PropTech

Sapeum helps proptech teams capture how leasing, renewals, delinquency, make-ready, maintenance coordination, and resident operations actually run today, then structure that workflow into steps, roles, handoffs, decisions, and exceptions so teams can redesign around the product with a clearer baseline.

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Challenges

Why proptech rollouts stall

The process is the bottleneck, not the product

Clients struggle to adopt new software when the real workflow is still spread across people, inboxes, spreadsheets, site teams, and exceptions nobody captured. Without a trustworthy current-state baseline, rollout plans turn into guesswork.

Every deal needs your best consultant

The same senior operators get pulled into discovery, pilots, and implementation whenever the conversation reaches staffing models, centralization, approval paths, or exception handling. That does not scale across the pipeline.

ROI waits on operating-model change

The value case often depends on redesigning work, not just turning software on. Clients delay action when nobody can show a credible current-vs-future-state picture of which steps change, which roles shift, and where handoffs simplify.

Documentation dies at go-live

SOPs, training docs, and role expectations drift as soon as the rollout ends unless they stay tied to the actual workflow and its ongoing changes.

How it works

How Sapeum fits a proptech motion

  1. 01

    Map the client’s current state live

    Capture the workflow with the operators who actually run it. As they talk through leasing, renewals, delinquency, make-ready, or maintenance coordination, Sapeum structures the process live into steps, roles, handoffs, decisions, and exception paths.

  2. 02

    Design the future state around your product

    Start from that baseline to show what your platform changes, where work centralizes, which reviews disappear, and which roles or teams need to operate differently after go-live.

  3. 03

    Compare before and after clearly

    Use current-state and future-state versions side by side so the client can see exactly what is changing across steps, ownership, handoffs, and exception handling before the rollout plan gets locked.

  4. 04

    Keep the process maintainable after launch

    Leave behind living workflow documentation with version history, attributable change, and a record of how the operating model evolved, so adoption and governance do not depend on stale files.

