time, turning interest into action."
- Heather Park - Geekly CEO
HubSpot’s social media management functionality offers property management professionals a complete toolset to streamline and optimize their social media presence. With HubSpot, you can schedule posts across multiple platforms like Facebook, LinkedIn, and Instagram, ensuring consistent engagement with your audience.
You’ll also be able to monitor performance metrics, track engagement, and respond to interactions in real time. HubSpot’s reporting tools provide insights into what’s working, helping you adjust your strategy to target prospective property owners and tenants more effectively. Plus, all interactions sync seamlessly with the CRM for better lead management.
From scheduling posts and tracking engagement to real-time responses and detailed performance reporting, we ensure your social media presence is consistent and effective. Our team customizes strategies that align with your target audience, whether you’re engaging property owners, investors, or tenants. By integrating HubSpot with your overall marketing strategy, we help you build stronger relationships and drive more meaningful engagement across all platforms.
HubSpot’s reporting capabilities offer comprehensive insights into your sales, marketing, and customer service activities, all within one platform. With customizable dashboards, you can track everything from deal pipeline performance to website traffic and lead sources.
HubSpot also allows for advanced reporting with attribution models, helping you understand which efforts drive the most impact. For property management professionals, this means real-time access to data that helps optimize sales efforts, measure marketing ROI, and make informed decisions to drive growth.
In the Basic HubSpot CRM, you get access to a variety of standard reports, including:
With Marketing Hub Professional, you get access to additional, more advanced reports in HubSpot, including:
With Marketing Hub Enterprise, you unlock even more advanced reporting capabilities, including:
HubSpot Dashboards and Custom Dashboards offer a centralized way to monitor your business performance by displaying key metrics across marketing, sales, and customer service. The standard dashboards provide valuable insights, but with Custom Dashboards, you can tailor them to track the KPIs most important to your property management business.
Whether it's lead conversion rates, email engagement, or campaign ROI, custom dashboards give you real-time data, allowing you to make informed, data-driven decisions and optimize your strategies for growth.
We help property management companies cut through the clutter of HubSpot reporting and analytics. We build custom dashboards tailored to your business, tracking the metrics that actually move the needle—whether that’s lead generation, conversion rates, or marketing ROI.
We break down the data into clear, actionable insights, making sure you’re equipped to make smart, data-driven decisions that drive growth. Our goal is to ensure you’re getting the full power out of HubSpot’s analytics without getting lost in the complexity.
You and your team deserve better than clunky, outdated software that slows down your business. Our PMOS (Property Management Operating System) solution, powered by HubSpot, is the only unified automation platform in the industry designed to streamline every aspect of property management.
By integrating marketing, sales, operations, and client services into one seamless system, PMOS doesn’t just help you manage properties—it helps you grow your business without adding to your workload. From automated lead nurturing to task management and tenant communication, you’ll have everything you need to run your business efficiently and scale effectively.
Unlike traditional property management software, which may only handle operations, PMOS covers the full spectrum, allowing you to track leads, automate workflows, and provide personalized communication across every touchpoint. The result? More time for your team to focus on what truly matters—growing your portfolio and delivering exceptional service to clients.
Late rent collections are a time drain, but with PMOS, the process is automated, saving you hours each month. When rent is overdue in your property management software, PMOS, integrated with HubSpot, automatically triggers a series of collection workflows. Personalized, automated messages go out to tenants, reminding them of their payment options. If unpaid, the system escalates with follow-ups and alerts to your team.
Bottom line? You’re saving up to 10-15 hours of manual follow-ups and focusing on growing your business.
Lease expirations and renewals can be a hassle, but with HubSpot and PMOS, the entire process is automated. As soon as a lease nears its end date, our API pulls that data from your property management software into HubSpot, kicking off personalized lease renewal offers. If tenants don’t respond, automated follow-ups ensure nothing slips through the cracks.
By automating this process, PMOS helps property managers save 15-20 hours per month, freeing you up to focus on what matters most - your clients.
We make move-ins and move-outs a breeze! We have designed a fully automated, end-to-end process to save time and reduce manual tasks.
When a move date is set in your property management software, PMOS pulls that data into HubSpot to trigger the process. Personalized emails go out to tenants with move-in or move-out instructions, and tasks like inspections and key handovers are automatically assigned to your team.
By automating these steps, your team can save 10-15 hours a month, keeping turnover smooth and properties off-market for less time.
It’s not just about keeping up with the competition—it's about outpacing them entirely. Too many property managers are stuck in the grind, spending hours on manual tasks when they could be focusing on growing their portfolios.
That’s where Geekly Media’s PMOS steps in. By automating your daily operations and marketing, we help you go from chasing the competition to leading the pack.
Ready to level up? Geekly Media has everything you need to modernize and grow your business effortlessly.