Email Automation for Property Managers & HOA Communities
Stop spending hours every month manually emailing tenants and owners. MailerBit sends rent reminders, service charge notifications, and meeting notices automatically — each with individual amounts, unit numbers, and account details.
The Problem
Hours of Manual Work
Every month you sit down with a spreadsheet, copy-paste each tenant's name, unit number, and amount into individual emails. For 50 tenants, that's hours of repetitive work — and one typo means the wrong amount goes to the wrong person.
Different Amounts for Every Unit
Rent varies by unit. Service charges differ by floor area. Each tenant has a unique bank account number for transfers. There is no way to use a single generic email — every message needs individual data, so one identical message to everyone simply won't work.
Multiple Buildings, Same Work
Managing several buildings or HOA communities means multiplying the same tedious process. Each building has its own tenant list, its own amounts, its own deadlines. Without automation, this scales linearly with every new property you take on.
How MailerBit Solves This
Import your tenant or owner data
Upload a CSV with all tenant details — name, email, unit number, rent amount, service charge, bank account number. MailerBit stores each field as a custom field you can use in any email template. Add as many fields as you need — there is no limit.
Create templates with merge tags
Build your email template and insert merge tags like {{tenant_name}}, {{rent_amount}}, {{service_charge}}, {{unit_number}}, {{account_number}}. Each recipient gets an email with their own real data filled in automatically.
Schedule monthly reminders
Set your send as recurring — choose the day of the month (e.g. the 1st or 20th), the time, and you are done. MailerBit sends the emails automatically every month. If you update a tenant's rent or add a new tenant, the next send reflects those changes with zero extra work. Payment tracking can create a payment for each tenant from the same monthly send, shows rent arrears by age (1–30, 31–60, 61–90, 90+ days) and can send reminders that stop as soon as you mark the rent as paid.
Example Email
From: Sunrise Property Management <office@sunrisemgmt.com>
To: {{tenant_name}}
Subject: Payment Reminder — Unit {{unit_number}}, May 2026
Dear {{tenant_name}},
This is a reminder that the following charges for unit {{unit_number}} are due by May 10, 2026:
Please transfer the total amount to:
Account: {{account_number}}
Reference: Unit {{unit_number}} — May 2026
Thank you,
Sunrise Property Management
Why Property Managers Choose MailerBit
Unlimited Fields per Tenant
Store rent, service charges, unit number, floor area, bank account, lease start date — as many fields as your management requires. Each becomes a merge tag you can use in emails.
Recurring Monthly Sends
Schedule once, send every month automatically. Pick the day, the time — MailerBit handles the rest. No monthly manual work, no forgotten sends.
Send from Your Domain
Emails come from your management company's domain (e.g. office@yourcompany.com), not from a generic sender. Professional communication that tenants recognize and trust.
CSV Import
Export your tenant list from any property management software as CSV and import it into MailerBit. Update data anytime — re-import to refresh amounts, add new tenants, or remove moved-out ones.
Built-in Calculated Fields
Need total = rent + service charge? Write {{rent_amount + service_charge}} right in your email. Each merge tag does one operation (+, -, *, /); for a total of three or more items, keep it as its own column in your CSV, like {{total_due}} in the example above.
Multiple Buildings & Lists
Create a separate contact list for each building or HOA community. Each list has its own tenants, its own fields, its own recurring sends. Scale to dozens of properties without added complexity.
See How It Works — Try the Demo
Explore MailerBit's full interface with sample property management data. Import tenants, build templates with merge tags, schedule a recurring send — all in the interactive demo, no account required.
