Software for property management & real estate operations
Software for Property Management Companies
Tenant and owner portals, maintenance automation and leasing workflows.
- Free discovery call
- Clear scope & timeline
- No-obligation quote
What you get
Tenants and owners self-serve instead of calling
Maintenance requests tracked end to end
Owner reporting generated, not assembled by hand
Lease documents collected without the back-and-forth
Quick answer
ALCA Software builds custom portals and automation for property management and real estate operations in South Florida: tenant and owner portals, maintenance-request workflows, owner reporting, lease document collection and leasing-CRM integrations — so your team stops chasing email threads and PDFs.
The operational reality of property management
Property managers live in a flood of maintenance requests, owner questions, lease paperwork and vendor coordination — most of it in email, text and spreadsheets. Tools like AppFolio or Buildium support many standard workflows. Where a specific handoff still requires manual work, first check the existing features and approved connectors before adding custom software.
Connect the workflow your AppFolio access supports
If your team uses AppFolio, begin with the enabled products and approved integration route. A maintenance or reporting view needs a clear property boundary and source of truth; a published API catalogue is not a guarantee of access for an outside developer.
What we build for property management companies
Maintenance requests, rent reminders, document access and communication in one place tenants can actually use, on mobile.
Owners see statements, performance and the status of their units without emailing your team for every update.
Requests get logged, categorized, assigned to a vendor and tracked to completion — with the tenant kept informed automatically.
Structured collection of applications, IDs and signed leases, with reminders that chase the missing pieces for you.
Scheduled, branded reports generated from your real data instead of assembled in a spreadsheet at month-end.
Connect lead sources, applicant follow-up and your PMS with visible follow-up ownership and a queue for failed handoffs.
Built to sit alongside your PMS
Start with the portals, approvals and reporting already available in your PMS. If an important gap remains, confirm the permitted access and source of truth before adding a custom view or workflow. A branded interface alone is not a reason to duplicate a working system.
Make recurring owner reporting inspectable
A recurring property or owner package needs accepted source data, consistent definitions, a reporting cutoff and permission-controlled delivery. Access to AppFolio or another system must be verified; a missing source should hold the report or produce an explicitly reviewed partial version.
Give each property workflow a clear owner
Start with the team that owns the record and the decision. Residents, owners, leasing staff and maintenance vendors should not see the same data or control the same actions.
- 01
Maintenance requests and spending decisions
Triage the request, confirm entry arrangements, review the current estimate and obtain the required authorization before vendor work proceeds. A changed estimate may need a fresh decision.
- 02
Tenant and owner visibility
Show only the properties, issued reports and requests each person is authorized to access. Make the last refresh and missing source data visible.
- 03
Leasing handoff
Keep enquiry follow-up, showing arrangements and application progress connected while leaving screening and tenancy decisions with authorized staff.
Confirm the native workflow and access route
AppFolio already provides maintenance tools, owner reporting and work-order estimate approvals. Review the enabled features and approved connectors before proposing a parallel portal. Where only an authorized export is available, a dated reporting view may be feasible while approval and payment actions stay in the property system.
Talk to a real engineer
Get a straight answer on scope and cost.
No sales script — a short call with whoever would actually build it.
Frequently asked questions
Can you integrate with AppFolio, Buildium or Yardi?
We first verify your account, approved access path, permitted records and read/write scope. Public API documentation alone does not grant access. Some projects can use authorized exports for reporting while transactions remain in the PMS.
Do owners and tenants get separate portals?
Yes. Owner and tenant portals have different needs, permissions and data, so we build them as distinct, role-based experiences under your brand.
We already pay for property software. Why add custom work?
Only add custom work when a specific handoff remains after reviewing your native features and approved integrations. Agree on the operating benefit, access, support responsibilities and first acceptance checks before building.
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Tell us what you're building.
Book a discovery call and we'll show you how we'd approach it — scope, timeline and a realistic budget.