PropertyMe Virtual Assistant: a VA who already lives in your rent roll software
For department heads and principals running an Australian rent roll on PropertyMe, where every PM is carrying 200-plus doors and the admin that comes with them.
What your VA actually does inside PropertyMe
Dashboard Rent Arrears widget
The morning arrears pass starts here: list worked oldest-debt-first, courtesy reminders triggered from the arrears tab on each property at your set cadence, payment plans logged as dated notes, escalation list on the PM's desk by 10am.
Lease Renewals hub
Every expiry worked 60-90 days out: your renewal Checklist applied, comparables pulled, offers drafted from your SMS, email and letter Templates, owner instructions chased in writing, the PM @mentioned the moment one stalls.
Inspections and Planning
Routine runs built on the Planning map so PMs aren't criss-crossing suburbs, entry notices issued inside your state's notice window, tenants confirmed, and the PM's photos and notes turned into a formatted, filed report the same day.
Jobs
Maintenance requests become properly detailed jobs: quotes requested from multiple suppliers through the Outbox, quiet tradies chased, owner approvals logged in writing on the job, supplier invoices matched to work orders for your trust team.
Chat and Message Templates
The Unified Inbox triaged on Australian hours, owner and tenant replies drafted in your voice for PM sign-off, Message Templates kept current, and Reply with AiMe drafts given a human read before they go anywhere near an owner.
Reminders
Smoke alarm, pool safety and insurance expiry dates tracked through PropertyMe's Reminders, your nominated contractors booked ahead of expiry, certificates chased and filed, and the exception report run weekly so no property is sitting there without a reminder assigned.
Insights and Reports
Weekly arrears, renewals and maintenance numbers pulled from Insights – and when you want them cut a way the dashboards don't offer, rebuilt in a spreadsheet formatted exactly the way you read it.
Nobody types “PropertyMe virtual assistant” into Google out of idle curiosity. You search it because your office runs on PropertyMe, every PM on your team starts the day at the Dashboard and ends it in the Outbox, and the last VA provider you looked at sent you a brochure about calendar management. You don’t need calendar management. You need someone who knows the arrears run starts at the rent arrears widget, and that a renewal nobody opened 90 days out is a rent review you’ve already lost.
If it’s the sales side of the office you’re staffing, the real estate page covers listings and OFI follow-up. This page is doors.
The day a VA runs inside PropertyMe
The morning arrears pass. Dashboard open, rent arrears widget, list worked oldest debt first. Courtesy reminders go out at the cadence you set, from your Message Templates, triggered from the arrears tab on each property. Payment plans get a dated note on the property’s Activity Feed so the next person who opens the file sees the whole story. By 10am the PM has a short escalation list: who’s past the courtesy stage, who broke a plan, which notices are drafted and waiting for review. The discipline is the same one behind our invoice chasing work: a cadence only works if it runs every single day, including the days everything else is on fire.
Renewals, 60-90 days out. PropertyMe’s Lease Renewals hub puts every renewal on one screen. The problem in most offices is that nobody owns the screen. The VA applies your renewal Checklist to each file, pulls comparables, drafts the offer from your Templates, chases owner instructions in writing and @mentions the PM the moment one stalls. Late renewals don’t announce themselves; they just quietly become periodic tenancies and missed reviews.
Inspections. Routine runs built in Planning so the PM isn’t zig-zagging across three suburbs before lunch. Entry notices inside your state’s notice window, tenants confirmed, and after the walk, the photos and comments become a finished report, sent and filed against the tenancy the same day rather than on Friday.
The Jobs queue. New maintenance requests become jobs with the detail actually filled in. Quotes requested from multiple suppliers, which PropertyMe generates into your Outbox for review, then genuinely chased: the quote request sends itself, but nothing rings the tradie who ignored it. Owner approval logged in writing on the job before anything is booked. Supplier invoices matched to work orders, ready for your trust team.
The inbox. The Unified Inbox triaged on Australian hours, Chat and email replies drafted in your voice for sign-off. If you use Reply with AiMe, the drafts still get a human read before they reach an owner.
The trust accounting line
Same position as our property management page, because it isn’t negotiable: the VA never receipts trust money, never disburses it, never signs off a reconciliation, never holds a trust login. In PropertyMe that’s enforceable rather than aspirational. Each user gets one of four access levels, so the VA’s seat is scoped with Bank Feeds, Reconciliation, Disbursements and anything MePay or Trustless simply not there. Two-factor authentication runs through Google Authenticator, and the audit trail records every change with who made it and when.
