Our Belief
Property management is hard. Not because owners expect too much, but because the work demands experience, judgment, precision, and relentless follow-through. Most managers struggle because they rely on thin staffing, manual processes, and inconsistent execution — which leads to higher costs, preventable mistakes, frustrated residents, and poor transparency for owners.
We believe those challenges can be solved with the right mix of experienced people, purpose-built technology, and a high-leverage operating model.
Why We Built Arboreal
We started Arboreal because we couldn't find a management partner who could consistently deliver the performance, service quality, and cost discipline our own properties needed.
So we built the model we wished existed — one that blends:
- • Strong local staff who stay long enough to truly know the properties and residents
- • A supportive working environment that reduces burnout and turnover
- • A cutting-edge, AI-enabled platform (Maynard) that automates the repetitive and error-prone work
- • Offshore teams that extend our coverage, bring operational discipline, and keep costs efficient
- • In-house maintenance and construction capacity that speeds repairs, improves consistency, and protects asset quality
The result is a management approach that is more stable, more responsive, and more predictable.
How Our Model Works
Experienced Local Leadership
Skilled portfolio managers oversee 300–400 units each, with clear ownership of performance, resident experience, and compliance. They are supported — not overwhelmed — so they can actually manage.
Technology that Prevents Problems
Maynard sits on top of AppFolio as a workflow engine that standardizes processes, tracks exceptions, generates documents, and surfaces issues early. It keeps work organized, auditable, and consistent across the portfolio.
High-Leverage Offshore Teams
Our teams in the Philippines and India handle leasing coverage, resident communications, accounting close, file prep, delinquency follow-up, and other high-volume tasks. This lifts the burden from on-site staff and delivers round-the-clock responsiveness at sustainable cost levels.
In-House Maintenance & Construction
We directly control repair quality, timeliness, and cost. This reduces downtime, protects asset value, and keeps residents happier.
The Outcome
Our model gets results across diverse property types — classic multifamily, new construction, micro-housing, and regulated affordable communities — delivering:
Lower Operating Costs
Reduced per-unit costs through efficient operations and smart technology leverage
Higher Occupancy & Collections
Stronger financial performance through systematic leasing and delinquency management
Better Resident Satisfaction
Faster response times and more consistent service quality across all properties
Extremely Low Turnover
Minimal staff churn means continuity, institutional knowledge, and better outcomes
Zero Client Loss to Date
Technology Spotlight
Case Study: Retainer
Automated Renewal & Rent-Adjustment Workflow
When Washington State adopted new rent-regulation requirements at both the state and local level, property managers were suddenly responsible for navigating an entirely new set of rules. The changes introduced complicated timing windows, new mandatory notices, and strict requirements around how and when forms must be served. For many owners and managers, renewals became a manual, error-prone, and time-consuming process overnight.
The Problem
Washington's new laws required:
- • New state- and city-specific forms
- • Precise timing windows for each type of renewal and rent adjustment
- • Different rules for fixed-term leases and month-to-month tenancies
- • Strict requirements for posting, mailing, and electronic service
- • Documentation and tracking obligations across long timelines (often 90–180 days)
For a portfolio of thousands of units, this translated into hundreds of unique cases per month — each vulnerable to mistakes, missed deadlines, or non-compliance.
The Solution
Retainer is Arboreal's renewal and rent-adjustment automation system — built specifically to handle the new regulatory environment in Washington State.
Retainer:
- ✓ Calculates the optimal timing for each renewal and rent adjustment, based on jurisdiction, lease type, and regulatory notice periods.
- ✓ Recommends compliant rent levels, incorporating caps, timelines, and affordability restrictions where applicable.
- ✓ Generates 400–500 customized letters per month, each pre-filled with tenant, unit, property, and regulatory details.
- ✓ Routes every draft to a manager for review before anything is posted, mailed, or served.
- ✓ Tracks each renewal from start to finish across a 3–6 month window, ensuring no deadline is missed and every step is documented.
- ✓ Maintains a complete audit trail, giving owners, compliance partners, and lenders clarity into what happened and when.
The Results
For Residents
Retainer ensures residents receive clear, timely, and consistent information. They know when renewal notices will arrive, what the proposed rent level is, what their options are, and what the timeline looks like. This reduces surprises and creates predictability — especially important for households in affordable and workforce housing.
For Owners
- • Higher renewal rates and better occupancy
- • Visibility into every pending renewal across large portfolios
- • Fewer compliance risks
- • On-time delivery of all regulated notices
- • Consistency across properties and managers
For Property Managers
Retainer removes the manual complexity: No more calculating dozens of different timelines. No more generating forms by hand. No more spreadsheets to track hundreds of cases. No more reactive renewals or missed windows. Managers spend their time reviewing and confirming — not assembling paperwork or counting backward from notice deadlines.
Since Launching Retainer:
- ✓ Automated 400–500 renewal and rent-adjustment notices per month
- ✓ Cut manual processing time from hours per renewal to minutes
- ✓ Reduced missed windows and technical errors to near zero
- ✓ Increased early-stage resident communication and clarity
- ✓ Improved occupancy and revenue predictability across the portfolio
Retainer has become one of our most relied-upon internal systems. It allows us to operate confidently in a shifting regulatory landscape while ensuring that residents, managers, and owners all have the information they need — when they need it.
Ready to experience institutional-quality property management backed by local expertise, modern technology, and global support?
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