 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

Remote implementation consultants who've never seen your office

A "sink or swim" mentality that leaves teams struggling for weeks

Lavender

Belle Property St Kilda experienced something entirely different. They got a partner who understood that successful migration isn't about software, it's about people. It's about being there when someone needs to process their first lease application. It's about spotting the team member who needs encouragement.

As Hooley observes, larger offices like Belle Property St Kilda are "geared for change" and "usually adopt change much better" when properly supported. With games throughout the day and celebratory morning tea, Gabi and Kristie helped create genuine excitement about new capabilities.

Belle Property St Kilda's experience raises an important question for the property management industry: Why should agencies accept anything less than in-person support when making such a critical business transition?

Legacy systems have conditioned the industry to expect minimal support, long learning curves, and frustrated teams. Ailo's approach with Belle Property St Kilda proves there's a better way.

"Teams learn best when they're doing their tasks," Hooley emphasises. And Belle Property St Kilda learned that when you have the right people beside you on day one, you're not just learning a new system. You're transforming your entire approach to property management.

Get in touch!

Charcoal

Want seamless transformation? Choose a partner who shows up

If you’ve ever heard someone in real estate talk about “legacy systems,” they were probably referring to the property management software most agencies still rely on. These tools were the industry standard for years, but they were designed for a different era.

Back then, it made sense: trust accounting systems that processed rent once or twice a month, databases that stored tenant details, inspection apps that exported PDFs.

But the world has changed. Renters now expect flexible payments and instant updates. Property investors want transparency, choice, and faster cash flow. Property managers want less inbox chaos and more time for meaningful work. And business owners need scale without overhead.

Legacy systems weren’t built for that. Here's why:

A legacy system is any older technology, software, or process that’s still in use even though it wasn’t built for today’s needs. In property management, this usually means cloud property management software that primarily focuses on helping property managers be more efficient administrators and bookkeepers, often requiring multiple third-party applications and workarounds to manage daily workflows.

The systems typically do not support relationship management, making it difficult to foster strong connections with clients and suppliers. They also lack built-in collaboration tools, preventing team members from working together seamlessly to solve problems, improve processes, and achieve better outcomes—ultimately making the job of a property manager more difficult and less rewarding.

They were groundbreaking when they launched before the 

. But over time, the industry outgrew them.

When agencies add newer tools on top of those systems, you end up with what’s known as a 

A speciality tool for maintenance/repairs reporting

“Glue tools” like Zapier and Airtable

On their own, each tool might help. But bolted together, they create a patchwork of disconnected systems that don’t talk to each other. Property managers end up juggling logins, retyping the same data, and hoping nothing slips through the cracks.

Instead of streamlining the business, a legacy tech stack increases complexity, cost, and risk.

Legacy technology doesn’t just look old. It makes running a modern property management business harder than it needs to be.Here’s how it plays out for each group in the industry:

 As your rent roll expands, so does the overhead. Legacy systems weren’t designed to scale profitably.

 Manual workarounds make it easy to miss deadlines or fall out of step with regulation.

 It’s difficult to get a real-time picture of arrears, inspections, or team workload — meaning you only see problems once they’ve already escalated.

 Bills, arrears, inspection notes, and approvals often live across multiple systems. The result is long hours and little time for meaningful work.

 If someone’s on leave, handover is messy and stressful.

 Messages are scattered across email, texts, and apps — and it’s easy to miss something important.

 Rent often sits in a trust account until mid or end of month, making cash flow unpredictable.

 Unless they ask, most investors don’t know what’s happening with inspections, maintenance, or bills.

 Updates can feel generic or delayed, leaving them disconnected from their own investment.

 Many systems only allow one or two payment methods.

 Entry notices, inspection PDFs, and maintenance requests often get lost in email.

 Legacy systems were built for back-office accounting, not for creating a renter-friendly experience.

The risk isn’t that legacy systems will suddenly stop working. It’s that they quietly chip away at performance, profit, and trust. There is a 

 Property managers burn out from constant admin and lack of support. When they leave, they often take investor relationships with them.

 Delayed payments and poor communication make it harder to win and keep business.

 More manual processes = more chances for errors.

 End-of-month and EOFY cycles force agencies to “tools down” just to reconcile payments.

