StackSmart
What StackSmart does for a property management company

Temporary gaps got filled in a hurry.Decisions got made in separate rooms.Products didn't live up to the pitch.

Stacks happen.

Given enough time, a property management company is running on decisions no one currently there ever made. The question worth answering is what is actually running across the portfolio now, and which parts of it still earn their place.

Contracts, invoices and vendor applications from across a portfolio flowing into a single StackSmart hub and sorting into six operating domains.

Everything you run, pulled into one place and sorted into the domains you operate in.

Why now

Growth you chose. A stack you inherited.

This is not a failure of management. It is what happens to any portfolio that grows. A fee manager takes on an assignment and inherits whatever the prior operator was running. An owner-operator buys an asset and buys its contracts with it. Every one of those decisions was reasonable for the person who made it, for a portfolio that no longer exists.

A neutral read tells you which inherited decisions are worth keeping, which ones are quietly working against you, and what the honest cost of the difference is.

StackSmart at a glance
500+
products and services vetted and scored
94
capability categories
3
core domains: Technology, Operations and Marketing
What StackSmart is

Contract management. Consulting. And the decision layer others stop short of.

Contract management

See the whole stack in one place

Every vendor, contract and renewal, held in one place you can query directly. What is deployed, what it costs per unit, when it renews, and which assignment it arrived with.

Decision layer - where others stop

Know what to do about it

A confidence-scored recommendation engine, built on vendor intelligence aggregated across the industry, tells you with a defensible score what to keep, what to replace, and why.

Consulting

Senior operators guide the change

The judgment, sequencing and stakeholder work software alone cannot do, led by people who have run portfolios at your scale.

We don't make money on referrals to vendors. No placement commissions, no referral fees, no success fees tied to which vendor you choose. Objectivity is our product.

01
Capture and Organize Included

Everything in one place

Send us your existing materials, in whatever shape they are in. Every page is read, the terms are pulled out, and each document is assigned against your actual operating structure.

What you send Contracts Invoices Renewals Agreements Certificates Insurance docs Amendments Purchase orders Statements of work AI reads every page Front to back, including the amendments nobody filed. Terms extracted Counterparty and product Term dates and auto-renew Cost, and cost per unit Notice window and deadline Signer and signature date Properties named in the file No cap on document volume What you get back 1 Matched to the property Every community named in the file, resolved against your portfolio, not guessed from a title. 76 matched 2 need review 2 Assigned to the owner or responsible manager Who owns the asset, and who at your company is actually accountable for the tool. 4 owners 7 regional managers 3 Filed to the service category One of 94 capability categories, so the whole stack lines up on a single map. of 94
AI-assisted extraction from every document Tribal knowledge written down for the first time Gaps in service line ownership surfaced A dedicated account manager throughout No cap on document volume No onboarding fee, no per-document charge
02
Review and Recommend Included

Your roadmap

The people who use each tool day to day tell us what they think of it. Where the documents contradict what you told us, the software surfaces it and asks. You get a documented view of what to change, in what order, and why.

Ask StackSmart · Open items 4 OF 12 OPEN A rule you set does not match what the contracts say In onboarding you told us SOC 2 compliance is mandatory for any vendor that ingests personal information. Eight vendors in your stack ingest personal information. Four of them are not SOC 2 compliant. Three are in process. One has nothing scheduled. How do you want to handle this? Vendors ingesting personal data Compliant4 CONFIRMED In process3 PENDING Not scheduled1 GAP Against a rule you called mandatory Type your response... Your answers are saved against the open item, so the reasoning survives the person who gave it.

Where the paperwork disagrees with what you told us, the software raises it rather than quietly picking one.

Two inputs What your team says Slow on mobile Nobody uses module 3 The full field Every product in the category Not a preselected shortlist Scored recommendation Identity and Income Verification 79% MOVE TO Rationale documented, line by line Every figure marked confirmed, claimed or estimated Ranked, not just listed Change roadmap 01 02 03 04 05 06 What to change, in what order, and why

The Four-Bucket Roadmap

Findings on their own are not a plan. Everything we surface sorts into four buckets and then ranks, because for a portfolio absorbing change on a rolling basis the ordering matters more than the findings. It is what makes the work fundable and scheduled instead of overwhelming.

