Automating Property Admin with Arthur Online

If you manage multiple properties, admin probably eats most of your week — and your energy.

According to The Property Institute’s 2024 report, property administration consumes 67% of a manager’s working hours, yet contributes little direct revenue. Manual compliance tracking, document handling, and repetitive communication are the top bottlenecks.

With 22.6% of property management roles currently unfilled, small teams now average 46 working hours weekly — 10 hours more than the national average.

This guide shows how independent landlords and property managers can use Arthur Online’s intelligent automation engine to reduce admin time by 70%, close compliance gaps, and free up capacity to grow their portfolio sustainably.

💡 Why Arthur Online?

Arthur Online is a leading cloud-based property management platform with an advanced automation engine featuring over 200 pre-built triggers and actions for administrative workflows.

It automates:

• Tenancy onboarding and renewals

• Compliance monitoring

• Document generation and filing

• Stakeholder communication (landlords, tenants, contractors)

Arthur integrates seamlessly with Xero, Zapier, Zoopla, and 1,000+ third-party apps, making it ideal for operators managing 10–100+ units.

Step-by-Step Setup

Step 1: Open Your Automation Dashboard

Log into Arthur Online → Preferences → Automation.

Here you’ll see 200+ pre-built triggers for events like “Lease Expiring,” “Compliance Document Due,” and “Tenancy Status: Prospective.”

Step 2: Automate the Tenancy Journey

Select the “Tenancy Onboarding” template.

• Create automatic email and SMS sequences for new tenants.

• Auto-assign tasks (like document collection or reference checks) to your team.

• Add internal reminders for signature deadlines and lease prep.

🧩 Result: A complete onboarding flow — no manual follow-ups needed.

Step 3: Activate Compliance Monitoring

Switch on automated tracking for safety certificates, insurance renewals, and licensing.

Set escalating alerts 90, 60, 30, and 7 days before expiry.

Arthur automatically creates renewal tasks with checklists and document templates.

Step 4: Streamline Communication

Set up personalized templates for:

• Rent confirmations

• Maintenance updates

• Lease renewals

• Compliance notices

Messages can use dynamic fields (tenant name, property address) and go out via email, SMS, or app notifications.

🧩 Pro tip: Enable “Smart Stakeholder Notifications” — the system will notify relevant landlords or contractors automatically.

Step 5: Automate Document Management

Activate DocuSign integration for e-signatures.

Arthur automatically generates and routes documents (leases, notices, certificates), stores them securely, and versions them with audit trails.

Step 6: Recurring Task Automation

Schedule repeating tasks — rent reviews, quarterly inspections, annual safety checks — with automated rescheduling for weekends or holidays.

Arthur distributes workload intelligently based on availability and role.

Step 7: Automate Financial Processes

Integrate with Xero to auto-sync transactions, generate invoices, apply late fees, and reconcile rent payments.

Tenants receive auto-generated statements and reminders, while you get real-time payment dashboards.

📊 Case Study: Blossom Estates, London

Portfolio: 156 rental properties

Before: 42 hours/week of admin, delayed responses, 8% compliance gaps

After 8 Months Using Arthur:

• Admin time: ↓ 71% (42 → 12 hrs/week)

• Compliance breaches: ↓ from 8% to 0.3%

• Response time: ↓ from 24h to 2h average

• Document processing: ↑ 300% faster

• Capacity: ↑ 60% more properties managed

💬 “Arthur Online automated 80% of our routine admin — without losing the personal touch,” said Aron Warfman, CEO, Blossom Estates.

According to Agora Real Estate Management (2024), firms adopting full automation report 25–40% lower operational costs within one year.

Blossom Estates’ £3,456 annual investment delivered £18,200 in cost savings and expanded capacity — all without hiring new staff.

Why This Works?

📌 Final Takeaway

AI-powered admin isn’t just a tech upgrade — it’s a strategic advantage.

By automating repetitive tasks, Arthur Online helps landlords and property managers scale portfolios efficiently, stay compliant, and deliver better tenant experiences — without growing their teams.

🚀 Get Started Today

• Arthur Online Free Demo – Test the full automation suite.

• Workflow Library – Explore ready-to-use templates.

• Integration Hub – Connect with your current systems.

Complementary Tools:

• Fixflo – Maintenance automation

• Xero – Accounting integration

• DocuSign – Digital signatures

• Zapier – Extended automations

Global Alternatives:

AppFolio (US/Canada) | Buildium (North America) | MRI Software (Global) | PropertyTree (Australia) | Rentman (Europe)