Keys touch almost every part of property management – renter handovers, supplier access, inspections, and more. But they’re often a hidden source of stress, thanks to disconnected legacy software that never quite fits the workflow. Lost keys lead to wasted hours, mounting costs, and awkward conversations no one wants to have.

Keys in Ailo takes that stress away. They’re built into projects, so they sit naturally alongside inspections, vacates, and repairs. Property managers can check keys in and out, reserve them ahead of time, see a full history of where they’ve been, and manage it all on the run through the app.

, Property Investments Team Leader at Ray White Northern Coast, it’s the difference between chasing paper and having certainty in seconds.

Cloud

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From paper trails to five-second checkouts

Before Ailo, Tracy’s team relied on paper sign-in sheets. Legacy systems leave property managers chasing scraps of paper or trying to reconcile different logs – a process full of gaps and human error.

“The most frustrating thing was the tracking of the keys. You had to rely on people really filling those out correctly… and then trying to chase them around”.

Now, the process takes moments. “You just pick up your phone, search the property, take a photo, put in a little bit of crucial information that takes five seconds, and check them out. It’s really, really quick and easy. There's a full record of it. It’s lovely!”

Her three-word summary? “Tracked digitally, clear and transparent, streamlined.”

Part of the workflow, not just an extra task

The real breakthrough for Tracy is that keys aren’t bolted on as another task – they’re part of the natural workflow.

Other tools treat keys as an afterthought – a separate app, another login, another manual step. Ailo puts keys where they belong: inside the workflow.

“It eliminates any mistakes and miscommunication. With routine inspections, the staff simply again take a photo, we know where that’s gone… if there’s a contractor at the house and we’re doing an inspection, simply change that over, give it over to the contractor, sign those out, and we know that when they come in, it’ll all be reconciled and closed”.

That visibility has reduced stress across the team.

“Our inspections agents don’t have just one set at a time, they’ve got seven or eight at a time, and that is stressful, she says.

“With Ailo now, you know exactly what keys you have. You know exactly where they are”.

The impact shows up daily. When a contractor borrowed a set of keys recently, Tracy didn’t need to dig through the logs. 

White

In another case, a renter’s son arrived at a property without keys while the tenant was an hour away. Tracy authorised a friend to collect them, ID checked her, and logged everything digitally. The tenant was notified immediately, and again when the keys were returned just half an hour later. “It was really quick and simple and easy.”

Tracy also sees Keys in Ailo as a competitive edge in conversations with investors. When her team takes on a new management, they photograph and log every key, and owners receive a copy.

She remembers the embarrassment of once being handed the wrong keys by another agency. “With Ailo that would be completely eliminated because there are photo records of exactly what keys you have at any given time”.

When asked what would happen if Ailo keys were switched off tomorrow, Tracy doesn’t hesitate: “I would be on the phone to you and I’d be saying there is no negotiation. Turn it back on!

Her pitch to other agencies is simple: “Ailo give us accountability for keys, which saves us time and stress.”

Get in touch

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Tracked, transparent, stress-free: Tracy on Ailo’s keys breakthrough

When Karl Von Riegen, Head of Department at Ray White United Group, looked back at the past year, one number stood out: 922.

That’s how many organic new managements his team brought on in just 12 months.

For Karl, growth on that scale wasn’t about working harder. It was about working smarter with Ailo.

See how Karl unified seven offices, reduced arrears to 2.5%, and transformed compliance and communication with Ailo — unlocking growth his team can sustain year after year.

Ray White United Group spans seven offices and manages over 3,000 properties. With that scale, consistency is everything.

“You want to have one brand, doing things one way,” Karl says. “From checklists and payments to communication — Ailo brings it all into one system. Everybody’s working the same way, and that’s ideal.”

He contrasts this with traditional software:

Instead of juggling multiple systems and legacy tools, Karl’s team runs everything in Ailo:

The result? A seamless, standardised service experience across every office.

 they deliver a better service — they can prove it.

“Our arrears are 2.5% across 3,000 managements, which is unheard of,” Karl explains. “We just put that in front of new clients, and they’re signing.”

Rent increases are also automated, so nothing slips through the cracks. “If you haven’t had a rent increase, that’s shocking,” Karl says. “Ailo automates the whole system. We can’t forget it, and it’s done before it even needs to be.”