In other words: legacy systems don’t fail dramatically. They fail slowly — and agencies absorb the cost until it becomes unsustainable.

Replacing a legacy system isn’t about swapping one accounting tool for another. It’s about reimagining how property management should work.

 Rent, inspections, communication, compliance, and payments all connected.

 Bills, arrears reminders, and report generation done in the background.

 Renters, investors, and property managers all see the same real-time information.

 Investors choose how and when they get paid. Renters pay with the method that suits them. Property managers choose how to communicate.

 Growth doesn’t require doubling overhead.

 — to replace the inefficiency of legacy systems with a single, modern platform designed for today’s expectations.

So, what is a legacy system? In property management, it’s the outdated tech that still runs most agencies: trust accounting platforms, bolted-on apps, and manual processes.

And what is a legacy tech stack? It’s the collection of tools agencies have had to stitch together to keep up — at the cost of efficiency, scalability, and service. Legacy systems weren’t designed for today’s customers, today’s compliance environment, or today’s business ambitions.

For decades, the property management industry had to make do with tools built for trust accounting, and bolt other apps around them as new needs emerged. There was no choice. 

Interested in hearing from business leaders who have already made the move? 

What is a legacy system (and why it holds your business back)?

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.

Large Pink angle bottom

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

Picture this: a speaker asks the room for a show of hands if they are stressed about their email inbox. In a sea of hands shooting up, Lisa Hyland from Ray White Canberra notices something remarkable… none of her team members are among them. With 3,600 properties under management, you'd expect some inbox anxiety - but not when your team runs on Ailo.

That's the power of getting technology right. And it's exactly why we were thrilled to be part of Ray White Connect 2025 on the Gold Coast, the network's biggest conference in it's impressive 123 year history. 

Customer stories that stopped us in our tracks

At Ray White Kawana Waters, Nekeya Ross has only been in property management since March, and she's already achieving a 9-minute average response time with 308 replies. Her secret? "Just having the Ailo platform right there and being able to look at it on my phone while I'm on the move."

But what really caught our attention was her answer when we asked about her future in property management: 

Cloud

Down in Sydney's competitive Rockdale market, Anthea Economos knows exactly how Ailo sets her agency apart: "Ailo offers a level of transparency that we just weren't able to offer in the past, and it gives them [investors] confidence that everything's getting done."

Ben White and Jess Densley share the stage 

Our co-founder Ben White joined the conversation at Connect, including a key PM breakout session with Jess Densley from Ray White Warrnambool, one of Australia's leading systems and processes coaches, and our customer who's become a true Ailo advocate.

Their conversation cut straight to the heart of industry transformation: "There's a point where a business goes through where they embrace technology as a cultural question, as opposed to a technology question," Ben shared with the audience.

Jess' results prove the point. In 13 months with Ailo, Ray White Warrnambool achieved 10-11% profit growth and 18% overall net growth. "There's no question that those things have come back to Ailo," he said.

While Ben shared insights on stage, the Ailo team created something special on the exhibition floor. Live product demos, a juice and smoothie bar, and our crown jewel: an entire wall of real-life customer quotes that attendees could sign.

The quotes weren't just nice words on a wall - they're inspiring transformation stories written by the people living them.

What Ray White Connect 2025 really showed us

Beyond the impressive scale, Ray White Connect revealed something profound about where the industry is heading.

Top tier agencies aren't just looking for software. They're seeking partners who understand that technology should amplify human connection, not replace it. They want tools that solve problems they didn't even know they had: like Lisa's team avoiding inbox anxiety, or Nekeya building confidence in her growing career.

As Ben White predicted during his session: "AI is going to solve the problems you don't know you have. You will radically change the way you feel. It'll be an emotional experience. It'll be a joyful experience."

Ray White Connect 2025 reminded us that the future of property management isn't about replacing the human element, it's about giving brilliant people like Lisa, Nekeya, Anthea and Jess the tools to do what they do best: create exceptional experiences for every investor and renter they serve.

Ready to see how Ailo can transform your property management business? 

 and discover what's possible when technology meets exceptional service.

Transformation, connection & growth: Behind the scenes at Ray White's biggest Connect ever

Transformation in property management is no longer optional: it’s the difference between businesses that thrive and those that stall. 

