Kate Stewart, Head of Property Management at Ray White Mooloolaba & Kawana Waters, had a bold ambition: to build the best, biggest, and most amazing property management team on the Sunshine Coast. But her legacy tech stack stood in her way.

Trust accounting drained time and headspace. Covering for a property manager on leave meant trawling through inboxes and spreadsheets with no clear view of who had done what. The mental load was relentless, and the wasted cost was staggering.

For Kate, the realisation was simple — legacy systems weren’t adding value to her clients or her team. They were only adding effort, cost, and stress. So she made a bold move: she ditched her legacy tech stack and transitioned her business to Ailo.

The first change was financial. The Ailo platform 

automatically handles the bulk of payments and accounting

. So with the majority of her trust accounting headaches gone, auditing costs dropped to near zero. Instead of pouring money into admin, Kate could reallocate those dollars to her team.

White

Multiple third-party tools were consolidated into one platform, removing inefficiencies that had long blocked her team from doing their best work.

But the bigger impact wasn’t financial — it was cultural.

, Kate’s team now works from a single, visible workflow every day. Property managers start their mornings with clarity and a clear to-do list, not inboxes. Overdue actions give Kate an early signal when someone needs support, enabling her to step in before stress compounds.

She also introduced new KPIs that were once impossible to measure, like how long it takes to respond to their clients. The team average is impressive, with one property manager achieving a nine-minute average.

The transparency has sparked healthy competition — one that rewards service improvements with recognition.

For Kate, Ailo didn’t just bring consistency, visibility, and confidence to daily workflows — it unlocked her leadership.

She sees property managers evolving into relationship managers and investment specialists, building careers far beyond the old stereotype of inbox firefighting and trust account admin.

The cultural ripple is already showing. Junior staff are stepping into new roles faster. Career pathways are clearer. Retention is stronger.

For Kate, this means her long-held goal of building the best, biggest, and most amazing property management team on the Sunshine Coast is finally within reach.

Kate’s story highlights why moving beyond legacy systems isn’t just a technology decision — it’s a leadership one.

By removing wasted effort and cost, Ailo gave her the ability to measure what matters, unlock her team’s potential, and design a future where property managers thrive as true professionals.

Her advice to leaders considering the same step? The first weeks may be hard, but the upside — for your business, your team, and your clients — is worth it.

Ditching her legacy tech stack unlocked Kate’s dream of building the Sunny Coast’s biggest & best team

At Ailo, protecting your information is always a top priority. Alongside our own industry-leading safeguards, there are a few simple steps you can take to make your devices and accounts even more secure. By setting strong passwords, switching on multi-factor authentication, and knowing how to spot phishing attempts, you can add an extra layer of confidence to your digital life.

Here are the habits that help keep your property and personal information safe.

1. Create and maintain strong device security

 on all devices (mobile phones, laptops, tablets, and desktop computers)

A mix of uppercase and lowercase letters, numbers, and symbols

Not based on personal information (birthdays, addresses, names)

Never share passwords with anyone, including family members or colleagues

Avoid writing passwords down or storing them in unsecured locations

Consider using a reputable password manager to generate and store complex passwords securely

You suspect someone has accessed or attempted to access your passcode

You notice any suspicious activity on your accounts

2. Enable Multi-Factor Authentication (MFA)

MFA adds critical security layers by requiring two or more verification methods:

Something you have (your phone or authentication device)

Your Ailo account (follow the prompts when you login)

Your primary email account (essential as it's often used for password resets)

Any platform containing sensitive personal or financial information

Online scams and fraud are designed to trick you into disclosing your personal information or giving away your money. Anyone can be targeted, so it’s important to always remain vigilant.

Request your password via email, phone, or text message

Ask for verification codes sent to your device

Send links requiring immediate password updates without prior notification

Pressure you to act urgently without proper verification

Urgent language demanding immediate action

Generic greetings like "Dear Customer" instead of your name

Suspicious sender addresses that don't match official Ailo domains

Grammar and spelling errors in professional communications

Unexpected attachments or links to unfamiliar websites

Requests for sensitive information via email

Check the sender's email address carefully (official Ailo emails come from @ailo.io)

Hover over links without clicking to see their destination

Log into your account directly through our official website rather than clicking email links