For Karl, that automation gives his team confidence and his investors transparency.

Communication has always been one of the hardest parts of managing at scale. Ailo made it one of Karl’s biggest selling points.

That speed and visibility means no one is left wondering if their message got through.

“You’re never not hearing from our property managers — and I can prove it.”

Karl says Ailo has also transformed the way he hires and retains staff.

The difference is clear even to recruiters.

“Recruiters are calling me within 10 minutes of an interview saying the candidate wants to work here — because of Ailo.”

With less admin and no trust accounting to grind through, property managers see a clear difference in day-to-day life. And for new hires, Ailo signals that this is a business that invests in technology, not burnout.

Would you ever go back to a legacy property management system?

After seeing the results, Karl can’t imagine going back to legacy systems.

What started as an upgrade to processes has become a cornerstone of Ray White United Group’s growth strategy.

“When you’ve got 922 new managements in a year, 2.5% arrears across 3,000 properties, and property managers who actually want to join the team because of your system,” Karl says, “that’s when you know you’ve got the edge.”

Get in touch!

Charcoal

The secret to 922 (organic!) new managements in a single year

Most agencies treat compliance as a necessary evil. It’s another portal to log into, another inbox to chase, another blind spot that keeps business owners awake at night.

, Head of Department at Ray White United Group, thought the same — until he saw what compliance looked like inside Ailo.

Instead of juggling separate systems, the Ailo platform pulled compliance into the same platform his team already used to run every other part of property management. Smoke alarm checks, certificates, invoices — all flowing through the one system alongside rent, bills, inspections, and communication. No bolt-ons, no busywork, no cracks for things to slip through.

For Karl, that shift was transformative. 

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Before his team used Ailo’s compliance solution, compliance weighed heavily on Karl’s seven offices and 3,000 properties under management. Legacy compliance providers created constant interruptions — endless phone calls, manual chasing, and clunky scheduling.

“With Ailo compliance, it’s pretty well a dream at the moment to be honest,” he said, “You’ve got those stupid, annoying pain points all the time with the legacy programs – they’re calling your property managers and trying to get new tenant details or scheduled appointments. Now with Ailo, it’s just seamless.”

That pressure wasn’t unique to Ray White United. Legacy compliance tools often sit outside the core system, meaning extra logins, reconciliations, and blind spots. Even the best agencies see ~10% of properties slip through the cracks from time to time.

More headspace, less busywork, happier team

The turning point came when Karl experienced compliance inside Ailo.

“It’s all through one program. The compliance technicians can jump in, they can service new tenants automatically. They know when the lease renewals are happening, they know when it’s due.”

Unlike legacy providers, Ailo’s compliance is fully embedded. From scheduling to certificates, everything runs automatically in the background. Certificates and invoices land instantly against each property, with real-time visibility for the team and property investors.

By eliminating those “$1 jobs,” Karl’s property managers have the headspace to focus on what really matters – building relationships, solving problems, and proactively supporting investors and renters.

The benefits extend beyond the back office. Investors can see compliance certificates in-app — proof their property is protected.

That transparency not only builds trust, it gives Karl’s agency a competitive edge. Compliance has become a selling point when pitching for new business — visible proof that Ray White United Group goes further than the competition.

Behind the automation, Ailo partners with DC Smoke Services — established in 2016 and already keeping more than 40,000 homes safe and compliant across Australia. Their reliability, national scale, and simple service model (no onboarding fees, no key collection charges, one invoice per job) give leaders like Karl the confidence that compliance is covered without hidden surprises.

Karl also highlighted the human touch: “Marco’s very good. He’s come out, I’ve met him twice now. I can pick up the phone and he’ll answer it straight away, or if he’s in a meeting, he’ll ring me back within 20 minutes. I like the fact that it’s family-oriented, and even though it’s a large outfit, he’s still got fundamental principles of a small business owner, so he really cares about what he’s doing.”

Compliance that proves the one-platform difference

For Karl and his team at Ray White United Group, Ailo proved what’s possible when every part of property management runs in one system.

Rent, bills, inspections, communication, and compliance — all connected, automated, and visible. No more switching between systems, no more blind spots, and no more chasing. Just a single platform where the work gets done and the results are clear.

