Reapit Virtual Assistant: one VA across sales, property management and leasing

Searching “reapit virtual assistant” usually means your office sits on more than one corner of the platform. Maybe sales runs what everyone still calls Agentbox while the rent roll lives in what everyone still calls Console Cloud, leasing fires through IRE, and since July 2025 the invoices, the logins and the release notes all say Reapit. The rebrand unified the software. It did not unify the workload. Somebody still has to load the listings, work the arrears, chase the referees and keep the contact database from decaying, and in a lot of Australian agencies that somebody is a principal doing admin at 9pm.

A quick orientation, because the naming matters for who you hire. Reapit’s AU and NZ suite now covers Reapit Sales (the CRM formerly known as Agentbox), the property management module (formerly Console Cloud), Reapit Websites, and the lettings side formerly known as InspectRealEstate, now Reapit Lettings, for inspections and applications, all stitched together by the Golden Profile, a single contact record per person shared across every module. Owners increasingly search the Reapit name; the VAs who know the software learned it under the legacy names. Both point at the same screens.

If your agency lives entirely in one module, the deeper dives are the Agentbox page, the Console page and the InspectRealEstate page. This page is about the thing those three can’t be: one VA working the platform as a platform.

The daily rhythm a VA runs in your Reapit

The sales side opens the day. Overnight portal enquiries get matched to contacts and listings, templated replies go out, and anything warm is flagged to the agent by name before the first appraisal. New authorities get built into Reapit Sales from the agent’s notes, photos and floorplans loaded, price guide set, and the listing pushed through the portal feed to realestate.com.au and Domain. When a feed rejection comes back, and they do, over a missing field or an undersized image, the VA reads the error, repairs the cause and re-pushes, rather than letting a launch quietly fail into the weekend.

Then the Golden Profile work, which is the part unique to running Reapit as a whole. One record per person across sales, PM and leasing only pays off if the record is true. The VA merges the duplicate that got created when a buyer enquired under a second email address, retires dead phone numbers, tags preferences and relationships, and links the roles one person can hold at once: tenant here, buyer there, future vendor eventually. That maintenance is what turns the platform’s big promise, that your rent roll is also your listing pipeline, from a sales deck line into something your reports actually show.

On the property management side, the rhythm will feel familiar to anyone who ran Console Cloud. The arrears list gets worked every morning against your approved reminder sequence, with every contact attempt logged on the tenancy and anything approaching a termination decision escalated to the property manager instead of actioned. Maintenance requests become work orders against your supplier panel and get tracked through quote and completion, with spend above the management agreement limit going up the chain, never waved through. Routine inspections are scheduled with the correct entry notice for your state, and lease renewals and rent review dates get flagged while there is still time to act on them.

Where leasing runs through IRE, the VA keeps inspection times loaded on every live listing so the auto-responder never offers prospects an empty calendar, books private appointments for applicants a Saturday open doesn’t suit, and gives each 2Apply application a completeness pass the day it arrives: identity documents against your criteria sheet, income evidence present and readable, missing payslips chased while the applicant is still keen. Reference requests that referees ignore get chased by phone. By the time the file reaches your property manager, it is a decision, not a processing job.

And then the handovers, the work that justifies hiring for the platform rather than a module. An approved applicant becomes a tenancy in the PM module, and the VA confirms the details crossed clean, because a transposed bond figure is cheap today and expensive at a tribunal. A landlord the sales team appraised becomes a new management, and their Golden Profile keeps the history instead of starting from scratch. A buyer who missed out on Saturday becomes a tagged prospect for the next comparable listing. In an office running separate systems, each of those moments is a rekeying job and a chance to drop the ball. In Reapit, they are a check and a link, if someone is actually doing the checking.

The week closes with the outward-facing layer. Just-listed and just-sold campaigns are queued to matched buyer segments and held for the agent’s sign-off before anything sends. If your site runs on Reapit Websites, the VA keeps it truthful: sold listings taken down promptly, open times current, agent profiles and suburb pages not quietly six months stale. And the Monday-meeting numbers, enquiry counts, days on market, arrears position, attendance per open, get pulled from Reapit’s reporting into whatever format your team already reads, so the meeting starts with the state of the business instead of twenty minutes of finding it.

The honest bit

Some plain truths about the platform before you brief anyone into it.

The rebrand is a badge, not a rebuild. Reapit Sales, the PM module and IRE still feel like the three products they were, with their own screens, their own logic and, in most offices, their own logins. The Golden Profile connects the data; it does not merge the interfaces. A VA working across two modules is genuinely working two systems that share a contact layer, and the ramp reflects that: we start them where your pain is worst and add the second module once the first is running clean.

The Golden Profile inherits your mess. If your legacy Agentbox database and your legacy Console records came into the unified platform carrying duplicates, stale numbers and unlinked entities, the single-view-of-a-person promise arrives broken. There is no button that fixes this. There is a patient, systematic cleanup, deduplicating and re-tagging profile by profile, and it is exactly the kind of work that never gets done by anyone whose day is interruptible, which is the argument for putting it in a VA’s standing scope.

Menus move. Reapit has been consolidating navigation, branding and login paths since the July 2025 rebrand, and screenshots from six months ago already lie. Anyone whose value depends on memorised click-paths will be thrown by every release. That is why we document your workflows as SOPs during onboarding, so the process survives the UI.

And one VA is not three specialists. A strong candidate will be deep in one legacy product and competent in a second; deep in all three is rare enough that promising it would be dishonest. Most placements settle into a primary module with handover duties across the others, and if your volume genuinely needs senior coverage on both sales and PM sides, Jenn will say so on the call rather than let one person silently drown.

What stays with you

Real estate and property management are licensed occupations, and the platform spanning both makes the boundary more important, not less. Everything touching trust money stays with your licensed staff: receipting, reconciliation, disbursement authorisation and banking never sit on the VA’s seat in the property management module, and we ask for permissions set that way from day one. Tenant selection stays with your property manager, decided on the file the VA verified, because approving an applicant carries tenancy and anti-discrimination law. Vendor price advice, agency agreements, negotiation and commission arrangements stay with the licensed agent on the sales side. Maintenance spend above the agreed limit goes to the owner through your manager. And anything a tenant, buyer or applicant raises that has legal, financial or hardship weight escalates under a written rule instead of being answered by whoever saw it first.

The VA’s job across all of Reapit is the same shape: prepare, chase, log, reconcile the records, and put clean evidence in front of the licensed person whose call it is.

What it costs and where to start

Reapit admin sits on the admin tier at $12-17 AUD an hour excl GST. Most placements run 10-15 hours a week, around $500-1,100 a month, and because the work is queue-based, those hours can genuinely split across sales support and PM admin rather than buying one desk. Campaign builds, reporting dashboards and marketing work sit on the specialist tier at $18-25. Placement takes 7-10 business days from the discovery call, with 5-7 supervised days inside your Reapit before anything is done solo, a $500 refundable deposit credited to your first month, a 30-day recalibrate-or-replace guarantee, and nothing holding you past 14 days notice.

For the wider picture, the real estate page covers the sales side of the fence and the property management page covers the rent roll, while the CRM hygiene task page goes deeper on the database work the Golden Profile depends on. The VA cost guide lays out the full pricing model. When you are ready, book a discovery call with Jenn, who has run every one of DotVA’s 87-plus Australian placements since 2024. Come with a list of which Reapit modules your office actually uses and where the backlog is ugliest, and she will tell you whether one VA covers it or whether you are really describing two.