Keep and Validate
No action required
Property Management SystemKeep
Construction ManagementKeep
Market IntelligenceKeep
Resident OnboardingKeep
Already the right answer. Now you can prove it.
Quick Wins
High confidence, low lift
Digital SignageConsolidate
After-Hours CommunicationsMove to
Renewal ManagementAdd
No committee, no capital request, no change plan needed to start.
Strategic Moves
High value, requires planning
Revenue ManagementMove to
CRM and Leasing OperationsConsolidate
AI Leasing AgentMonitor
Touches process and people as much as software. Sequence it.
Longer Horizon
Timing not yet right
Resident ExperienceReview
Facilities ManagementReview
Access ControlReview
Kept visible, so waiting stays a decision rather than a drift.

Service lines shown are illustrative.

Behind every recommendation, a Case Card and a Stakeholder document

A property management company faces three real decisions: keep what you have, add where you have nothing, or move from one vendor to another. Each recommendation lands as a Case Card, a one-page executive read, with the full Stakeholder document behind it. Here is a worked example of each, in full.

Keep 84% confidence

Maintenance Management and Work Orders

You already have the right answer. Here is the proof, and what it was tested against.

Read the full document
Add 71% confidence

Insurance Programs and Resident Risk

You have nothing here at all. Here is what the gap costs, and what to put in.

Read the full document
Move to 79% confidence

Identity, Income Verification and Fraud Prevention

You have something and it is the wrong thing. Here is the case for leaving, and what leaving takes.

Read the full document
Sample document. Composite operator; vendors anonymized. The methodology, structure, and scoring logic are production.
Guided conversations with everyone who uses the tools The full field in each category, not a shortlist Recommendations with a confidence score and rationale Coverage gaps named, with options to close them An executive read and full stakeholder document per service line
03
Software and Library Included

The vetted library

Once your stack is loaded, you can ask it anything, in plain language. Alongside it sits a vetted library of multifamily products and services, open to everyone on your team who needs it.

Your contracts, loaded Master Services Agreement BotX Portfolio-wide agreement for automated leasing response across 23 communities. 23 properties40% of 58 Subscription Schedule Parcelo Parcel and package management, twelve month term, auto-renewing with 90 days notice. 39 properties67% of 58 Insertion Order Vantara Listings Vendor names shown are illustrative. Ask StackSmart How many properties use BotX, what is the average rate I pay per month, which properties are they, who signed for them, and when does it renew? You have 23 properties on BotX at an average of $238 per property, per month. John Smith signed the master services agreement on 14 January 2024. Renewal in 13 days Your active properties for BotX: Ask a question...

Alerts on renewals and expirations, custom views by owner, fee manager, region or property, and change tracking on everything.

Every vendor in the library carries the same 20 sections, 18 to 33 pages.

The same structure for every vendor, so two products in the same category can be compared line for line rather than by impression.

Vetted library of multifamily products and services Custom views by owner, fee manager, region or property Ask your stack a question in plain language Alerts on renewals, expirations and anything you flag Change management tracking Request vetting of any product, company or service
04
Calibrate Included

It stays current

Six months later your portfolio may look different. We reassess it, identify what has changed, and refresh the recommendations, including agreements signed since the last review. Two passes a year, both in the rate.

Your roadmap in January 01 02 03 04 05 06 Six items, ranked Two passes a year Pass one Pass two Your roadmap in July 01 new 03 04 05 One done, one new, three re-ranked What changed 3 agreements signed since Market re-run on every open category Updated view from the teams using each tool
Recommendations re-run against the current market What is new since your last pass Updated sentiment on the vendors in place A revised roadmap reflecting what moved
→
Transform Quoted separately

Execution

You have the strategy and the roadmap. Choose the direction, and we run as much of the execution as you want us to, so every incoming vendor arrives fully briefed and ready to launch across the portfolio.

APPROVED Move to a new verification provider 79% confidence You choose the direction You run it We run it We run it together Incoming vendor Briefed on your environment Rollout sequenced with you Ready to launch on day one Live across the portfolio, community by community
You pick how much of the work we run Every incoming vendor arrives briefed A structured record of why a vendor was not selected
Whichever seat you are in

What StackSmart looks like from your chair.

Operations and Client Experience

One current picture of what each community runs on turns every transition into a known quantity instead of a discovery exercise.

Finance and Systems

Knowing what is committed and when it comes up is the difference between negotiating and renewing by default.

Technology and Security

Every tool that arrives with a property is another vendor with access. A full inventory is what any serious risk posture depends on.

Strategy and Direction

Getting close to one operating system, and managing the fringe cases deliberately, is what lets your standard travel with you.

You made the decisions that matter on purpose. The rest of the stack deserves the same treatment.

Most of what we would tell you is already knowable. It just sits in too many places for anyone inside the business to assemble while also running it.

Objectivity is our product.

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