, two industry leaders, Claire Wells (Belle Property Greater Springfield) and Jessica Jensen (Raine & Horne Noosa Hinterland), shared how ditching their legacy systems led them to rethink their strategy, leadership, and provided them with resilience to stay ahead.

Rather than talking tech or features, both leaders opened up about the mindset shifts and cultural changes that drive real transformation inside their businesses, from building “attraction businesses” that people want to work in, to empowering teams to leave legacy systems behind with confidence.

Their stories offered a blueprint for property managers everywhere: practical, people-first strategies for navigating growth, change, and the pressures of an evolving industry.

Claire kicked off with a powerful insight: "I think you've got to be an attraction business. It's about creating not only the right culture, but an environment where stress levels are low, where people can take time off and be able to come back confidently."

The key? Robust systems that don't depend on individuals.

Both speakers emphasised how Ailo's project-based approach creates consistency regardless of who's handling the work.

This systematic approach proved its worth when Jessica shared she was taking five weeks off to visit Denmark...

The conversation turned to client expectations and proving value. Jessica shared impressive metrics, only measurable through Ailo: 

Claire's team has become even more demanding of themselves: "Last week we're at 47 minutes which was up from 20 minutes before. We were all outraged. Even though we feel calmer and more in control, we no longer see 47 minutes response time as being acceptable."

"Having that Ailo data in real time in front of you - we can all make promises, but if you've literally got 'this is what it looks like here in real time' - that's powerful," said Claire.

Despite all the systematic efficiency, both speakers stressed that technology should enhance, not replace, human relationships.

Claire summed it up perfectly: "Property investors and tenants do not build relationships with an email address, they build relationships with a human. When things go wrong (and they will!) you will only be forgiven if you exist to them as a human being."

The challenge? "How we take the technology and AI and let it do 60% or 70% of the work and then make sure that what we're delivering on top of that is in line with the brand we are operating."

"The mental freedom of knowing what your actual to-do list is, means you can know exactly how much attention is needed on the system versus how much is needed out in the field," said Claire.

What struck us most wasn't just the impressive metrics or smooth processes, it was hearing how technology had given these property managers something precious: time and mental freedom to focus on what they do best - delivering exceptional customer service.

Want to learn more about how Ailo can transform your property management business? 

PPM 2025: From legacy systems to leading performance - how two agencies transformed their businesses

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In Rockdale's hyper-competitive property market, Anthea Economos and her team at Ray White have found their edge with Ailo. As General Office Manager, Anthea oversees a portfolio of investors who demand transparency and exceptional service—and Ailo's platform has become their secret weapon for delivering both.

Rockdale is saturated with long-established agencies vying for the same investors. While competitors rely on traditional systems and monthly statements, Ray White Rockdale uses the Ailo platform to give investors unprecedented real-time access to their property information.

"Ailo has been a great point of difference for our investors," Anthea said. "We have a lot of mum and dad investors, and they can access their funds, see where tenants are paid up to, see what bills are coming in—it's transparency we just weren't able to offer in the past."

Data-driven management that elevates performance

Beyond investor benefits, Anthea uses Ailo's reporting to coach her team with precision.

"Every month we sit down with the KPI monthly report and go through where they may be lacking, then brainstorm and grow based off that," she explained. 

The team focuses on metrics that matter—communication standards, arrears management, fixed-term leases.

Ray White Rockdale runs specialised teams—portfolio managers, leasing associates, and a dedicated accounts department. Ailo's 

"The team love projects because they're able to flick them between each other," Anthea said. "They move through projects really seamlessly, and they know where they are responsible."

Ready for the future with a winning formula

Looking ahead, Anthea sees Rockdale continuing to attract investors drawn to its affordability and Sydney CBD proximity. But service expectations are rising.

"The change will be from the level of expectation for service," she predicted.

In one of Sydney's most competitive property management markets, Ray White Rockdale has found their formula: combining a talented team with the Ailo platform's transparency and workflow tools to set the standard for modern property management.

14.08.25 | Release Notes

What's New in Ailo

14 August 2025

New! Secondary contacts for tenancies and portfolios

Sometimes the person you need to speak to isn’t the legal owner or renter — it’s their accountant, partner, or son who holds the spare keys.

Ready to add secondary contacts?

Updates you asked for

It's the little things

Area photos for ingoing and outgoing inspections 📸

Action description links now support hyperlink 🔗