Admin System Review
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| Platform | Est. monthly | Staff sentiment (audit) | Replacement path in Landmark Admin |
|---|---|---|---|
| AppFolio Core PMS, accounting, CRM, comms, tenant portal | ~$22,000 | High — “best middle of the road” PMS | REPLACING The entire Landmark Admin system. Sync off Sept 1 → retired Oct 1, 2026. |
| LeadSimple Workflow / process management | ~$6,000 | Very low — PMs report it doubles work (no write-back to AppFolio) | REPLACE Native Workflows + customizable saved dashboard views (LeadSimple-style, per 6/12). Audit: net-negative value today. |
| SafeRent Tenant screening | ~$4,000 | Mixed — good output, broke auto-screening, 6-applicant group limit | DECIDE Open decision (Component #4): native screening in Rental Applications vs keep vendor behind the scenes. |
| ShowMojo Showing scheduling | Incl. | Positive — better than AppFolio showings | REPLACE Leasing module — Showings + Walk-in Queue already exist; verify parity before cutting over. |
| Z Inspector Move-in / move-out inspections | Incl. | Positive — integrates with AppFolio | REPLACE Inspections inside Leases & Move-In / Maintenance; verify photo + report parity. |
| Pattern AI Commercial lease abstraction | ~$1,300 | Underutilized — credit-based, 2-year prepay | ABSORB Fold into the AI Agents / Tools layer; lease abstraction is a natural agent task. |
| Matterport 3D property tours | Incl. | Useful but incomplete coverage | INTEGRATE Keep + integrate: upload/embed tours in property & listing views (agreed 6/12). Merges under Visit Landmark. |
| Rippling HR, payroll, time tracking | Incl. | Neutral | KEEP Keep — HR/payroll is out of PMS scope. |
| Ninety.io (90.io) EOS meetings & accountability | Incl. | Positive | INTEGRATE Keep + integrate: rocks/goals & KPIs become the super-admin dashboard first view (agreed 6/12). |
| MailChimp Email marketing | Incl. | Unknown — purpose unclear to leadership | ABSORB Communications module handles campaigns; candidate to retire once letters/templates ship. |
| RingCentral VoIP phone system | Incl. | Negative — downgrade from Dialpad | KEEP / REVISIT Keep short-term — already wired into Lilly / Applications AI call routing. Revisit after launch. |
| Utility Profit Utility account setup for tenants | Incl. | Negative — emails look like spam | REPLACE Replace with branded utility-setup step in tenant onboarding / future Tenant Portal. |
| Simple In and Out Employee location tracking | Incl. | Low adoption | REPLACE Replaced by the dashboard In/Out presence widget (agreed 6/12). |
| SharePoint / OneDrive Document storage | Incl. | Neutral — “junk drawer” per PM | ABSORB Documents module long-term; keep as corporate file store in the interim. |
| Phone Tenders (Virtually inCredible) After-hours call service | Incl. | Functional | REPLACE Lilly (AI receptionist, live) takes after-hours calls — measure resolution rate, then retire. |
Identified by the audit alongside the paid stack. Each dies when its native module ships — they're a good informal test of whether a module is truly done.
| Workaround | Replacement path |
|---|---|
| Pre-Leasing Spreadsheet (10–15 yrs old) | REPLACE Dies when Leasing vacancy funnel goes native. |
| Holding Fee Spreadsheet | REPLACE Dies when Accounting A — Holding Fees ledger goes native. |
| Master Move-Out Spreadsheet | REPLACE Dies when Renewals & Move-Outs module goes native. |
| Inspections & Showings Spreadsheet | REPLACE Dies when Leasing / Maintenance modules goes native. |
| Dropbox Tracking Spreadsheet | REPLACE Dies when Documents module goes native. |
| Manual Craigslist postings | REPLACE Dies when Listing syndication from Leasing goes native. |
Audit also flagged: no password manager in use; MFA enforced for “most” systems — both belong in Component #14 (System & Admin).
Source documents live in Landmark Stuff / PM Software and Landmark Stuff / AI Audit.
From the May 27, 2026 evaluation, with a Landmark Admin column added for contrast.
| Hemlane | Revela | Ender | Landmark Admin (build) | |
|---|---|---|---|---|
| Segment | Individual landlords & small PM books (1–200 doors) | Professional PM companies, hundreds → thousands of units | Institutional single-family operators (multi-thousand units) | Built around Landmark itself — 4,800+ units, residential + commercial + HOA |
| Accounting & trust | Weak — no native QuickBooks, no trust accounting | Strongest — GL-native, trust-compliant, embedded banking | Institutional ops focus; efficiency claims unaudited | Native build in progress — the long pole (Component #7) |
| AI | None | Not AI-native — workflow rules | True AI-native architecture | AI-native — Lilly + 195 agents live today |
| API / control | No API | API available | No public API, no partner program | Full control — Landmark owns the platform |
| Pricing | $30–60/mo tiered | Higher than Hemlane | $7–10/unit/mo (≈$400–575K/yr at Landmark's 4,806 units) | Build cost only — no per-unit SaaS fee, ~$264K/yr AppFolio spend retired |
| Bottom line | Easiest to deploy, wrong long-term answer | Strongest pure-vendor option | Highest ceiling, highest risk | The chosen path |
Mature, lightweight PM software targeting individual landlords and small PM shops (1–200 doors). Browser-based; $30–60/month tiered plans.
Modern mid-market PMS purpose-built for professional PM companies scaling from hundreds to thousands of units. GL-native accounting and trust accounting at the core.
Seed-stage, 44-person AI-native PMS built ground-up over 7 years for institutional single-family rental operators. One reference customer at ~27,000 units. ~$4M ARR today, ~$10M projected by year-end. SOC 2 Type 2 in audit. Pricing $7–10 per unit per month.