What was once stressful and manual is now transparent, efficient, and even a competitive advantage.

His advice for other agencies is simple: Try it.

Lavender

How Karl transformed compliance – and service delivery – at Ray White United Group

Corrine’s story shows what happens when leadership, process, and technology come together. 

Ailo isn’t just a tool, it’s a pathway to growth. 

For Ray White Beenleigh, it has meant more transparency, more trust, stronger client outcomes, and a clearer vision of what the future of property management can be.

After nearly two decades in the industry, Corinne Forsyth has learned that growth isn’t just about numbers, it’s about processes, people, and the platforms that support them. 

At Ray White Beenleigh, Ailo has become central to that growth journey, helping the team deliver transparency, accountability, and new opportunities for both the business and it’s clients.

“The good thing about Ailo is that you can confidently go to a new client and pretty much say to them, 

. They can see everything that we’re doing. They can see where the tenants are paid to, they can see when the next routine’s coming up. There’s no hiding behind a portal or having to email.”

For Corinne, this visibility isn’t something to fear, it’s a competitive advantage.

“If you’re confident in your processes and your business, you have nothing to hide. I'm very particular about the way that we do things, time frames and clients’ expectations. I’m confident that my team is delivering. We go over our statistics every week in the meeting as well, then there’s nothing to hide. And if you’re doing a good job, you should be able to showcase that to the clients.”

With Ailo, growth conversations are backed by data, not just words.

"Ailo’s reminding our tenants they need to pay their rent, and our arrears dropped significantly when we moved over to the platform. And that data runs deep.”

“You can pull more data, in the monthly KPI reports, which breaks down every component. So if you really want to go into detail, you can ask your business owner for it, and you can break it down; many routine inspections we did this month, how many repairs and maintenance got reported, and this is how many we’ve closed off, this is how quickly we action things. There’s so much micro data you can pull from the system to use to win business.”

Corrine's year of networking and learning

“When I came back into a leadership role, I made a promise to myself that in the year 2025, I would focus on networking and learning. Even though I’ve been in the industry for 17 years, I’m still learning, because I have a mentor. With legislation changes and a bit of a shift in the market, t’s a good time to be a property manager. We’re getting a little bit more focused. We’re getting more recognition, we’re getting more training opportunities. My renewed commitment has sparked 

, a monthly initiative that brings together property managers and BDMs across different regions.”

“It’s more just building relationships, you can talk about the day to day of property management too. Obviously, you’re not going to give your whole playbook to the agency down the road. But if you’re networking with people that are an hour or two or even in different parts of Australia, you can share so much knowledge and you improve your process as well. Sometimes referrals come out of it, but at the end of the day, it’s good to have that support network and tribe of people.”

Corinne encourages her team to take a proactive approach when it comes to winning new business.

“The first thing I would do if I was new to this industry, is 

 every competitor in my area, to see what legacy platform they’re using. You’ll be able to get a good indication if people are using Ailo or a system where they have to rely on the property manager or the accounts manager to disperse the funds to the client. Then you can obviously pinpoint what you’re going to promote.”

When Corrine’s office first adopted Ailo, that difference was obvious.

“When we opened, and we were with Ailo, we were the only agency using it. So I heavily focused on the owner's wallet as a selling point."

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For Corinne, growth isn’t just about scale. “I’m really trying to focus with the team that sometimes it’s not always about how many doors you bring in. It also needs to be quality” By embedding Ailo into the management processes, Corrine’s team ensures a strong, accurate picture from day one. 

Proof, not promises: how to rewrite the rules of property management growth

Running a rent roll means juggling people, processes, and compliance — and for most business owners, the trust account sits at the centre of it all. It’s costly, time-consuming, and stressful — not to mention all the third-party apps you need to plug into it just to cover basic workflows.

Annual audits alone typically cost thousands of dollars. Factor in reconciliations, EOFY crunch time, and training staff on clunky systems, and it becomes one of those unavoidable headaches of the job.

But for Cadie Duncan, owner of Cadie Property Co., things look very different to businesses still stuck on legacy tech. Thanks to Ailo, her audit bills are a fraction of the norm — and she never dreads end of financial year.

 no need to coach new staff in complex payments and accounting workflows

 zero calls, zero crises, total confidence

 less admin means more focus on investors, renters, and building her brand

When Cadie launched her business, she knew audits would be a major cost. Most businesses her size, she said, pay upwards of $5,000 a year to keep the trust account compliant.

