Property management software built by a property manager.
Optima Flow runs the whole office in one place: trust accounting that ties every day, rent, owners, tenants, leasing and maintenance, with AI, e-sign and lead management built in. It tells your team what needs a person, and quietly does the rest.
No card to start. Then $1 per door per month, everything included.
Why Optima Flow
Less to remember, fewer calls, books you can stand behind.
Most property management software records what you did. Optima Flow was built to tell you what to do next, and to make the books impossible to get quietly wrong.
Trust books that always tie
Every owner’s money and every deposit has its own ledger. The trust account is checked against them all the time, so a mistake shows up the day it happens, not at your audit.
The to-do list writes itself
Lapsed vendor insurance, a deposit statement coming due, a notice the law says you owe. Optima Flow works it out from your records and puts it on Today.
Owners and tenants help themselves
Owners see statements, repairs and tax forms. Tenants pay, report issues with photos and message the office. All from their phone.
Built in, not bolted on
AI, e-sign and lead management come with every account.
No separate e-signature subscription, no lead CRM to connect, no AI add-on to pay for. They work on the same records as everything else, so nothing gets typed twice.
Built-in AI
AI that takes the first pass on the everyday work and hands anything that needs a decision to a person. It is part of the product, not an add-on.
- A front desk for tenant messages. Tenant messages are read as they arrive. A repair becomes a work order in the tenant’s own words, a lease question is answered from their lease, and anything needing a decision goes to your team.
- Repair troubleshooting. When a tenant reports an issue, Optima Flow walks them through simple checks one step at a time. Many fixes never need a technician; the rest arrive as a clear work order.
- Renter questions, answered carefully. Questions about a listing are answered only from that home’s facts and your published criteria, with fair housing rules built in. Anything else goes to the office with a draft reply.
- Listing descriptions. Draft a listing description from the home’s details in one click, then edit it before you publish.
E-sign
Leases, management agreements and any other document signed online, with no separate e-signature subscription and no per-document fees.
- Made from your templates. Leases and management agreements are made from your own Word templates, with names, rent, fees and dates filled in from the records.
- Any file, signed. Upload a Word, Excel, PowerPoint or PDF file and send it for signature. Office files are turned into a PDF so everyone signs the same thing.
- Signature spots found for you. Optima Flow reads the document and places the signature, initial and date spots for each signer, including on scans. You check them before it goes out.
- A summary signers can check. Signers can open a plain-English summary of the document, and every point names the page it comes from.
Lead management
Owner and renter leads from every source in one inbox, answered fast and followed up until they say yes or no.
- One inbox for every source. Each lead service, listing site and your website gets its own inbox address, so every lead arrives in Optima Flow with its source attached.
- Instant replies. New leads get an answer within moments, and renters’ questions about a home are answered from its listing and your criteria.
- Shared fairly. Website leads are assigned round-robin across your team, with an alert so nobody sits on one.
- Follow-up sequences. Write email follow-ups with their timing. A reply pauses the sequence, and winning or losing the lead stops it.
Today
Open it in the morning and know what needs you.
Today gathers what needs a person from every corner of the office: reconciliations not done, applicants owed a notice, inspections due, rent clearing too long. Nobody writes any of it down, and it clears itself once it is done.
- Worked out from the books and the calendar
- Checklists for move-ins, turnovers and renewals
- Search, or type a question and get the steps
Owner portal
Statements owners can read without calling you.
Owners see their balance, income and expenses by property, work waiting on funds and every repair, with a PDF statement any time. Their money is held separately from every other owner’s, and the statement says so.
- Split by property, the way Schedule E wants it
- Repairs, inspections, leases and tax forms
- Owners add the bank account they are paid into
Maintenance
Work orders that keep moving, with vendors you can trust.
Tenants report issues from their phone with photos. You set the priority, send the job to a vendor in their own portal and watch the cost against the owner’s approval limit. A vendor whose insurance has lapsed gets flagged before they go out.
- Emergency, urgent and routine priorities
- Vendor portal for accepting jobs and invoicing
- Inspections with photos, video and AI move-out comparison
Everything included
One system for the whole office. No modules to add on.
Built-in AI
AI that takes the first pass on the everyday work and hands anything that needs a decision to a person. It is part of the product, not an add-on.
