Propertyware Integration
Payments & AccountingWhat It Does
Propertyware is a RealPage-owned property-management and accounting platform built for single-family and small-commercial portfolio operators. It covers the full operational cycle: leasing and screening, rent collection and ACH processing, owner and tenant portals, maintenance work-order management, and a property-level general-ledger engine with owner-statement generation.
Why Real Estate Professionals Use It
Scattered-site and small-commercial operators face a particular reporting burden: every owner or lender expects clean monthly statements, but the assets are spread across many small properties rather than concentrated in a few large buildings. Propertyware's API lets AI pull the full rent roll, assemble delinquency flags, and draft owner narratives across dozens of small assets in the time it once took a staff member to finish one.
AI Solutions for Payments
Ebook
CTO's Guide to AI Implementation
Security, compliance, and vendor evaluation frameworks for AI operations
Solution
AI Transaction Coordinator
Automate document collection, deadline tracking, and stakeholder updates
Solution
Commission & Pipeline Tracker
Real-time dashboard showing deal progress and expected commissions
Key Features for Real Estate
Discover how Propertyware powers real estate automation workflows
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Feature
Property-Level General Ledger and Accounting
Full property-level accounting engine tracking income, expenses, and equity per building or unit. Covers rent charges, payment posting, expense allocation, bank reconciliation, and owner draw recording.
Real Estate Impact
For scattered-site operators, property-level P&Ls are the foundation of every owner statement and lender operating-statement request. Propertyware's ledger keeps each asset's books separately while the API surfaces the full portfolio view — so one workflow can generate statements for 50 properties in the time it takes a staff member to export one spreadsheet.
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Automation Workflows
Ready-to-deploy workflows powered by Propertyware + NextAutomation
Workflow 1 of 4
Intermediate
Monthly Owner Statement with AI Variance Narrative
On the first of each month, pull the prior month's ledger from Propertyware for each property, compute NOI and key line items vs. prior period, generate an AI-written variance narrative that surfaces delinquency and maintenance cost movement, then email the polished statement packet to each owner — with zero manual assembly.
Trigger: Scheduled monthly trigger (1st of month) via n8n or Make
Workflow Steps
1n8n scheduled trigger fires at 6 AM on the 1st of each month
2Query Propertyware API: pull all charge and payment records for each property for the prior calendar month
3Calculate property-level gross rent collected, vacancy loss, maintenance spend, net NOI, and delinquency count
4Pass the summary figures to AI (Claude or OpenAI) to generate a 150–200-word variance commentary: what drove the NOI change, which units are outstanding, and what maintenance activity affected the bottom line
+3 more steps
Owner statements go out automatically on the 1st with a clear narrative explanation of the month's performance. Owners receive a professionally packaged report with no manual sprint from the PM or accounting team. Delinquency and cost surprises are documented before owners notice them independently.
Triggers & Actions
Connect Propertyware to your workflows with powerful triggers and actions
Triggers
Payment Received
Detected via API poll when a tenant payment clears in Propertyware — ACH, online payment portal, or manually recorded receipt.
When rent clears for a unit, update the owner's live cash-flow dashboard and send the tenant an automated receipt confirmation.
Outstanding Balance Detected (Scheduled Poll)
Daily API poll returns all units with a past-due outstanding balance, enabling portfolio-wide delinquency monitoring at any scale.
Each morning, surface newly delinquent tenants and enroll them automatically in the graduated late-notice sequence.
Work Order Created
Detected via API poll when a new maintenance request or work order is created by a tenant, PM, or externally via API.
Trigger AI triage to classify urgency, assign the correct vendor, and alert the owner if the estimated cost exceeds their configured threshold.
Lease Expiring (Scheduled)
Daily poll against active leases filtered by expiration date surfaces upcoming renewals at 90, 60, and 30-day windows.
Launch a three-touchpoint AI-personalized renewal campaign when a lease first enters the 90-day window.
Lease Created or Updated
Detected via API poll when a new lease record is created or an existing lease is modified (rent amount, end date, status).
On new lease creation, trigger a tenant welcome sequence — utility-setup instructions, building rules, move-in checklist — delivered automatically.
Tenant Record Created
API poll detects when a new tenant record is added to Propertyware, typically on lease signing or manual entry.
On new tenant creation, auto-provision portal access instructions and schedule the move-in inspection work order.
Actions
Post Transaction to Property Ledger
Write income or expense transactions against a property's general ledger in Propertyware via the charges or payments API.
When a vendor invoice is approved in your AP workflow, post the expense to the correct property ledger in Propertyware without a manual journal entry.
Create or Update Work Order
Create a new maintenance work order in Propertyware or update an existing one with status, cost actuals, or resolution notes.
After a lease non-renewal, automatically create a unit-turn make-ready work order and assign it to the property's primary maintenance vendor.
Create or Update Lease Record
Write a new lease to Propertyware or update terms on an existing lease — rent amount, end date, deposit, lease type.
After a DocuSign renewal is countersigned, push the updated rent amount and new end date back into Propertyware automatically, keeping the system of record current.