At first, her auditor wasn’t familiar with the Ailo platform. That could have meant extra work, higher fees, and a long learning curve. But instead of leaving Cadie to bridge the gap, the Ailo team equipped her with the right resources and gave the auditor their own login.

That transparency changed everything. With direct access to the platform, Cadie’s auditor could complete the compliance process with confidence.

The flow-on effect? A process that used to cost thousands now costs just a few hundred.

More than cost savings: less training, less stress

The impact goes beyond the bottom line. With the Ailo platform handling most of the heavy lifting from the payment side, Cadie doesn’t need to spend hours training staff. 

For a business owner, that means less dependency on specialist staff — and less risk if someone leaves.

It also means Cadie isn’t stuck dealing with reconciliations and disbursements. “I have so much free time. I don’t have to worry about it.”

End of Financial Year is usually the most stressful week in a property management business. Staff pull late nights reconciling trust accounts. Investors bombard phones and inboxes asking where their statements are. And business owners often feel like they can’t step away.

“I flew to Queenstown on the first of July. I didn’t really think it through, but I was like, you know what, Ailo’s got my back. Not one phone call - hand on heart!” she said.

Instead of fielding dozens of investor queries, she relaxed on holiday with her son.

That peace of mind is priceless. And it’s a competitive advantage: while other agencies were stuck in EOFY chaos, Cadie was confidently growing her business.

“It absolutely takes away so much work. I have so much free time. I don’t have to worry about it.”

Trust accounting has always been one of the trickiest parts of running a rent roll. But with the Ailo platform, you finally have a choice.

Agencies like Cadie’s run a trust account through Ailo — only it’s leaner, more transparent, and far less cumbersome. And when you complement that with direct-to-landlord payments, you reduce overheads even further and give investors more flexibility.

The point is: you’re in control. With Ailo’s choice model, money flows are simplified, compliant, and secure.

Cadie’s story shows what’s possible when you move away from legacy systems: lower audit bills, stress-free EOFY, and a business that runs smoothly even when you’re not at your desk.

Ready to see how Ailo’s choice model could transform your agency?

The end of audit complexity: Cadie’s story

Starting a new job is never easy, especially when you're stepping into a role that requires mastering new systems and processes. But for Liz Neisler, Property Manager at Ray White Buderim (QLD), joining an agency that uses Ailo turned what could have been a steep learning curve into a surprisingly smooth transition.

"It was very, very easy, very simple," Liz recalls about her first days using Ailo. Coming from a previous database system that wasn't quite up to scratch, the difference was immediately apparent. "Ailo made everything a lot easier."

For property managers, switching between systems can often feel like learning a completely new language. The fear of losing productivity whilst getting up to speed, combined with the pressure of managing client expectations, can make transitions stressful. But Liz's experience highlights how the right system can actually accelerate the onboarding process rather than hinder it.

Before Ailo, Liz's typical week involved the mental juggling act that many property managers know all too well. "Coming from another system where maybe there would be three or four ways to do something" meant constantly having to decide which approach to take, what was urgent versus what could wait, and trying to keep track of where everything was up to.

The cognitive load of managing these decisions day after day can be exhausting. It's not just about the time spent completing tasks, it's about the mental energy consumed in simply figuring out what needs to be done and when.

Now, Liz describes her normal working week as "a lot easier and a lot simpler." The transformation isn't just about having better tools; it's about having clarity.

Perhaps the most significant change Liz experienced was moving from a reactive to a proactive approach to property management. Instead of constantly playing catch-up or worrying about what might be falling through the cracks, she now has confidence in her system.

"Ailo has made it more streamlined and a lot easier. Knowing where tasks are and where I need to be with them and everything," she explains. This shift from uncertainty to clarity doesn't just improve work quality, it reduces stress and creates space for property managers to focus on what they do best: building relationships and solving problems.

The simplest recommendations are often the strongest

When asked how she'd describe her new system to former colleagues, Liz's response was immediate and heartfelt:

It's a powerful endorsement that speaks to something deeper than just software functionality. The best systems don't just make work possible, they make work better. They remove friction, eliminate confusion, and create space for property managers to do their most valuable work.

