Client intake services for property management companies

AssistBPO's client intake services for property management companies handle the two intakes that shape your portfolio. New owners joining you, and applicants applying for your vacancies.

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Applicant intake collects the application, ID, income documents and authorizations, checks completeness, chases missing items, orders screening through your provider, applies your written criteria consistently, and presents the file for your decision, with adverse action notices sent on your instruction under the FCRA.

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This page Property management companies Client intake services for small business

How does client intake work for property management?

Owner intake collects the management agreement details, property and unit information, existing leases and tenant records, keys and access codes, insurance, utility accounts, HOA contacts, bank details for disbursements and the owner's communication preferences, then hands a complete onboarding file to your team so the first rent cycle runs cleanly. Maintenance intake for new tenants covers welcome packets, portal setup, renters insurance upload and utility transfer confirmation. Every intake follows the same checklist so nothing is missed and nothing is treated differently, which matters under Fair Housing rules. The intake specialist is an employee with a backup, works your hours, and reports intakes completed daily.

What tasks does client intake cover for property management companies?

  • Collect new owner agreement details, property data, leases, keys and insurance
  • Set up owner bank details, communication preferences and HOA contacts
  • Collect applications, ID, income documents and screening authorizations
  • Chase missing application items and order screening through your provider
  • Apply your written criteria consistently and present files for decision
  • Send adverse action notices with FCRA disclosures on your instruction
  • Run new tenant onboarding: portal, renters insurance, utilities, welcome packet
  • Report intakes completed and files awaiting decision daily

The KPI that matters here

Owner onboarding files complete before the first rent cycle and application-to-decision time. Both are tracked weekly against your targets.

What rules does client intake follow for property management?

  1. Fair Housing in leasing. Every prospect gets the same information and the same screening criteria under the Fair Housing Act enforced by HUD and your state's equivalent. Assistants use a written script for availability, criteria and accommodation requests, and never steer or comment on neighborhoods or households.
  2. FCRA and adverse action. Tenant screening runs through your provider under the Fair Credit Reporting Act, enforced by the FTC and CFPB. Assistants order reports only with the applicant's authorization, apply your written criteria, and send adverse action notices with the required disclosures on your decision.
  3. State landlord-tenant rules. Notice periods for entry, rent increases, non-renewal and late fees vary by state and city. We keep a rules sheet per jurisdiction you manage and follow it for every notice, and anything that looks like a legal question goes to you or your attorney.
  4. TCPA for prospect and tenant texts. Showing confirmations, maintenance updates and renewal reminders go by text only with lawful consent and do-not-call scrubbing under the Telephone Consumer Protection Act enforced by the FCC, with opt-out wording on every message.

Property management software we work in

Also in use

  • Rent Manager
  • Propertyware
  • Property Meld

See all 80 tools we work in

More for property management companies

Other services for property management

Client intake in other industries

Frequently asked questions

What does new owner intake cover?

The countersigned management agreement and its terms, property and unit details, appliance and system information, existing leases and tenant contact records, security deposit balances held, keys and access codes, insurance policies, utility accounts, HOA or association contacts, bank details for disbursements, tax information for year-end statements, and the owner's preferences for approvals and communication. The file is checked against a checklist before it is handed to your team.

How do you process applications fairly?

Every applicant is taken through the same checklist: application form, ID, income documents, authorizations. Missing items are chased the same way for everyone. Screening is ordered through your provider only with authorization, your written criteria are applied as written, and the file is presented with the facts for your decision. Declined applicants receive an adverse action notice with the FCRA disclosures. The specialist does not set criteria or make decisions.

Can intake set up new tenants after approval?

Yes. Once the lease is signed, the specialist sets up the tenant portal login, collects the renters insurance certificate, confirms utility transfers, sends the welcome packet with maintenance and payment instructions, schedules the move-in inspection and confirms key handover. Each step is logged in your software, and any item still open at move-in is flagged to the property manager the day before.

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