When in doubt, call Ailo on +61 (02) 8294 8671 to verify

Receive suspicious emails claiming to be from Ailo

Notice unauthorised transactions or changes in your account

Discover your personal information may have been compromised

Have any doubts about the legitimacy of a communication

Screenshots of suspicious emails or messages

Transaction details you're concerned about

Regularly update your operating system, browsers, and apps

Avoid conducting financial transactions on public Wi-Fi

Consider using a VPN for additional protection

Review your Ailo account activity regularly

Don’t ignore alerts for transactions and logins

Stay informed about the latest security threats

Share security tips with family members who may access shared accounts

Follow Ailo's security updates and recommendations

At Ailo, we employ industry-leading security measures including:

End-to-end encryption for all data transmissions

Regular security audits and penetration testing

Compliance with Australian privacy and data protection regulations

Security is a partnership. While we work tirelessly to protect your information, your vigilance and adherence to these best practices form an essential part of keeping your property investments secure.

For more information about our security measures or to report a concern, please don't hesitate to contact our security team at hello@ailo.io or call +61 (02) 8294 8671.


Stay safe online: simple steps to protect your property and personal information

 businesses apart? It’s not luck, and it’s certainly not just a hefty marketing budget. The agencies that steadily grow their portfolios, hold onto their best people, and keep investors coming back all have a few surprisingly simple habits in common.

These aren’t grand, hard-to-implement strategies. They’re practical, everyday approaches that—when put into practice—create the kind of consistently excellent service that fuels referrals and long-term growth.

Here are habits that every business owner and team leader can implement today.

Habit 1: Build trust with consistency, and prove it with data

 don’t just promise great service—they deliver it, consistently. And they have the data to prove it.

Trust is built when owners experience consistent results: fast responses, smooth maintenance, reliable rent collection. But it’s reinforced when those results are backed by clear, objective performance metrics. That’s why top agencies track and share key indicators like service turnaround times, arrears resolution, and inspection completion rates—not just internally, but with their clients.

The habit here isn’t just being consistent. It’s building a culture that tracks, reviews, and leverages operational performance data. When everyone on your team understands what “good” looks like—and can see how they’re tracking—you create a standard of excellence that compounds over time.

Trust doesn’t just come from doing the work. It comes from being able to prove it, again and again.

Habit 2: Create clarity, then get out of the way

 that own their work. The most successful property managers don’t micromanage—they give people the tools, training, and autonomy to solve problems on the spot.

This confidence shows up in every interaction. When team members feel trusted, they take more pride in outcomes. Owners feel it, too: empowered teams deliver faster service, make smarter decisions, and build deeper relationships.

A team member knows exactly how to handle a maintenance request from start to finish—without checking in at every step.

A leasing consultant has the freedom to negotiate terms within a defined range—knowing their judgment is trusted.

A property manager can escalate a tricky owner situation with context, not confusion—because everyone understands the chain of support.

Habit 3: Building transparency into every interaction

Setting clear expectations is one of the simplest ways to head off issues before they arise. Top-performing business owners and 

 use data as their proof point—sharing metrics like response times and payment speed with their clients.

This level of transparency creates trust that generic updates simply can’t match. When owners see their agency handling maintenance requests 40% faster than the industry average, that’s real, tangible value.

Ailo takes this a step further, giving owners self-serve access to the information they care about. Whether it’s checking rental income, tracking maintenance, or reviewing inspection notes, investors don’t have to call or wait for a summary email—they can simply log in and see what’s going on. It’s the kind of control and visibility that builds lasting trust.

And when things do go off-script, transparency matters even more. Owners don’t want radio silence or sugar-coating—they want context, a plan, and assurance that the team is on it. Clear, honest updates turn a potential frustration into a moment of confidence.

Habit 4: Smart systems that scale with your success

Balancing efficiency with personalised service is the name of the game. It starts with building systems that support growth, without sacrificing quality.

Standardising without losing the personal touch

Building procedures that cover sick days isn’t about making your team robotic—it’s about delivering consistent service, every time. When everyone knows the process, clients experience the same high standard, no matter who picks up the phone or replies to an email.

 come in. With shared visibility into every step, anyone can jump in and help—whether someone’s out sick, overwhelmed, or simply needs a hand. Everyone can see what’s been done, what’s next, and who’s responsible, without relying on back-and-forth emails or sticky notes.

The right tools don’t take away your team’s personal touch—they give it more room to shine. With routine tasks automated and streamlined, your people have more time for meaningful conversations and stronger relationships.