LIVE
Lease Renewals · 11:47
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[V] Re-rent unit[U] Turn unit[K] Prepare and send renewal letter[G.1] Decide if unit isrent regulated[M.1] Complete renewal paperwork[L] Wait for residentresponse[T] Schedule move-outinspection[G] Set posture with owneror asset manager[Q] Call resident[J.1] Get regional approval[D] Identify upcomingrenewals[A] Upcoming leaseexpiration dates in PMS[I] Decide rent[S] Serve notice to vacate[H] Pull comps[C] Update 90-dayexpiration spreadsheet[X] Review owner reportand set next-quarter steer[O.1] Negotiate renewalterms[W] End-of-cycle reporting[R] Start move out[J] Check approvedrenewal band[F] Decide whether tokeep resident[P] Send 2nd notice[N] Resident declinesrenewal[O] Resident negotiatesrenewal[E] Pull and review resident standing[M.2] Update systems[M] Resident acceptsrenewal[B] Pull monthlyexpiration report[K.1] Fill Word renewaltemplate[K.2] Send renewal letterby email[K.4] Post copy on door[K.3] Send renewal letterthrough portal[M.1.2] Send renewaldocuments for signature[M.1.1] Generate renewallease or addendum[M.1.4] Countersignrenewal documents[M.1.5] File executed copyon resident record[M.1.3] Resident signsrenewal documents[H.2] Check listing sites[H.1] Review rent survey[H.3] Call around[E.1] Review paymenthistory[E.2] Review leaseviolations[E.3] Review open workorders and complaints[M.2.2] Update rent roll[M.2.3] Update trackingspreadsheet[M.2.4] Note next renewaldate[M.2.1] Update PMS ledgerInside bandRenewNext quarterOutside bandRent regulatedMarket ratePast deadlineDo not renewNo responseDeclinesNegotiatesAcceptsDescriptionAfter the turn, the unitgoes to leasing to bere-rented.ExecutorsLeasingDescriptionThe unit goes tomaintenance for the turn.Activities mentioned:paintcleanmake readyExecutorsMaintenanceDescriptionThe offer goes out as a renewal letter.The team fills in a Word template with the new rate, term options, and a response deadline.They always give options, such as:12 months at the quoted ratea shorter term at a slightly higher ratemonth-to-month at a premium because that creates more riskExecutorsTeamSystemsWord templateEmailResident portalDescriptionThere is a branch in the pricingflow if the unit is rent regulated.If it is rent regulated, there is a capand the market does not matter.Most of the portfolio is market rate.DescriptionOnce the resident accepts, the team prepares the actual renewal documents and gets them fully executed.This can be either a full renewal lease or a renewal addendum to the existing lease.The package includes the new rent, the new dates, and any addenda that ride along, such as pet or parking addenda.DescriptionAfter sending the renewal letter,the team waits on the resident torespond.There are four outcomesmentioned here:resident acceptsresident declinesresident negotiatesresident does not respondNegotiation is the most commonoutcome.If there is no response, the teamfollows a reminder cadence.ProblemsNo response is the case the teamhas to stay on top of because theclock is running toward thedeadline.A lot of the time, the residentactually meant to stay and just didnot open the email.DescriptionSchedule the move-outinspection.DescriptionBecause the teammanages for owners, theowner or asset managersets the posture for therenewal cycle.Usually this happensthrough an email exchangebefore rent is decided.The posture varies byowner and by building.Some owners want anaggressive rent push, whileothers prioritize retentionto keep occupancy up. Thisis currently tracked in theteam's head and in thespreadsheet.ExecutorsOwnerAsset managerSystemsEmailSpreadsheetDescriptionIf the resident still has notresponded, the team givesthem a call as part of thefollow-up cadence.ExecutorsTeamSystemsPhoneDescriptionIf the revised terms falloutside the approvedband, the team goes backto the regional forapproval.This can loop a couple oftimes before it settles.Each loop is another emailand another line updatedon the sheet.ExecutorsRegionalSystemsEmailSpreadsheetDescriptionUpcoming renewals areidentified from the runningspreadsheet after themonthly report is pulledand the list is updated.The client stressed thatthis needs to happen earlyand stay tightly managed,because timing is the realgame in renewals. The goalis to get to residents theteam wants to keep beforethey have mentally movedout.ProblemsThe system does not reallyflag upcoming renewals.There is no automaticnudge or ping telling theteam that a set of leases isexpiring.SystemsProperty management systemDescriptionLease end dates are storedin the propertymanagement system,which serves as the systemof record for what iscoming up for renewal.SystemsProperty management systemDescriptionAfter reviewing the owner postureand pulling comps, the rent isdecided.The team takes the owner's target,applies it, and then gut-checks thenumber against the marketinformation gathered. This is donemanually in a spreadsheet, and itworks fine, but it is hands-on.If the unit is rent regulated, there isa cap and the market does notmatter.ExecutorsTeamProblemsThere is no fancy pricing enginedoing this automatically; pricing ishandled manually.SystemsSpreadsheetDescriptionServe the notice to vacateafter the process flips tomove-out.DescriptionAfter the owner posture is known, comps are pulled to support pricing the renewal.The team looks at what similar units are going for in the building and down the street. They use a rent survey, check listing sites, andsometimes call around.SystemsRent surveyListing sitesDescriptionThe team keeps a runningspreadsheet of leasesexpiring in the next 90 daysor so. This spreadsheet isthe real work list used totrack upcomingexpirations, and it is wherethe team lives day to day.Residents up for renewal,such as Elise, show up onthis list.The team also uses it tomanually track follow-upand chasing whenresidents have notresponded.When the team is good atthis tracking