How to Digitize Your Documents

In the rapid world of property management, it’s easy to misplace the lease agreement you were working on or miss the photo of the leaky faucet that a tenant emailed you. With so many moving parts, and so many people that you are communicating with, outdated methods of document storage just won’t cut it anymore! With property management software, take the next step into the future and modernize your document storage!

Digital Works

There are so many different documents you share between an applicant, all the way to when they become a tenant. Their application form, pictures of their driver’s license, the lease agreement, information about the apartment, state and federally mandated forms, parking spot information, you name it! This all quickly piles up, and that’s just for one tenant! When you have dozens or hundreds of units, you become swamped in all these papers. Printing them out becomes costly and time consuming, and if you lose one thing, it’s a whole ordeal trying to get it back to the tenant. Then when you include mailing costs and basic physical storage problems, it’s obvious that these paper documents are too burdensome to justify. By digitizing these files, you no longer have mountains of papers to hand to an applicant, but instead have a few different digital files to send their way! It reduces hassle, stress, time, and money, letting you focus on what’s important, while all the important information gets directly into the hands of who needs it most.

Making the Switch

Assuredly, if you have a form that is meant for all applicants or all tenants, you already have a digital copy somewhere, ready to use. But what about all the pages that were filled out by pen, either by yourself or a tenant? Those pieces of information and signatures are necessary, and you don’t want to be retyping all this crucial information by hand. Luckily, with property management software, you don’t have to worry about all these physically filled out documents. You can scan these documents and upload them directly into the management system, allowing you to have all the information you need, right next to all your other documents. Now you won’t have to remember where you had one document saved versus another. You can keep them all together in one easy to locate location online!

An Accessible System

Speaking of keeping all your documents together, if you use a property management software, you can store all of your documents right there. You don’t have to keep them in a thousand different folders on your computer, you can have them right where they need to be, right where you manage everything else already. And with most of these systems, not only are all your documents in one place, but they can be found and filled out with just a couple clicks! With built-in e-signing, tenants can sign their lease or other documents without needing to have a printed out version at all, cutting out the middleman and saving time for all parties involved. Then, through the property management system, files can be searched for via their name or what’s on the page, making sure that you get the exact right file, without having to comb through all the documents that you have saved. Save your documents and save your time by securing your files on a property management software today!

How We Can Help

Here at Property Matrix, we’re committed to helping digitize all of your workflow, including your documents. We provide all the tools you need to start shifting over your documents, and we have a secure system that means your important documents will be protected. By being able to scan and attach documents to any tenant, building, or transaction, we help keep you organized amidst the chaos of document management. Schedule a demo with Property Matrix today and see how we can help your file storage needs!