Set up for success: How Liz hit the ground running at Ray White Buderim

Compliance has evolved beyond minimum requirements. Today's property managers understand thorough compliance builds trust with investors and creates competitive advantage. When you demonstrate meticulous attention to compliance details, you show property owners their investment is in capable hands—a powerful differentiator in a crowded market.

Why compliance isn't just about ticking boxes

Compliance isn't a burden—it's an opportunity to showcase professionalism. When investors see comprehensive compliance records, they understand they're working with someone who takes responsibilities seriously.

Making compliance work for your business (not the other way around)

Done right, compliance doesn’t just keep you protected—it becomes one of the clearest signals of your professionalism. Here’s how the most organised agencies turn the admin into a competitive edge:

Thorough documentation isn’t just about staying compliant. It’s a chance to show investors you’re on top of the details. When records are accurate, accessible, and easy to share, you’re not just avoiding disputes—you’re reinforcing trust.

Tip: Don’t just show compliance by sending a bill at the end of the month. Tell your investors what was done, why it mattered, and how it protects their property. A quick note in your monthly update is often all it takes.

Outsourcing compliance tasks can be a smart use of resource allocation. Professional services improve efficiency while reducing liability, freeing your team for relationship building and growth.

Agencies that have trusted relationships with electricians, gas fitters, or pool inspectors often resolve issues faster and with less back-and-forth. If you don’t already have a go-to network, start building one.

How confident are you in your compliance?

Forget the legislation for a second. Think about how confident you feel when a compliance question pops up unexpectedly—either from a renter, an investor, or even a regulator.

Use this quick self-check to see where your agency stands today:

Your 60-second compliance confidence check

If an investor asked to see smoke alarm compliance for their property from 18 months ago, could you send it in under a minute?

Do you have clear, repeatable processes for smoke alarms, electrical safety, gas checks, and pool compliance—or is it all in someone’s head?

When a certificate or inspection is due, do you get automated reminders, or is it sometimes a last-minute scramble?

Could someone covering for a sick teammate pick up a compliance task without starting from scratch?

Do your investors know when a compliance check has been done—or do they only find out when it’s bundled into their monthly bill?

If you paused on more than one, it might be time to rethink your systems. A platform like Ailo could help you manage compliance with less stress, while keeping your investors confidently in the loop.

Common compliance pitfalls (and how to avoid them)

Even experienced teams can fall into compliance traps, especially when juggling multiple properties, people, and deadlines. Here are a few of the most common pitfalls

Compliance that lives in someone’s head.

 If one team member holds the compliance process—and they’re away—it’s a risk. Make sure your systems are documented, repeatable, and visible to others.

Relying on calendar reminders (and nothing else). 

Calendars help, but integrated reminders are better. Manual tracking breaks down as your portfolio grows. The best agencies we work with use software to flag expiry dates well in advance.

Forgetting the rules change across borders.

 If you manage properties in more than one state, assume nothing. Build local knowledge into your process.

Whether it’s a faulty smoke alarm or a sudden gas leak, the agencies that respond well already know who to call, what to check, and how to update their investors.

Building consistent processes beats relying on memory or ad-hoc approaches. Start by auditing current compliance tracking methods and identifying gaps needing attention.

Consider how technology can support compliance efforts. The right property management platform helps organise and track requirements seamlessly, reducing administrative burden while improving accuracy.

Focus on creating systems that scale with business growth. As portfolios expand, manual tracking becomes increasingly difficult to manage effectively.

Investment in proper compliance systems pays dividends through improved investor confidence, reduced liability, and professional reputation that drives referral business. When you demonstrate thorough attention to compliance details, you're building the foundation for long-term success.

Take the first step by reviewing current processes and identifying one area for immediate improvement. Small changes in approach can deliver significant improvements in both efficiency and investor confidence.

What's the biggest compliance mistake property managers make?

Relying on memory or scattered tracking systems instead of organised processes. When certifications expire unexpectedly or maintenance schedules slip, it damages professional relationships and creates liability risks. Systematic documentation prevents these costly oversights.

Do compliance requirements really vary that much between Australian states?