This kind of consistency quickly becomes your edge. Investors notice when every interaction feels professional, informed, and genuinely helpful, regardless of which team member they’re working with.

Technology that amplifies—not replaces—great service

The best tools don’t just save time. They unlock opportunities for your team to shine—and offer more personalised service without increasing workload.

 something they’ve never had before—the ability to offer choice. Investors can set their own preferences for communication, payment timing, and involvement in decisions. Your team doesn’t have to guess what each owner wants—they can simply deliver it.

But the real magic is in what these tools help you prove. When your technology gives you clear, concrete data—like response times, rent collection speed, and maintenance turnaround—you can show owners exactly why their investment is in good hands.

Crucially, it’s all done without burning out your team. When choice is built into your platform—not managed through spreadsheets or workarounds—your people can deliver a more tailored experience without adding stress or complexity.

Habit 5: Understanding what really drives your clients

Long-term thinking always outperforms chasing quick wins. Business owners and team leaders who achieve lasting success know that strong relationships are investments—ones that continue to deliver value year after year.

Understanding what motivates each owner lets you tailor your approach to suit different investor types. Some crave detailed reports and regular updates; others would rather only hear from you when there’s something that needs attention. Some want their income regularly at the end of each month; others want it the moment their tenant pays rent.

Spotting those preferences early, then adapting your approach, sends a clear signal: “We see you. We get you.” That personalisation builds loyalty, fast.

Habit 6: Growing your team (and keeping them)

Team retention has a direct impact on your bottom line. When experienced people stay, client relationships stay strong, knowledge stays in-house, and business momentum builds. The most successful business owners and leaders focus on creating an environment where people feel supported, valued, and inspired to grow with the company.

Professional development that truly makes a difference means giving your team real opportunities to learn, grow, and step up to new challenges. Investing in their growth fosters loyalty that goes well beyond what’s written on a payslip.

Creating a culture people want to be part of takes more than just competitive salaries. It’s about building an environment where everyone feels valued, supported, and motivated to reach their potential.

When your team can see a future with your agency, they’re more invested in your clients and your success. That commitment comes through in every interaction—delighting owners and renters alike.

The best leaders use data as a coaching tool—not a scorecard. Whether it’s how quickly they are getting through their workflows, how quickly they respond to customer enquiries, NPS scores or owner feedback, these insights help your team see the impact of their work.

Regular check-ins that highlight individual growth make progress tangible and help pinpoint opportunities for further development. The real magic happens when accountability is paired with genuine support. The most effective leaders use data as a coaching tool—to encourage, guide, and elevate their team, not just to keep score.

Beyond the basics: what sets industry leaders apart

Property management leaders who truly set themselves apart know that their influence reaches beyond day-to-day service. They recognise their role as part of the wider community—and understand that making a positive impact there naturally strengthens their business.

Community impact that builds your reputation

Social responsibility initiatives that genuinely connect with your local community create bonds that go far beyond business as usual. Agencies known for giving back attract not only top talent, but also like-minded investors who value more than just numbers.

Giving back can strengthen client relationships in unexpected ways. Owners notice—and appreciate—when their property management agency shares their values. Community involvement signals the kind of long-term thinking and reliability that investors trust.

The return on doing good is often greater than expected: stronger referrals, better team retention, and a reputation that makes future growth feel effortless. When your community sees you care, good news travels fast.

Continuous learning that works around your schedule is a must in this ever-evolving industry. The most effective business owners and leaders keep up with regulatory updates, market shifts, and emerging technologies—without drowning in information overload.

Staying ahead of market changes means staying connected: tapping into industry networks and nurturing relationships with fellow professionals. This early insight lets you guide your clients proactively, giving advice before challenges land on their doorstep.

Resilience comes from building a strong foundation—through robust systems and trusted relationships. With the right support in place, unexpected hurdles become just another part of the journey, not a threat to your business.

Your next steps toward property manager success

There’s no need to master every habit at once. Start small—small changes are what build lasting momentum.

Keep your progress simple to measure by picking a handful of key metrics and tracking them regularly. Owner satisfaction, team retention, and operational efficiency are great places to focus, rather than getting bogged down in endless data.

Those early small wins are powerful. Each one adds confidence and lays the groundwork for bigger, more ambitious improvements—making every next step a little bit easier, and a lot more achievable.

