Apartment Pros

Invoicing · Completed Closed Leads

Web Leads · Live Routing

Users · Team Directory

Photos, phone numbers, and license numbers feed guest cards, invoices, and the website team page. Use the arrows to set the display order (alphabetical by default). Edits stay local until you click Save. Agents see only their own boards; admins and accounting can view this page, and only the owner can make changes.

Unsaved changes

Dashboard

My Tasks & Events

My Invoicing

My Leads

My Points

Office Events & Announcements

Automatically mute event conversationsYou won't be notified about comments on events you're going to. You can still turn notifications back on for any one event from its conversation.

Leaderboard invoiced

🎯 My Invoicing Goal

🏢 Who's at the Office Today

📬 Office Inbox

Team Event

Goes on every guest's Google Calendar as an invite from you. Edits and cancellations follow automatically.

Title

Date Start End All day

Location Add a Google Meet link (goes out with the invite) Notify guests about this change (calendar email + CRM notification) Also send it as a text Notes

Add a graphic…

Guests

Training

CRM training, sales training, client questions and searches, templates and marketing how-tos will live here.

Gift Cards

Request a gift card for a client rebate or a referral. Apartment Pros buys the card and half the amount comes off your agent-owed ledger once it's processed.

Business Cards

Marketing

Links & Templates

Review links, chat links, furnishing sites — plus message templates to send clients. Copy puts the link or the full template on your clipboard.

Net Effective Rent Calculator

Net effective rent is an estimate reflecting the community's current promotions, specials, or concessions, self-prorated across the full lease term. Each community may have different rules for how and when concessions are applied.

Office Meetings

Recordings of our office meetings, straight from the company Drive folder. New recordings show up here automatically within the hour and play right here in the app, on a phone or a computer.

Agent Docs

Each agent's signed contractor agreement, policies and procedures, and other documents, to view or download.

Meeting

Plays right here — no Google sign-in needed.Open in Drive

Office meetings folder

The Google Drive folder the recordings are uploaded to.

Drive folder link

Two one-time sharing steps in Google Drive (right-click the folder → Share):
1. Add 315562549998-compute@developer.gserviceaccount.com as a Viewer — that lets the CRM list the recordings.
2. Under General access choose Apartment Pros (anyone in the organization) as Viewer — that lets the team play them.

Check in

Lets the team see you're at the office today. It clears on its own tomorrow.

Note for the team (optional)

Order business cards

Check the details that go on the card and pick a stock and quantity. The preview below is exactly what gets printed.

Ordering for

Rendering your card…

Your card comes from your profile. If anything on it is wrong, ask an admin to fix it before you order.

I've checked the card above — print this design. Card stock

Quantity

Ship to Additional notes (optional)

Total, shipping included · charged to your agent-owed ledger once the order is placed$0

Edit card

Only this person's card. Leave a wording field blank to use what's on their profile.

Name on the card Title

Phone Email

Sizes and positions

Business card settings

Prices include estimated shipping. Agents pay the full amount on their ledger when the order is placed.

Ship-to options, one per line

Card design — nudge sizes and positions

Gold

Changes apply to every card rendered from now on — the previews on this page and every new order. Cards already ordered keep their files.

Add a marketing expense

Snap the receipt first — the amount, place and date fill in from it. Check them and fix anything it misread. One receipt per expense — add each charge separately.

📷 Take a photo of the receipt Upload a photo or PDF

Amount Date

Place of business Paid with

Memo

Over the quarterly budget

Marketing budget settings

Per agent, per calendar quarter. Unused budget doesn't roll over.

Quarterly budget per agent Apartment Pros card, last 4 digits Only admins and accounting carry the company card. When one of their receipts shows a card ending in these digits, it is marked as paid with the company card automatically. Agents always pay with their own card.

Upload marketing material

Flyers, graphics, templates — anything agents can download and use.

Title Category Description (optional)

Choose file…

Request a gift card

Only closed & completed leads can be selected. Half the amount is charged to your ledger when it's processed.

Client name

Client email

Client phone Invoice #

Is this for a client rebate or a referral?

Recipient's full name

Recipient phone Recipient email

Gift card amount Gift card

Which gift card?

Additional notes (optional)

Link categories

One per line, in the order they should appear. Links keep their category by name — rename one here and update its links to match.

Link or template

Shown to the whole team under its category.

Type

Title Link Template text Category New category name Note (optional)

Team text message

Goes as a text to everyone who turned on text notifications. It is not posted to the dashboard.

Message

"Apartment Pros:" is added to the front automatically. A monthly opt-out reminder may be appended.

Office inbox sorting

An email lands in Locator Events when its subject or body mentions one of the event words, otherwise in Apartment Blasts when it mentions a blast word. One word or phrase per line.