Absolutely. Queensland's pool fencing regulations differ significantly from NSW requirements, and smoke alarm standards vary across states. Understanding these regional differences prevents expensive mistakes and demonstrates local expertise to investors.

Should I handle compliance tasks in-house or outsource to professionals?

It depends on your team’s bandwidth—but many agencies we work with choose to outsource certain tasks to licensed professionals. Electricians, gas fitters, and safety inspectors bring specialised knowledge (and peace of mind), while your team stays focused on what they do best—building relationships and growing the business.

How can I turn compliance into a competitive advantage?

Investors don’t hire you to tick boxes—they hire you for peace of mind. When your records are up to date, your maintenance schedules are proactive, and your documentation is easy to access, you’re showing them their investment is in safe hands.

But here’s what many agencies forget: don’t just show compliance by sending a bill at the end of the month. Tell them what you did, why it matters, and how it protects their property. Whether it’s a quick note in your monthly update or a line in your newsletter, closing that loop builds trust—and reminds them why they chose you in the first place.

Property management compliance: your step-by-step guide

 decided to leave their legacy systems behind, they discovered something their old software providers never offered: actual people, in their office from day one, making sure every team member felt confident from the first click.

No remote training videos. No generic webinars. No "figure it out yourself" approach that legacy systems are famous for.

Instead, they got Adam Hooley, Ailo's Head of Client Migration, along with Customer Enablement Specialists Gabi Everard and Kristie te Giffel, walking through their doors on go-live day, ready to sit beside every property manager and turn migration day into something surprisingly upbeat.

"Teams often learn best when they're doing their tasks in front of the computer," explains Hooley. "We call it the how-to context. When somebody goes to do a lease and they're not really sure what to do, we're standing right next to them saying, 'Right, OK, do this, this and this.'"

Belle Property St Kilda's migration day started with the entire team gathered together. Hooley ran through the essentials: getting emails connected, forms integrated, and helping everyone orientate themselves on the screen.

Then came the old-school touch that made all the difference. A printed checklist landed on every desk, outlining exactly what each team member needed to explore in the platform. As property managers worked through their tasks, Gabi and Kristie circulated, ticking off achievements and providing instant support.

"A lot of people get a lot of comfort just having us walking around the office," notes Hooley.

This hands-on approach stands in stark contrast to the legacy systems Belle Property St Kilda left behind, where support meant logging a ticket, waiting days for a response, and losing valuable time instead of being productive from day one.

Catching problems before they become crises 

What the Ailo specialists brought wasn't just technical expertise. They brought emotional intelligence.

"It's much easier for us to keep an eye on morale," Hooley explains. "If we see people that are kind of withdrawing or they're not engaging, then we can pull up a chair and sit down next to them and actually spend more time with them."

When a property manager at Belle Property St Kilda seemed overwhelmed during routine inspection setup, Kristie noticed immediately. They sat down together, worked through the process step by step, and turned potential anxiety into confidence.

This kind of in-person support means small roadblocks never snowball, keeping momentum high and the team confident from the very beginning.

That’s the difference: legacy systems leave those moments unnoticed, while Ailo’s in-office team can spot and support the people who need it most.

Perhaps the most practical advantage of having Ailo's team on-site was their ability to fix issues instantly. With admin access at their fingertips, they could resolve migration quirks immediately.

"If little quirky things aren't quite right, we can just jump in admin UI and fix it," says Hooley. "It gets stuff fixed very quickly for them that might just be things that were missed or broken during migration."

For Belle Property St Kilda, this meant no productivity loss in those crucial first days — the team were transforming their work from day one. While other agencies switching legacy systems might spend weeks ironing out kinks, Belle Property's team was running at full speed from day one.

The contrast with legacy property management systems couldn't be starker. Traditional providers typically offer:

Email support with 48-hour response times

Clohee's inspections went from hours to minutes (and she's still learning!)

Before Ailo’s AI-powered inspections: The struggle was real

The transformation: "It was incredible"

“I can come back and press AI, and it does the whole report within 10 minutes, even 5 minutes, whereas it was taking hours to do.”

Her first experience? Mind-blowing.

It's not just faster, it's better

Clohee's pro tip: Smart photography strategy

Making the AI smarter

Would she recommend it?

“I would have to say absolutely, give it a go. Just the time and what it's picking up is incredible.”

The bottom line