The right platform amplifies everything else. When your tools work together seamlessly, your team can focus on relationships and service delivery rather than managing multiple systems.

Ailo helps successful property managers prove their value through data that demonstrates faster response times, improved payment collection, and higher client satisfaction. These metrics become powerful tools for retaining existing clients and attracting new ones.

Getting your team on board with change requires showing them how new tools will make their work easier and more rewarding. When people see immediate benefits in their daily tasks, adoption becomes natural rather than forced.

The most successful property managers understand that great service is the most effective growth engine. You can generate awareness with marketing, but what builds trust, referrals, and retention is the experience you deliver consistently, day after day.

Ready to see how successful property managers are using Ailo to build trust, reduce friction, and grow their portfolios? Book a demo and discover what's possible when your team has the right tools behind them.

How do I build trust with property owners without micromanaging my team?

Give your team clear decision-making authority for routine issues, then use data to show owners the results. When staff feel empowered to solve problems immediately, owners notice the faster response times and smoother service delivery. It also helps to have software that shows you what your team is working on—so you can step in with support when it’s actually needed, not after the fact. With the right tools in place, you stay across the detail without hovering, and your team stays confident and accountable.

What's the best way to prove my value to property investors?

Share concrete metrics like maintenance response times, payment processing speed, and vacancy rates compared to industry averages. Transparent data demonstrates your expertise better than generic updates and justifies your management fees.

How can I standardise processes without losing the personal touch?

The key is building systems that deliver consistency for your team, while giving your investors the freedom to choose how they want to work with you. With Ailo, you can create templates and workflows for routine tasks—like inspections or maintenance updates—that save time and ensure nothing falls through the cracks. But what makes the experience personal is choice. Ailo allows investors to set their own communication and cashflow preferences, from how often they want updates to how involved they want to be in decisions around payments. That means your team doesn’t have to guess, and your clients feel genuinely seen. The result is a standardised process that still feels like a customised service.

What should I focus on first to improve my property management business?

Start with three immediate changes: faster response times to owner enquiries, standardised inspection reporting, and proactive communication templates. These improvements compound quickly and create momentum for larger operational changes.

6 habits of the high-performing property management leaders

Real estate agency owners wear a lot of hats. One minute you’re focused on winning listings, the next you’re jumping into rent roll growth, managing your team, or fielding client calls. You’re building a business – and doing it in one of the most competitive industries in Australia.

The right tools won’t just help you work more efficiently. They’ll help you scale faster, without losing sight of the relationships that built your business in the first place.

So, what tools do real estate agents use to stay ahead and build high-performing agencies? Here’s a look at the essential technology top-performing agency owners use to grow with confidence.

CRM systems: your sales and growth engine

Your customer relationship management (CRM) system is the operational core of your sales strategy. It captures every lead, nurtures long-term prospects, and keeps your team focused on the highest-value tasks.

Most successful agency owners move on from spreadsheets early. A modern CRM:

Platforms like Wise Agent and Propertybase integrate seamlessly with social media and email marketing. For teams, FollowUp Boss is a favourite for managing lead distribution. And for smaller agencies just getting started, HubSpot’s free tier is a powerful entry point.

When you’re running your own business, visibility matters. And marketing doesn’t stop with For Sale signs.

 to create polished social posts and listing materials

 to manage Facebook and Instagram campaigns

 to build high-converting landing pages for open homes or appraisals

Together, these tools help you build a brand people remember – and generate leads while you sleep.

Property management software: where Ailo comes in

If property management is part of your business, the software you choose makes a real difference to your bottom line.

Ailo is designed specifically for property management, with tools that help your team work smarter, keep investors happy, and simplify the day-to-day.

Automated investor payments, communications, and statements

Built-in inspections (including 360° camera support) that impress clients and reduce admin

Transparent maintenance workflows that keep everyone in the loop

A single platform to manage everything – no jumping between apps or losing track of tasks

And for you as the business owner? Ailo helps you 

 without adding overhead. It gives you oversight, not micro-management, and builds a better experience for your investors.

Digital contracts and e-signatures: faster, safer deals

No more chasing paperwork or waiting on a physical signature.

 streamline contracts so your team can move quickly – while maintaining compliance and audit trails.

 is a strong option if you need advanced features like notarisation or in-document collaboration. The key is choosing a platform that integrates with your existing CRM or property software.

