Ray White Management Queensland: A Connected Monday.com CRM Across the Full Property Lifecycle

The Challenge

Ray White Management Queensland managed a growing portfolio of commercial and residential properties across spreadsheets, inboxes, and Cirrus 8, with no single view of the portfolio. Every new management agreement set off a long, repeatable onboarding checklist that had to be built and worked through by hand, the same way every time.

The business is the asset and property management division of one of Australasia's largest real estate groups. The team runs the entire lifecycle of every property it takes on: winning the management, onboarding the owner and property, tracking leases and critical dates, coordinating maintenance and compliance, and reporting to owners, while keeping Cirrus 8, its property management software, as the system of record for accounting.

What Running a Growing Portfolio on a Small Team Means

• Every new management agreement, a signed Form 6, sets off a long repeatable onboarding checklist that has to be built and worked through by hand
• Leases carry critical dates, expiries, option windows, and statutory notice deadlines that must never be missed
• Compliance and insurance obligations, maintenance requests, and owner communications all run in parallel across many properties at once
• Property, lease, contact, and task information lived across spreadsheets, inboxes, and Cirrus 8, with no single view of the portfolio

Key Challenges Faced

Manual Property Onboarding

Every new management needed a checklist board and tasks built and assigned by hand, the same way every time.

Missed-Deadline Risk

Lease expiries, option dates, and statutory notice windows were tracked manually, leaving room for a critical date to slip.

Scattered Information

Owners, tenants, contractors, and solicitors lived across spreadsheets and inboxes, with no central contact record.

No Portfolio-Wide View

There was no single place to see the health and status of every property at a glance.

Reactive Compliance and Maintenance

Insurance certificates, compliance items, and work requests were chased manually, with follow-ups depending on memory.

Operator-Dependent

The whole operation leaned on a few people holding the process in their heads, capping how many properties could be managed cleanly.

The Solution

TekConnected designed and built a custom CRM environment on Monday.com that runs Ray White Management Queensland's entire operation on one connected system, from first contact with a prospective client through to the day-to-day management of an active portfolio. Rather than adding another tool, the environment brings the whole lifecycle into one place and automates the repetitive setup, tracking, and chasing that previously ran by hand.

How It Works

CRM and System of Record (Monday.com)

A connected set of boards runs the full lifecycle: Client Pipeline, Portfolio Oversight Tracker, per-property Onboarding and Leasing Guides, Lease and Critical Dates, Work Requests, Compliance and Insurances, Contact Register, and personal Team Task Boards.

Automated Board Generation (Make.com)

When a deal is won, an event-driven scenario reads the Deal Type and clones the right template into a brand-new working board, either a property onboarding board or a leasing board, and registers it on the portfolio tracker automatically.

Task Distribution (Make.com)

A second scenario copies each task to the assigned team member's personal board, so everyone sees their own work without hunting through property boards.

Onboarding Data Capture (JotForm)

Owner, tenant, and contractor onboarding forms feed straight into the Contact Register, creating the right contact records with no re-keying.

Accounting System of Record (Cirrus 8)

The client's property management software is referenced against each contact for accounting and reserved for a future integration phase.

What the System Does

Client Pipeline

Tracks every prospective client from first contact to signed Form 6. The moment a deal is won, the system builds everything downstream with no manual setup.

Portfolio Oversight Tracker

The master view of every property, with live health, operational status, and progress bars that roll up from each property's own board.

Lease and Critical Dates

An automated countdown flags every lease approaching expiry at 180, 120, 90, 60 days and immediately, and notifies the Asset Manager, so no renewal or option deadline is missed.

Work Requests and Compliance

Maintenance and compliance items chase themselves. Follow-up reminders, automatic overdue flagging, and escalation alerts keep the Asset Manager on top of what needs action.

Email and Notification Layer

Owner welcome, contractor, tenant, landlord, leasing, reconciliation, and insurance-reminder emails are built as Gmail automations and ready-to-send templates.

Technology Stack

Results & Outcomes

Onboarding Built Automatically

A won deal creates the property’s board, checklist, and portfolio record on its own, with no manual setup.

No Missed Critical Dates

Lease expiries, options, and notice deadlines are tracked and flagged automatically, with alerts to the right person.

One Portfolio at a Glance

The oversight tracker shows the health, stage, and progress of every property in a single view.

Work That Chases Itself

Compliance, insurance, and maintenance items escalate through follow-ups, overdue flags, and escalations without manual checking.

One Home for Every Contact

Owners, tenants, contractors, and solicitors live in one register, populated automatically from onboarding forms.

Strategic Impact

• The team can manage a larger portfolio without the process depending on any one person.
• Repetitive setup and chasing is handled by the system, freeing the team for client-facing work.
• Built-in tracking means deadlines and obligations are surfaced, not silently missed.
• A clear handover and video library leave the team able to run and monitor the system themselves.
• Foundation laid for future phases: Cirrus 8 integration, deeper reporting, and further email automation.

Who This Applies To

This build pattern fits an organisation that:

• Rebuilds the same onboarding checklist by hand every time you win new work
• Tracks critical dates and deadlines manually, hoping none slip through
• Keeps contacts, tasks, and status across spreadsheets and inboxes with no single view
• Depends on a few people holding the whole process in their heads