What growing agencies need to compete with larger agencies

Competing with larger property management agencies might feel like trying to win a race against a car with a bigger engine. They’ve got more resources, bigger teams, and larger portfolios. But here’s the thing – being smaller can actually be an advantage.

With the right approach, growing property agencies can stay agile, focus on personalised service, and leverage smart tools to punch well above their weight. The key? Knowing where to focus your energy and using technology to fill in the gaps.

This blog will walk you through how growing agencies can compete with the big players – and win. From smarter workflows to better branding and lead generation strategies, we’ll cover everything you need to know. 

1. Work smarter, not harder: Automate your everyday tasks

If you’re relying on spreadsheets or chasing tenants for payments manually, it’s time for a change. The best way to compete with larger agencies is to automate repetitive tasks so you can focus on growth. Big agencies have more staff, but you have smarter software. 

How automation levels the playing field:

• ‍Automated rent reviews: No more reminders stuck on sticky notes. Automated rent reviews keep you ahead of deadlines.‍
• Simplified maintenance requests: Receive, review, and approve maintenance requests all in one place – without the back-and-forth phone calls.‍
• Inspection scheduling made simple: Book, track, and manage property inspections digitally, saving you hours of admin work.

Example: Console Cloud allows property managers to schedule inspections, manage maintenance requests, and track arrears in real time. This means you’ll spend less time on admin and more time growing your agency.

Why this matters? Large agencies have teams to handle these tasks, but growing agencies can handle them faster (and more efficiently) with the right tools.

2. Make it personal: Deliver client experiences big agencies can’t

Larger agencies often struggle to offer personalised service because they’re managing thousands of properties. But for growing agencies, this is your superpower. You can make every client feel like a VIP.

How to personalise the client experience:

• ‍Tenants and landlord portals: Give clients 24/7 access to property updates, rent payments, and lease info. No more “Where’s my statement?” calls.‍
• Custom reports for landlords: Share easy-to-read, personalised reports that break down rent payments, vacancies, and key performance metrics.‍
• Proactive client updates: Keep landlords updated before they ask. Proactive communication builds trust and makes your service feel premium.

Example: With Console Cloud’s tenant and landlord portals, clients can check payment statuses, access property reports, and view inspection schedules at any time. This means fewer inbound queries and happier clients.

Why this matters? Unlike large agencies with thousands of clients, you can give every landlord and tenant a personalised experience – and that’s a huge competitive edge.

3. Be “the local expert” and own your market

Big agencies are great at promoting their brand, but growing agencies can win the “local expert” title. Your knowledge of the local market gives you a huge edge when it comes to building trust with landlords and investors.

How to stand out as the local expert:

• ‍Showcase local market insights: Keep landlords in the loop on local trends, like rent increases, vacancy rates, and demand change.‍
• Leverage reviews and testimonials: Word-of-mouth is gold. Make sure happy clients leave you glowing reviews on Google and industry review platforms.‍
• Market your local advantage: Promote your knowledge of the area’s most in-demand suburbs and investment hot spots.

Example: Using data from Console Cloud to generate local rent reports. Share these reports with landlords to position your agency as the go-to source for local market knowledge.

Why this matters? When landlords choose a property manager, they want someone who understands their suburb – not a national brand with a call centre. You can own that local advantage.

4. Generate more leads without blowing your budget

Larger agencies have marketing teams and big ad budgets, but lead generation doesn’t have to be expensive. With the right strategies, you can grow your lead pipeline without breaking the bank.

How to attract new clients on a budget:

• ‍Inbound marketing: Blogs, eBooks, and email newsletters can generate inbound traffic to your website. Offer valuable content like “5 Tips to Maximise Your Property Investment Returns” to capture new leads.‍
• Referral incentives: Offer existing clients a reward for referring new landlords to your agency, It’s an affordable and highly effective strategy.‍
• Retarget website visitors: If someone visits your website but doesn’t convert, retarget them with ads on Google or social media.

Example: Add a lead magnet to your website, like a free eBook on “The Ultimate Guide to Choosing a Property Manager.”  Capture contact details in exchange for the guide and add them to a nurture campaign.

Why it matters? Bigger agencies rely on brand recognition, but growing agencies can win by being more strategic. Smart, low-cost lead generation is your secret weapo.

5. Stay ahead of industry changes (don’t get caught off-guard!)

With the constant rollout of rental reforms and regulatory updates, staying ahead of compliance is a full-time job. Larger agencies may have dedicated compliance teams, but growing agencies can use property management software to stay ahead of the curve.

How to stay compliant with less effort:

• ‍Legislation alerts: Stay updated on changing rental rules, including rent caps, inspection requirements, and tenancy agreements.‍
• Automate compliance deadlines: Property management software can automatically schedule inspections and rent reviews to stay on top of deadlines.‍
• Track your arrears: Automated arrears tracking and reminders help prevent late payments from slipping through the cracks. 

Example: Console Cloud helps agencies stay compliant by tracking rent reviews, managing arrears, and scheduling inspections automatically. This means you’re never caught off-guard when legislation changes. 

Why this matters? Falling behind on compliance is risky and expensive. Staying ahead of legislation is one of the easiest ways for growing agencies to compete with larger firms.

6. Scale smart, not fast

When it’s time to grow, bigger isn’t always better. Instead of rushing to hire more staff, focus on scaling your software without skyrocketing your costs.

How to scale without stress:

• ‍Use cloud-based software: Make sure your team can work remotely and access files on the go. Cloud-based platforms like Console Cloud make it easy.‍
• Digital property inspections: Conduct inspections using mobile devices, upload photos on-site, and generate instant reports.‍
• Self-service portals: Let landlords and tenants access key information on their own, so your team can focus on bigger priorities.

Example: Console Cloud allows growing agencies to expand their portfolios without needing to hire extra admin staff. Features like automated rent reviews and landlord portals mean you can do more with less.

Why this matters? Large agencies add headcount as they grow, but you can add technology instead. This keeps your cost slow and your margins healthy.

7. Keep your costs low (but your quality high)

Growing firms can’t afford to burn cash, so it’s all about getting the most value for your investment. Instead of paying for multiple platforms, look for all-in-one property management software that covers it all.

How to keep costs down without sacrificing service:

• ‍Consolidate your tools: Don’t pay for separate platforms for rent tracking, maintenance, and inspections. Choose one platform that does it all.‍
• Automate routine tools: Use automation tools to reduce manual admin and free up your team’s time.‍
• Go digital: Move away from paper-based inspection reports, rent review notices, and maintenance requests.

Why it matters? Every dollar saved on operations is a dollar you can reinvest in growing your portfolio. Smart software choices can turn your agency into a lean, profit-generating machine.

Big firms might have more people, but your agency has agility, local knowledge, and smarter tools. Focus on these areas:

• Work smarter with automation
• Personalise the client experience
• Own your local market
• Stay ahead of compliance

With the right strategy and property management software, you can level the playing field. It’s not about being bigger – it’s about being better.

Want to see how Console Cloud can help you compete with larger agencies? Book in a quick chat here (or simply enter your details below) and we’ll get in touch.