Analytics and insights: making decisions with confidence

Gut instinct still matters. But data helps you make faster, more confident calls.

, tools like Ailo give you real-time insights into your rent roll: arrears, maintenance patterns, inspection volume, investor satisfaction, and more.

 help you understand where website traffic comes from, and which listings or campaigns are driving action. Combined with your CRM data, this can reshape your whole marketing approach.

The right tools = more time to grow your business

The best tools don’t just make your business run smoother. They give you back time – so you can focus on growing your team, winning more business, or finally taking a long weekend.

Every top-performing agency has a different tech stack. But the common thread? They invest in platforms that work together, scale easily, and help them deliver exceptional service.

Why agency owners choose Ailo for property management

If you’re running a real estate business and managing a rent roll, 

It’s more than just another piece of software. It’s a single platform that handles the day-to-day, delights your clients, and keeps your team operating at their best. And because it’s built for property management specifically, it adapts to your business as you grow.

With Ailo in your toolkit, you’re not just keeping up – you’re staying ahead.

Still wondering what tools real estate agents use to grow a successful business? These are the tools top agency owners trust every day.

What tools do real estate agents use to manage their day-to-day?

Most agency owners use a combination of tools for sales, marketing, property management, and administration. This typically includes a CRM system, design and marketing platforms, contract management tools, and software like Ailo to manage the property management side of the business.

Do I need different tools for sales and property management?

Yes. Sales-focused CRMs and marketing tools are great for managing listings and prospecting. But managing a rent roll requires more specialised software – like Ailo – that can handle inspections, investor payments, maintenance, and compliance with ease.

What’s the best CRM for a real estate agency?

That depends on your size and workflow. Wise Agent and Propertybase are popular with established agencies, while FollowUp Boss works well for teams. HubSpot is a strong starting point for newer agencies wanting a free, flexible option.

 Ailo isn’t a CRM – it’s a purpose-built property management platform. It helps you manage the operational side of your rent roll, giving you visibility, automation, and tools that keep your investors and team happy.

Which tools integrate best with each other?

Look for platforms with native integrations or support for tools like Zapier. Many CRMs integrate directly with contract tools like Adobe Sign or marketing platforms like Meta Business Suite. Ailo is built to work alongside your existing stack while replacing multiple apps across the property management workflow.

How do I know if a new tool is worth the investment?

Track the time saved and improvements in service. Ask: does it reduce manual admin? Help win or retain more clients? Make your team more efficient? Tools like Ailo typically deliver ROI by helping you scale your rent roll without increasing overhead.

What tools do real estate agents use to scale faster?

The difference between chaotic and smooth property management days comes down to organisation. Australia's highest-performing property managers don't work harder—they work smarter through proven systems and strategic workflows.

 we work with say their secret is never starting from scratch. They maintain template libraries for maintenance requests, lease renewals, and routine communications. This ensures consistency and prevents critical details from falling through cracks while maintaining professional standards across all owner interactions.

 to message urgency: Messages for urgent maintenance, email for detailed reports, push notifications for rent reminders. More channels don't equal better communication—strategic channel selection does.

Turn maintenance from reactive to proactive

 have found that building proactive maintenance schedules—supported by reliable contractors and detailed maintenance histories—can help reduce costs, prevent emergencies, and reassure landlords that their investment is in safe hands. This approach tends to foster stronger partnerships and greater peace of mind for everyone involved.

Embrace the right technology (without the overwhelm)

Consolidation is something we’re all working towards. Many agencies have found that using Ailo Projects gives their teams instant access to lease agreements, inspection reports, and payment records—no matter where they’re working from. Because Projects integrates seamlessly with your team’s workflows, collaboration becomes smoother and response times even faster, without the pain of a major system overhaul.

Many agencies have found that automating rent reminders, bill payments, disbursements, and maintenance scheduling can free up valuable time for relationship building. This approach often helps reduce payment delays while supporting the kind of personalised service that encourages long-term owner loyalty.

Leave future you a trail of breadcrumbs (they’ll be grateful).

Standing out in Sydney's most competitive market: How Ray White Rockdale wins with transparency

Transparency that builds trust

“It gives them confidence that everything's getting done.”

Data-driven management that elevates performance

“The Ailo platform's reporting gives the team a nice focus point.”

Ready for the future with a winning formula

“Ailo enables us to keep growing and keep building on what we can commit to for our clients.”