5 Powerful Automation Strategies to Boost Leasing Performance
Today’s renters expect a seamless leasing process and look for property management companies that deliver stand-out experiences. Effectively marketing and leasing your properties to fill vacancies is the most critical aspect of owning and managing rental properties. But what happens when your efforts aren’t producing the desired results?
It could be that you have limited time or resources, or you could have the wrong technology in place. Leveraging time-saving technology can help streamline and automate operations. According to 2025 workplace data, employees spend nearly 88% of their time on communication tasks like writing, reading, and responding to messages, leaving only a fraction of their time for productive, high-value work. Furthermore, enterprise leaders have noted that 63% of employees feel wasted time is one of the worst consequences of poor communication.
Incorporating digital and automated tools can enhance your leasing procedures, freeing up time for your team to prioritize excellent customer service. Keep reading to learn about common challenges within your marketing and leasing operations and how to use automation to make your teams more efficient.
Key Takeaways
Mobile-First is Mandatory: 81% of renters browse for rentals on their phones, and modern renters consider digital media features like 3D tours and interactive floor plans essential.
Speed Wins Leads: The "5-minute rule" is the gold standard; responding within this window can increase conversion rates by up to 100x compared to waiting 30 minutes.
Combat Rising Fraud: With 93.3% of property managers experiencing fraud in the last year, automated screening is vital to mitigate risks.
Convenience Drives Renewals: 86% of renters prioritize online rent payments, and satisfied residents are 73% more likely to renew.
Integrated Ecosystems: Using integrated partners like Showdigs with AppFolio eliminates manual data entry and streamlines on-demand tours.
1.) Challenge: Your Website Isn’t Mobile-Friendly or Integrated
Your mobile website is likely a potential renter’s first impression. According to Zillow’s latest research, mobile is the dominant search platform, and 75% of prospects are more likely to engage with listings that provide virtual tours.
When choosing a website provider, look for integration with your property management software. AppFolio Sites are fully integrated with AppFolio Property Manager and include accessibility platforms to ensure your site meets modern digital standards.
2.) Challenge: Prospective Renters Don’t Receive a Response in a Timely Manner
In a competitive market, response times are everything. While the average industry response time isroughly 29 to 42 hours, 78% of customers buy from the first company that responds. Data shows that contacting a lead within one minute can boost conversion rates by a staggering 391%.
To meet these demands, you can utilize the AppFolio Realm-X Leasing Performer. Available 24/7, this AI-powered solution uses natural language processing to converse with renters, helping to fill vacancies faster and maximizing conversions even when your team is off-clock.
3.) Challenge: Potential Renters Are Screened Manually
Manual screening is time-consuming and prone to human error. A comprehensive 2025 survey found that 93.3% of property management professionals experienced fraud in the last 12 months, with 84.3% of respondents reporting falsified or fabricated income documentation.
FolioScreen™ Trusted Renter automates these steps, checking credit, criminal, and eviction history while verifying income to remove bias and minimize risk.
4.) Challenge: Residents Expect More Convenience and Flexibility
Modern renters crave digital, consumer-friendly experiences. The 2025 AppFolio Renter Preferences Report found that 86% of renters view online rent payment as a top-value service, while younger generations like Gen Z significantly prioritize digital move-in services and smart home tech.
To meet this need, an online portal serves as a one-stop shop for residents to pay rent, submit maintenance requests, and access documents from any device.
5.) Challenge: Managing the Renewal Process and On-Site Tours
Manual renewal tracking often leads to tasks falling through the cracks. Residents who are satisfied with their property manager's communication and maintenance are 73% more likely to renew their lease. AppFolio’s renewal automation allows you to set default offers that automatically update lease dates and rental amounts.
To further optimize the "front end" of leasing, you can integrate Showdigs with AppFolio. This integration allows you to:
Sync Data in Real-Time: Automatically sync units, guest cards, and lead info to eliminate manual entry.
Offload Fieldwork: Use Showdigs Agents to handle on-demand tours and condition reports, which sync directly back to AppFolio.
Maintain Consistency: Ensure rent and listing details are identical across platforms to remain compliant with fair housing guidelines.
Frequently Asked Questions
How does the Showdigs integration work with AppFolio?
Showdigs is an AppFolio Stack™ Partner. Once enabled, it syncs properties and tour reports in real-time, allowing you to manage on-demand tours without manual data entry.
What is AppFolio Realm-X Leasing Performer?
Built into AppFolio's platform, the Leasing Performer is so much more than a traditional AI leasing assistant. It uses agentic AI to autonomously take over and transform the entire lead-to-lease process — from nurturing leads to scheduling tours and updating guest cards — empowering teams to operate with true agency.
Why is a 5-minute response time so important?
Research shows that responding within five minutes makes you 100 times more likely to connect with a lead compared to waiting just 30 minutes.
What is the most common form of rental fraud today?
84.3% of managers report that falsified income documentation (pay stubs and employment references) is the most prevalent form of application fraud.