discipline,they make the processwork.ExecutorsTeamProblemsThe team does a fairamount of chasing andtracking by hand on thespreadsheet.A lot of the team's energygoes into the trackingitself.OpportunitiesMore automation in thetracking and chasingwould free up time forresident-facing workinstead of paperwork.SystemsSpreadsheetDescriptionThe owner looks at thereport and tells the teamhow to steer next quarter.ExecutorsOwnerSystemsOwner reportDescriptionIf the resident comes backwanting to negotiate, theteam goes back and forthwith them on the renewalterms.Requests mentionedinclude:a smaller increasea longer terma concessionknocking off the parkingfeegiving a free monthExecutorsTeamResidentDescriptionAt the end, everything rollsup into reporting.Metrics mentionedinclude:renewal rateretention / percent ofexpiring leases keptaverage rent growthconcessions givenThe team pulls thesenumbers together mostlyby hand, using thespreadsheet as a source.These results feed the nextcycle and reset strategygoing forward.ExecutorsTeamProblemsReporting is pulledtogether mostly by hand.SystemsSpreadsheetOwner reportDescriptionThis is where the processflips into the move-outflow.That happens if:the resident declinesrenewalthe resident ghosts theteam past the deadlinethe team decided not torenew themFrom there, the teamserves the notice to vacate,schedules the move-outinspection, then the unitgoes through the turn andover to leasing to bere-rented.ExecutorsTeamDescriptionOnce the team has a renewalnumber, it does not go straight outif it is outside the approved band.Each property has a range thatrenewals should land in.If the revised terms are inside theteam's band, they can work it rightthere and send a revised letter.If the terms land outside the band,it goes back to the regional forapproval.DescriptionBased on the resident standingreview, the team decides whetherthey want to keep the resident. Fora great resident, they want to keepthem almost regardless of the rent.The client emphasized that losinga good resident over a smalldisagreement is just bad math.If they decide not to renew theresident, the process flips to themove-out flow.DescriptionIf the resident does notrespond, the team followsthe reminder cadence bysending a second notice.ExecutorsTeamDescriptionOne possible outcome isthat the resident declinesthe renewal offer.ExecutorsResidentDescriptionAnother possible outcomeis that the resident wantsto negotiate the renewal.This is the most commonoutcome mentioned.ExecutorsResidentDescriptionThis is the first step after identifying the upcoming renewal. The team pulls the resident's standing to understand who this person is as aresident.The slightly annoying part is that this information is not all in one place. The team is pulling a few threads together to get the full picture.Payments are in the ledgerWork orders are in another systemSome of the history is just an emailDescriptionAfter the renewal is executed, the client updates all the downstream systems and trackers manually.A lot of the team's energy goes into the spreadsheet, the chasing, and entering the same data in a few places.It works today because the team is careful, and when the team is good at it, they make it work.ExecutorsTeamProblemsThis is the part the client would most love to streamline.The same number goes into a few different places by hand.It works because the team is careful, but the lack of a good handoff between systems creates a risk that a typo could carry forward into someone's rent.OpportunitiesA good handoff between systems and more automation around repeated data entry and tracking would save a lot of time, reduce the chance of typos carrying forward into rent, and let the teamspend more time on residents and less on paperwork.SystemsProperty management systemRent rollSpreadsheetDescriptionThe resident accepts therenewal offer.ExecutorsResidentDescriptionSomebody on the teampulls a report every monthto see upcoming leaseexpirations.ExecutorsTeamSystemsProperty management systemFrequencyMonthlyDescriptionFill in the Word templatewith the new rate, termoptions, and responsedeadline.ExecutorsTeamSystemsWord templateDescriptionSend the renewal letter byemail.ExecutorsTeamSystemsEmailDescriptionFor some residents, a copyis still posted on the doorbecause not everyonechecks the portal.ExecutorsTeamDescriptionSend the renewal letterthrough the residentportal.ExecutorsTeamSystemsResident portalDescriptionThe renewal documents goout for signature.Most of this now usese-sign, though some stillends up printed andscanned.ExecutorsTeamSystemsE-signDescriptionGenerate the renewallease, or a renewaladdendum to the existinglease, with the new rent,the new dates, and anyrelated addenda that ridealong.Examples mentioned:petparkingExecutorsTeamDescriptionAfter the resident signs, theteam countersigns therenewal documents.ExecutorsTeamDescriptionThe executed copy goes onthe resident's record.ExecutorsTeamDescriptionThe resident signs therenewal documents.ExecutorsResidentDescriptionCheck listing sites forcomparable units in thebuilding and nearby.SystemsListing sitesDescriptionUse the rent survey to seewhat similar units aregoing for.SystemsRent surveyDescriptionSometimes call around tovalidate what similar unitsare going for.SystemsPhoneDescriptionReview payment history,including any latepayments or NSFs.SystemsLedgerDescriptionCheck for any leaseviolations.DescriptionCheck for open workorders and complaints.SystemsAnother systemDescriptionUpdate the rent roll withthe new rent.ExecutorsTeamSystemsRent rollDescriptionUpdate the trackingspreadsheet after therenewal is completed.ExecutorsTeamSystemsSpreadsheetDescriptionNote when the nextrenewal comes up.ExecutorsTeamSystemsSpreadsheetDescriptionKey the new rent into thePMS ledger effective thenew term date.ExecutorsTeamSystemsProperty management system
DM
SME: "…unless it's flagged, then it goes through the exception path first."

