If you’re serious about growing your property management business, you can’t afford to waste hours on cold calls or let leads slip through the cracks.
The fastest-growing property managers are building lead systems that run automatically—giving them more property management leads while saving time.
Whether you’re a solo operator or scaling up, these tools will help you capture, nurture, and convert leads more effectively—without burning out your team.
1. LeadSimple – Best for Automating Lead Follow-Up
LeadSimple is purpose-built for property management companies. It automates lead distribution, sends instant text and email replies, and keeps your team on track with follow-up tasks.
How to Use It:
Create an automated sequence that immediately replies to owner inquiries via text, sends a welcome email introducing your services, and notifies your sales team to follow up within 24 hours. Many property managers also use LeadSimple to route leads directly to remote team members who handle qualification and appointment scheduling.
2. HubSpot – Best for Content-Driven Lead Nurturing
HubSpot is a leader in inbound marketing and works well for property management companies that produce blogs, videos, or educational content. It lets you nurture property management leads over weeks or months through automated workflows.
How to Use It:
If a landlord downloads your guide on “How to Become a Property Manager,” HubSpot can enroll them in a 5-part email series about your services, automatically score their engagement, and notify your sales team when the lead is ready to talk.
3. Pipedrive – Best Simple CRM for Growing PM Companies
Pipedrive is ideal for property managers who want a visual pipeline without the complexity of a large CRM. It offers custom pipelines, automation, and integrations that make lead management easier.
How to Use It:
Set up pipelines for property management leads, separating them into stages like “New Lead,” “Initial Contact,” “Meeting Booked,” and “Signed Agreement.” Use simple workflows to auto-assign leads to team members and remind them to follow up within specific timeframes.
4. Zapier – Best Connector for Your Lead Tools
Zapier connects your lead sources with your CRM, property management software, and communication platforms—no coding required. This is essential for automating repetitive tasks.
How to Use It:
You can automatically send new website leads into your CRM, trigger personalized email responses, or even create tasks in project management tools like Asana. For example, when someone books a call through Calendly, Zapier can add them to LeadSimple, Slack-notify your sales team, and update your CRM—all without manual work.
5. Calendly – Best for Booking Sales Calls Without the Back-and-Forth
Calendly eliminates the friction of scheduling calls by letting leads book directly into your calendar at times you control.
How to Use It:
Embed a Calendly link on your website’s “Get a Quote” page or in email follow-ups. Once a lead books a time, they’ll automatically receive confirmation emails and SMS reminders—reducing no-shows and speeding up conversion.
6. AppFolio Leads Dashboard – Best Built-In Solution
AppFolio’s leasing dashboard offers built-in tools for tracking leasing inquiries and handling prospective tenant communication, ideal for managing rental properties at scale.
How to Use It:
Automate tenant follow-ups for leasing leads while integrating with your owner acquisition systems. Many property managers run their leasing pipeline in AppFolio while owner property management leads are handled via LeadSimple or HubSpot—ensuring no lead type gets neglected.
Here’s Your Next Step
You don’t need more chaos. You need more clarity, capacity, and consistency.
Let’s grow your business without burning you out.
Download our free resource that outlines the most common fees used by successful property managers to help you build an efficient and profitable fee structure for growth.
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