Notion template: Real Estate Agent Properties Manager

Transform your property management workflow with this all-in-one Notion template designed for real estate professionals, landlords, and property management teams. Centralize operations, automate tracking, and streamline communication across portfolios of any size.

Key Features

1. Property Database

• Features :
• Track property details (address, type, purchase price, current value, mortgage info).
  • Store images, square footage, amenities, and maintenance notes.
  • Auto-calculate property value appreciation with formulas.
• Benefits :
• Eliminate scattered spreadsheets with a unified view of all properties.
  • Quickly filter by status (active, vacant, under maintenance).

2. Tenant Tracker Database

• Features :
• Manage tenant profiles (contact info, lease terms, payment history).
  • Track security deposits, pet details, and emergency contacts.
  • Automate lease status (Active/Ending Soon/Expired) with formulas.
• Benefits :
• Reduce missed renewals with automated lease expiration alerts.
  • Resolve tenant issues faster with centralized communication logs.

3. Maintenance & Repairs Log

• Features :
• Log repair requests (priority, vendor, cost, status).
  • Track warranties, preventive maintenance schedules, and service history.
  • Link issues to specific properties/tenants for accountability.
• Benefits :
• Speed up resolution times with vendor contact rollups and priority tagging.
  • Analyze recurring issues to reduce long-term costs.

4. Document Library

• Features :
• Store leases, warranties, inspection reports, and tax documents.
  • Categorize by property, tenant, or document type (lease, tax, legal).
  • Embed cloud storage links (Google Drive, Dropbox) for large files.
• Benefits :
• Securely access critical documents in seconds.
  • Simplify audits and compliance with version control.

5. Task Manager

• Features :
• Assign tasks to team members with deadlines, priorities, and checklists.
  • Auto-calculate progress bars and overdue alerts.
  • Link tasks to properties, tenants, or maintenance requests.
• Benefits :
• Eliminate missed deadlines with visual Kanban boards and calendar views.
  • Improve team accountability with task ownership and status updates.

6. Team Members Database

• Features :
• Track roles, contact info, and assigned properties/tasks.
  • Monitor availability (e.g., on leave, busy).
  • Roll up the team workload to balance assignments.
• Benefits :
• Streamline collaboration with clear role definitions.
  • Prevent burnout by visualizing team capacity.

Key Benefits

1. Centralized Operations :
2. Replace scattered tools (spreadsheets, emails, paper files) with a single hub.
3. Automation :
4. Formulas auto-calculate lease statuses, rent payments, and maintenance priorities.
5. Scalability :
6. Manage 10 or 100+ properties with customizable filters and templates.
7. Financial Clarity :
8. Track income, expenses, and profitability per property.
9. Team Collaboration :
10. Assign tasks, share documents, and track progress in real time.

Use Cases

For Property Managers

• Automate lease renewals, rent collection, and maintenance workflows.
• Generate reports for owners with financial dashboards and repair histories.

For Real Estate Investors

• Track ROI across portfolios with purchase price vs. current value insights.
• Monitor tenant satisfaction to reduce turnover and vacancy rates.

For Property Management Teams

• Assign tasks (e.g., inspections, repairs) and avoid double-work with shared docs.
• Onboard new hires faster with SOPs stored in the Document Library.

For Landlords

• Self-manage single or multi-unit properties without hiring a manager.
• Stay compliant with tax-deductible expense tracking and organized records.

Pain Points Solved

• Scattered Data: No more digging through emails for leases or repair invoices.
• Missed Deadlines: Automated alerts for rent payments, lease renewals, and maintenance.
• Poor Communication: Centralized task assignments and tenant logs.
• Financial Confusion: Clear income/expense tracking with rollups and dashboards.

Who Is This For?

• Property Managers oversee large portfolios.
• Real Estate Investors tracking rental performance.
• Landlords managing single or multi-family homes.
• Real Estate Teams collaborating on tenant onboarding, repairs, and finances.