Resources

See it in action

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Capabilities

What Sapeum helps proptech teams do

Compress client discovery

Capture a property workflow in a working session instead of turning interviews and whiteboards into days of synthesis later.

Structure messy operations fast

Turn cross-team operating reality into an editable workflow model with steps, roles, handoffs, decisions, and exceptions that your team and the client can both inspect.

Make the redesign case credible

Ground the future-state conversation in a visible current state, then compare the two so staffing changes, centralization plans, and handoff reductions are explicit rather than hypothetical.

Scale your consultative bench

Give more of your implementation and customer-facing team a repeatable way to run strong workflow discovery without relying on the same small set of senior specialists.

Tie process to product adoption

Mark where your platform takes over, where humans still intervene, and where approvals, escalations, or edge cases remain, so enablement and rollout planning reflect reality.

Keep documentation current

Maintain process maps and derived documentation as the client reorganizes, expands, or standardizes, with version history and accountability instead of dead artifacts.

Scenarios

Where Sapeum fits

Make the operational case for change concrete in deals where workflow redesign influences the win.

Pre-sales & pilots

Capture each client’s current state quickly enough to support real rollout timelines.

Implementation & onboarding

Revisit workflows as clients centralize, acquire, add properties, or change operating models.

Customer success & expansion

Pattern

Before and after Sapeum

Before

  • ✗ Client discovery depends on ad-hoc interviews and scattered notes
  • ✗ Future-state plans are generic because nobody trusts the current-state baseline
  • ✗ The same specialists get pulled into every complex deal
  • ✗ SOPs and training docs drift after go-live

After

  • ✓ A structured current-state workflow is captured live with operators
  • ✓ Future-state design is tied to a visible baseline and clearer process changes
  • ✓ A broader team can run stronger discovery and redesign conversations
  • ✓ Living workflow documentation stays versioned, attributable, and easier to maintain

FAQ

Frequently asked

We already do process discovery in spreadsheets and whiteboard tools. What changes?

Those tools still leave your team to translate conversations into something structured, comparable, and maintainable. Sapeum captures the workflow live as structured process data: steps, roles, handoffs, decisions, and exceptions. So redesign, documentation, and review all start from the same source.

Can we use this in pre-sales, not just implementation?

Yes. A short current-state capture can make the operational problem visible early, create a more credible case for change, and show how your product fits the client’s real workflow before the contract is signed.

How does Sapeum help after go-live?

The workflow does not have to freeze at implementation. Teams can keep refining the process over time, compare versions as the client reorganizes, and preserve who changed what so documentation stays useful and defensible.

Does this replace the client’s operating systems?

No. Sapeum helps teams understand, redesign, and maintain the workflow around the systems where work already runs. It is the structured process layer, not the execution system itself.

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