A front desk for tenant messages · Repair troubleshooting · Renter questions, answered carefully · Listing descriptions · Move-out photo comparison · Ask how to do anything
Trust accounting
Books a broker can sign. Every owner and every deposit has its own ledger, and the trust account ties at all times, not only at month end.
Trust that always ties · Month close, in order · Three-way reconciliation · Owner money stays separate · Owner statements and 1099s · Your company’s own books
Rent and collections
Tenants pay from their bank, late fees run on schedule, and the hard conversations follow the same steps every time.
Online rent and autopay · Checks, cash and money orders · Late fees on schedule · Notices and payment plans · Who is behind, at a glance
Leasing
From the vacancy to the signed lease without leaving the system.
Listings and syndication · Showings, including self-guided · Applications and screening · Renewals
E-sign
Leases, management agreements and any other document signed online, with no separate e-signature subscription and no per-document fees.
Made from your templates · Any file, signed · Signature spots found for you · A summary signers can check · Signing order and delivery · Filed where it belongs
Lead management
Owner and renter leads from every source in one inbox, answered fast and followed up until they say yes or no.
One inbox for every source · Instant replies · Shared fairly · Follow-up sequences · Referral partners · Which sources pay
Maintenance and inspections
Work orders that move, vendors you can trust, and condition records that hold up at move-out.
Work orders · Vendor portal and insurance · Inspections with photos · Deposit statements on time · Care plans
Owner and tenant portals
Owners and tenants answer their own questions, on any phone, so fewer of them call.
Owner portal · Tenant portal · Messages with photos · Phone apps · Notices to everyone
Running the office
Less to remember. The system works out what needs a person and puts it in front of the right one.
Today · Checklists · Owner leads and referral partners · Take over a portfolio · Audit log and security
Built in the office, not in a boardroom
We run a property management company on it. Every day.
Optima Flow started inside Optima Property Management, because the software we could buy kept asking us to remember things a computer should. Rent, owner payouts, renewals, deposit statements and trust reconciliations all run through it in our own office before they reach yours.
When something trips us up, we fix it. When you tell us something trips you up, we fix that too, and you can usually reach the person who built it.
Rules in the database
Trust rules are enforced where the money is recorded, so a screen or a shortcut cannot break them.
Every change recorded
An audit log of who changed what, and a mail log of every email the system sent.
Private by design
Each company gets its own install and its own database.
Secure sign-in
Two-step sign-in and passkeys for your team, owners and tenants.
Pricing
One simple price per door.
No tiers, no add-on modules, no setup fee and no 50-door minimum. Start with 3 months free, then pay only for the doors you manage.
Work out your priceOptima Flow
$1 per door / month
$39 monthly minimum (covers up to 39 doors)
Free for your first 3 months
No card to start. Time to move in and run two real month closes before you pay anything.
Questions
Good questions to ask any software company.
What counts as a door?
Each rentable unit you manage, rented or vacant. A single-family home is one door; a duplex is two.
What happens after the 3 free months?
You decide. Stay and it is $1 per door per month, with a $39 monthly minimum. There is no card on file during the free months, so nothing is charged unless you say yes.
Is there a setup fee or a long contract?
No setup fee and no annual contract. It is month to month once the free months end.
Can I leave if it is not for me?
Yes, at any time. Your records are yours: export the general ledger and run every report before you go.
How do I move over from my current software?
Optima Flow has a guided takeover for bringing in owners, properties, leases and balances, and we do it alongside you during the free months so your first month close is right.
Is my company’s data kept apart from other companies?
Yes. Each company runs on its own install with its own database, not a shared one with a company column. Your owners, tenants and books never sit in the same database as anyone else’s.
Does it follow my state’s rules?
Trust accounting, owner statements and 1099s work the same everywhere. Deposit deadlines, eviction notices and listing disclosures differ by state, so tell us your state when you sign up and we will go through each of those with you during your free months, before you rely on them.
Who builds it?
Optima Flow was built inside Optima Property Management, a property management company that runs its own office on it every day. Problems we hit get fixed for everyone.
Try it on your own portfolio, free for 3 months.
No card to start. We set up your company, help you bring your owners, tenants and balances over, and you decide at the end.