Upload Document to Owner or Tenant Portal
Push a PDF or document file into Propertyware's owner or tenant document library via the API.
After the AI-enhanced owner statement is assembled, push it into each owner's portal so it is visible alongside their payment history without a manual upload.
Create or Update Tenant Record
Create a new tenant in Propertyware or update an existing tenant's contact details, notes, or status.
When a rental application is approved in your external screening tool, create the approved applicant as a Propertyware tenant ready for lease assignment.
Read Portfolio and Unit Data
Pull structured data on portfolios, buildings, units, and their current lease and occupancy status from Propertyware.
Each morning, pull the full rent roll across all buildings and feed it into a Google Sheets portfolio dashboard that the asset manager reviews before calls.
Setup Guide
Get started in approximately 30 minutes to authenticate and run your first API read call; 3–4 hours to build delinquency monitoring, owner statement delivery, and lease renewal sequences end-to-end
Prerequisites
- Active Propertyware account with administrator-level access
- API credentials: navigate to Settings → API Configuration in Propertyware to generate your API keys
- n8n instance (cloud or self-hosted), Make, or a similar automation platform that supports HTTP Request nodes
- Basic familiarity with your portfolio, building, and unit structure inside Propertyware
1
Generate Propertyware API Credentials
Log into Propertyware as an administrator. Navigate to Settings → API Configuration. Generate your API key set — typically a client ID and secret or a direct API key depending on your account version. Store these credentials securely; you will reference them in every automation that calls the Propertyware API. The Propertyware Developer Portal documents the authentication scheme and all available endpoints.
Use a dedicated service account for automation credentials rather than attaching them to a named-user login. This prevents API access from breaking if a team member's account is deactivated or their password rotates.
2
Test Authentication and Pull Your Portfolio List
In n8n, create a two-node test workflow: an HTTP Request node that authenticates with your Propertyware API credentials, then a second HTTP Request node that calls the portfolio or buildings endpoint to retrieve your property list. Confirm you see your actual buildings before building further. This validates credentials, connectivity, and that your account has the API tier required for the objects you need.
Propertyware's API base URL and authentication endpoint are documented in the Propertyware Developer Portal. Bookmark the API reference — endpoint paths, query parameters, and response schemas are all there. Keep the Swagger UI open in a browser tab when building your first workflows.
3
Map Your Portfolio, Building, and Unit IDs
Use the portfolio and building list endpoints to retrieve the internal IDs Propertyware assigns to each asset. Pull units under each building to get unit IDs. Record these mappings — they are the foreign keys you will reference when reading leases, creating work orders, and posting transactions. For portfolios with 10+ buildings, store the ID mapping in a Google Sheet so workflows can look up IDs without calling the Propertyware API on every run.
If your Propertyware account has multiple portfolios (common when managing properties for different owner entities), note which portfolio each building belongs to early. Some API calls require the portfolio ID, not just the building ID, and mixing them returns empty results rather than an error — which makes the bug harder to spot.
4
Build Your First Automation: Morning Delinquency Report
Create a scheduled n8n workflow that runs at 7 AM daily. It queries the Propertyware charges or ledger endpoint for all units with a past-due outstanding balance. Parse the results to identify units with balances more than 3 days overdue. For each delinquent unit, look up tenant name and contact, then post a Slack summary to your asset-management channel listing every delinquent unit, days past due, and outstanding amount.
Start read-only and monitor for 3–5 days before wiring tenant outreach. Verify that the workflow is correctly identifying the right units and that the outstanding-balance filter works as expected for your account's payment-posting timing before sending any automated communications.
5
Set Up Monthly Owner Statement Delivery
Build the monthly owner statement workflow: on the 1st of each month, call the Propertyware ledger endpoint for each property to pull the prior month's transactions. Compute gross rent, vacancy, maintenance spend, and net NOI. Feed the summary figures into an AI node to generate a variance commentary. Assemble the owner statement PDF and email the combined packet to each owner using Gmail or SendGrid. Optionally push the PDF back into the Propertyware owner portal via API.
Pass the actual computed figures (gross collected, vacancy loss, maintenance total, net NOI, prior-month NOI) explicitly in the AI prompt rather than sending raw transaction JSON. The AI produces much more grounded and readable commentary when it works from a pre-calculated summary than when asked to interpret hundreds of line items.
6
Activate the Lease Renewal Sequence
Build a daily n8n workflow that runs at 8 AM and queries Propertyware for all active leases expiring within 90 days. Group leases by 90/60/30-day window. For leases hitting each threshold for the first time, send the corresponding renewal touchpoint via Gmail. Use a Google Sheets log to track which touchpoints have been sent to each lease, preventing duplicate sends across workflow runs.
The Propertyware lease endpoint returns tenant name, unit address, and expiration date — include all three as personalization tokens in your renewal email templates. Tenants respond significantly better to renewal outreach that references their specific unit and actual lease end date than to generic 'your lease is ending soon' messages.
Frequently Asked Questions
Common questions about Propertyware integration
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