Locator Event words Apartment Blast words

Text notifications

Web lead alerts, team announcements and other CRM updates by text.

Add points

Positive numbers award points, negative numbers take them away.

Agent

Points Date

Title Note (optional)

Store item

What agents can redeem their points for.

Title Description Points to redeem

Add a photo…

Show in the store

Add a review

For a 5-star review you spotted before the weekly pull picks it up.

Profile

Reviewer name Review date

Review text Credit to (optional)

Review source

A Google Business Profile the weekly pull reads reviews from.

Label Public link Pull reviews from this profile

Coming Soon

This section is on the way — everything will live right here.

Add New Lead

New leads land in the New Leads group — status, follow-up, tour date & priority are set later.

Contact

Agent — changing this transfers the lead/invoice to that agent's board

Lead Name *

Phone

Additional Occupants

Roommates, a partner, or family on the same file — optional. They print on the guest card below the client's info.

Housing Preferences

Preferred Location

Move In Date ± a few weeks (flexible)

Beds

Baths

Max Price

Credit

Qualification

Pets

W/D Preference

Student

Background Issues

Future Home Purchase

Background

Reason for Moving

Referral Source

Intake Source

Details

Closed Deal & Invoice Details

Completed Status

Application Date

Move-in Date

Move-out Date

Rental Amount

Invoice Amount

Property Leased

Property Email — optional for properties in our system

Unit #

Priority / Category Options

Your custom categories — they appear on the Priority / Category pill alongside High, Medium & Low.

Click a color square to change it. Deleting a category doesn't clear it from leads already using it — built-in High / Medium / Low can't be edited.

Email

Sent through your Gmail — replies land in your inbox and show here.

Apartment Pros Default — with headshot Apartment Pros Default — no headshot Custom text

Built automatically from your profile on the Users page — name, title, license, phone, headshot. Ask an admin to update your details or photo there.

Added automatically to the bottom of every email you send from the CRM. Personal to you — each agent writes their own.

Show as a quick template in the composer Property-specific — only appears when invoicing Team template — loaded for every agent (admins only) Management template — only the owner & admins ever see it

Personalization — click to insert: lead's first name · full name · preferred location · your name. Filled in automatically when used.

Bcc

Signature — added automatically

Possible Duplicate Invoices

Flagged automatically when two invoices look alike. Review each pair — dismissing marks it as fine for everyone.

Add Custom Invoice

Creates a completed invoice directly — no lead flow needed. It gets the next invoice number and lands on the agent's Closed board.

Agent & Client

Agent *

Client Name *

Client Phone

Client Email

Deal & Invoice Details

Application Date *

Move-in Date *

Move-out Date *

Rental Amount *

Invoice Amount *

Unit # *

Property Leased *

Property Email *

Reason Lost

Saved to the lead's record, log, and the Lost board.

Not Qualified Not Responsive Leased Somewhere Else No Longer Moving Other

Lease Structure

This lead has additional occupants — how is the lease set up?

🏆 How the leaderboard is tallied

The same numbers as the Invoicing tab, ranked by agent.

What counts. Closed leads that have an application date and an invoice amount — Completed and Working On It both count.
Which month. Each deal lands in the month of its application date, not the day it was invoiced or paid.
What never counts. Void leases, archived leads and trashed leads.
Ranking. By total invoiced in the window. Whether an invoice has been paid yet makes no difference.
Default view. From the 8th of the month on, you see the current month to date. On the 1st through the 7th it shows last month instead, because invoice approvals run a few days behind. Month to date, Last month and Year to date can be switched any time.
Podium. Top 5 agents. Admins and accounting can switch to the full list.
Refresh. Recalculated the moment any closed lead changes, and every night at 12:05 AM Central.

⚡ New Web Lead — it's your turn

Reserved for you — accept before the timer runs out.

5:00

This stays on your screen until you accept or decline. If the timer runs out, the lead moves to the next agent.

🏃 Leads Up For Grabs

These went through the rotation unclaimed — first to accept gets the lead.

Delete Web Lead

The web lead moves to the Web Leads trash (kept 90 days). The lead already on the agent's board is not affected — if it's spam or a duplicate, the agent or an admin can delete it from the board separately.

Reset rotation — put the agent up next again

Position Photo

Zoom

Drag to position — the circle is exactly what shows in the CRM and on the website.

Web Lead Routing Settings

Hours, offer window, and the agent rotation for incoming website leads.

Send leads from

Until

Offer window (minutes)

Pause routing (everything queues)

Rotation order · per office

Messages to agents

Leave a box empty to use the standard wording shown in grey. You can use {source}, {minutes}, {link} and {office} — they're filled in when the message is sent. No need to add opt-out wording — agents get a confirmation text when they sign up, and “Reply STOP to opt out” is added automatically to their first text each month.