From spreadsheets and WhatsApp to one operating platform, in two weeks.
How an 18-unit Toronto portfolio replaced a Google Sheet, three WhatsApp groups, two email accounts, and a binder of paper leases with a single platform, and cut weekly admin time by 70%.
The starting state
Sarah took over an 18-unit Toronto portfolio her family had been running for a decade. The operating system she inherited was a Google Sheet for rent, a personal WhatsApp account for tenant messages, a Gmail inbox for inquiries, and a filing cabinet for leases. Every month-end took an entire weekend to reconcile.
The breaking point was a missed lease renewal that turned into a Landlord and Tenant Board hearing. The data existed. It just lived somewhere that could never trigger a reminder.
What changed with TenantBay
- All 18 units, 27 tenants, and 31 historical leases imported and structured in week one.
- Rent reminders, payment confirmations, and overdue notices automated, ending the month-end weekend for good.
- WhatsApp, Facebook Marketplace, SMS, and phone inquiries routed into one inbox with AI prescreening.
- Lease renewals trigger 90 days out, with N-form templates and 24-hour entry notices generated automatically.
- Maintenance moved from "Sarah's brain" to a tracked queue with RepairBay vendor bids.
“We replaced a spreadsheet, three WhatsApp groups, and a folder of PDFs in two weeks. Rent collection is now genuinely boring, which is exactly what I wanted.”