The honest bit
Two things worth knowing before you brief a VA into PropertyMe. The software already automates more than most offices ever switch on: Arrears Automations will send your reminder templates on schedule without a VA touching anything, and the expiring-tenancy triggers will open renewal Tasks ahead of every critical date. If scheduled sending is your whole problem, configure that first – it’s included. A VA earns their keep on the part no automation does: reading the reply, logging the promise to pay, noticing the plan that broke, chasing the quote that never came back. And when you want the weekly numbers cut a way the Insights dashboards don’t offer, the VA builds that report in a spreadsheet from exports. On the plus side: PropertyMe doesn’t charge per user, so the VA’s seat adds nothing to your software bill.
What stays with you
Anything that needs a licence or judgement: issuing breach and termination notices, signing leases, rent increase decisions, tribunal calls, the hard owner conversations, and every dollar of trust money. The VA’s job is to make sure each of those lands on your desk prepared, on time, with the evidence attached.
How it starts
PM admin VAs run $12-17 AUD/hr excl GST; specialists who own renewals and compliance run $18-25. Run your doors-per-PM number through the calculator. Placement takes 7-10 business days, the first 5-7 days in your portfolio are supervised because your Checklists and Automations aren’t the same as the office down the road, and the week-by-week onboarding guide shows the ramp. Thirty days of recalibrate-or-replace, no lock-in, 14 days notice.
DotVA is founder-led: Jenn has run every placement personally since 2024, 48-plus and counting, and she takes the discovery call herself. Thirty minutes, no card. Bring your arrears percentage and your renewal list, and she’ll tell you honestly whether a VA fixes it.
Industries that run on PropertyMe
The tasks this usually covers
PropertyMe VA questions
Do your VAs actually know PropertyMe, or will I be training from zero?
PropertyMe is the platform we see most across Australian property management placements, and we match for prior PropertyMe experience wherever we can. Honest caveat: nobody walks in knowing your build. Your Task Templates, renewal Checklists, Message Templates and Automations are yours, and they differ in every office, even between two agencies on the same street. So every placement gets 5-7 supervised days in your portfolio before the VA works solo, regardless of experience. The VA documents your configuration as they learn it, which usually leaves you with SOPs you didn't have before.
Can the VA touch trust accounting in PropertyMe?
No, and that's a feature, not a limitation. Trust money must be handled by appropriately authorised people inside the licensed agency under your state's property agency legislation, so the VA never receipts, never disburses, never signs off a reconciliation, and never holds a trust login. PropertyMe's four user access levels make that enforceable: the seat is scoped so Bank Feeds, Reconciliation, Disbursements, MePay and Trustless simply aren't there. What the VA does is everything around the trust account – the arrears comms that get rent paid into it, and the invoice-to-work-order matching that makes disbursement day boring.
We already use Reply with AiMe. Why would we need a VA as well?
AiMe drafts replies; it doesn't work a queue. Someone still has to run the arrears list every morning, chase the supplier who never sent the quote, log the owner approval before the job is booked, and notice that a renewal has stalled at the instruction stage. Our VAs train on AI tools in their first week and treat AiMe as a drafting layer, with a human read before anything reaches an owner. The combination is faster than either alone: AiMe writes the first draft, the VA carries the workflow to done.
Will the VA send arrears and breach notices?
Courtesy reminders at your set cadence, yes – triggered from the arrears tab, using your templates, logged on the tenancy. Formal breach and termination notices, no. Those carry state-specific timing and form requirements and constitute agency activity, so the VA prepares them against your templates and your state's rules, and your licensed team reviews and issues. The escalation list lands on the PM's desk by 10am each day with everything drafted and waiting, so the only thing left is the judgement call.
What does a PropertyMe VA cost, and what's the setup?
PM admin VAs are $12-17 AUD per hour excl GST; specialists who own the renewal pipeline and compliance register are $18-25. PropertyMe doesn't charge per user, so the VA's seat adds nothing to your software bill. Placement takes 7-10 business days from the discovery call, credentials live in a 1Password Teams seat, confidentiality is signed on day one, and a refundable $500 deposit is credited to your first month. The first 30 days carry our recalibrate-or-replace guarantee, and there's no lock-in beyond 14 days notice.
Book a free discovery call
30 minutes with Jenn, the founder. Tell her you run PropertyMe and what's eating your week; she'll tell you honestly what a VA can own inside it, what it costs, and whether it makes sense.
Thanks – now pick your time
We've got your details. Lock in your call right now using the calendar link below, or if you'd rather wait, Jenn will email you within one business day.
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