Property management companies drown in manual tasks. Lease renewals slip through cracks. Onboarding takes days instead of hours. Data lives in silos across ClickUp, AppFolio, email, and Slack. This n8n automation system eliminates those bottlenecks by connecting your entire property management stack into one intelligent workflow. You'll learn how to build automated data pipelines, error-checking systems, and notification workflows that scale with your portfolio.
The Problem: Manual Property Management Operations Don't Scale
Property management companies face a coordination nightmare. Your team juggles tenant communications in email, task management in ClickUp, property data in AppFolio, and team updates in Slack. Nothing talks to each other.
Current challenges:
- Lease renewals require manual tracking across multiple systems, leading to missed deadlines and lost revenue
- Tenant onboarding involves copying data between 3-5 different platforms, taking 2-4 hours per unit
- Data reconciliation happens manually at month-end, consuming 10-15 hours of staff time
- Error detection is reactive—you find problems after they've caused issues with tenants or owners
Business impact:
- Time spent: 20-30 hours per week on manual data entry and system coordination
- Error rate: 5-8% of data transfers contain mistakes that require correction
- Missed renewals: 2-3% of leases slip through manual tracking systems
- Onboarding delays: New tenants wait 3-5 days for complete system setup
Manual processes work when you manage 50 units. At 500 units, they break your business.
The Solution Overview
This n8n automation system creates a central nervous system for property management operations. It connects ClickUp for task management, AppFolio for property data, email for communications, and Slack for team notifications. The workflow automatically imports data from AppFolio, creates tasks in ClickUp based on lease dates, sends renewal reminders via email, and alerts your team in Slack when action is needed. Error-checking nodes validate data at every step, catching problems before they reach tenants or owners.
What You'll Build
This automation system handles the complete property management workflow from data ingestion to team notification. Here's what you're building:
| Component | Technology | Purpose |
|---|---|---|
| Data Source | AppFolio API | Import property, tenant, and lease data |
| Task Management | ClickUp API | Auto-create onboarding and renewal tasks |
| Error Detection | n8n Function Nodes | Validate data integrity and flag anomalies |
| Email Automation | SMTP/Gmail | Send renewal notices and onboarding instructions |
| Team Notifications | Slack API | Alert staff to urgent actions and errors |
| Data Reconciliation | n8n Schedule Trigger | Daily sync between AppFolio and ClickUp |
| Workflow Orchestration | n8n Core | Connect all systems with conditional logic |
Key capabilities:
- Automated lease renewal tracking 60 days before expiration
- One-click tenant onboarding that creates tasks across all systems
- Daily data reconciliation with error flagging
- Conditional routing based on property type, lease status, and tenant history
- Audit trail of all automated actions
Prerequisites
Before starting, ensure you have:
- n8n instance (cloud or self-hosted version 1.0+)
- AppFolio account with API access enabled
- ClickUp workspace with API token
- Gmail or SMTP credentials for email sending
- Slack workspace with incoming webhook configured
- Basic JavaScript knowledge for Function nodes
- Understanding of REST API authentication
Step 1: Set Up AppFolio Data Ingestion
This phase pulls property and lease data from AppFolio into your n8n workflow. You'll configure the HTTP Request node to authenticate with AppFolio's API and retrieve lease records.
Configure AppFolio API Connection
- Add an HTTP Request node and set the method to GET
- Enter your AppFolio API endpoint:
https://api.appfolio.com/v1/leases - Add authentication header with your AppFolio API key
- Set request parameters to filter leases expiring in the next 90 days
Node configuration:
{
"method": "GET",
"url": "https://api.appfolio.com/v1/leases",
"authentication": "headerAuth",
"headerAuth": {
"name": "Authorization",
"value": "Bearer {{$credentials.appFolioApi.apiKey}}"
},
"qs": {
"status": "active",
"expires_within_days": "90"
}
}
Why this works:
AppFolio's API returns lease data in JSON format with all tenant and property details. By filtering for leases expiring within 90 days, you create a focused dataset for renewal workflows. The authentication header ensures secure access to your property data.
Variables to customize:
expires_within_days: Adjust to 60 or 120 based on your renewal timelinestatus: Add "pending" to catch pre-move-in leases
Step 2: Build Error-Checking Logic
Raw data from AppFolio needs validation before it triggers actions. This phase adds Function nodes that check for missing fields, invalid dates, and data inconsistencies.
Configure Data Validation
- Add a Function node after your AppFolio HTTP Request
- Write JavaScript to validate required fields exist
- Check date formats and calculate days until expiration
- Flag records with missing email addresses or invalid property IDs
Node configuration:
const items = $input.all();
const validatedItems = [];
const errorItems = [];
for (const item of items) {
const lease = item.json;
const errors = [];
// Check required fields
if (!lease.tenant_email) errors.push('Missing tenant email');
if (!lease.property_id) errors.push('Missing property ID');
if (!lease.expiration_date) errors.push('Missing expiration date');
// Validate date format
const expirationDate = new Date(lease.expiration_date);
if (isNaN(expirationDate.getTime())) {
errors.push('Invalid expiration date format');
}
// Calculate days until expiration
const today = new Date();
const daysUntilExpiration = Math.floor((expirationDate - today) / (1000 * 60 * 60 * 24));
if (errors.length > 0) {
errorItems.push({
json: {
...lease,
validation_errors: errors,
flagged_at: new Date().toISOString()
}
});
} else {
validatedItems.push({
json: {
...lease,
days_until_expiration: daysUntilExpiration,
validated: true
}
});
}
}
return [validatedItems, errorItems];
Why this approach:
Validation at the data ingestion point prevents bad data from triggering incorrect workflows. By separating valid and error items into different output paths, you can route errors to a Slack notification while valid records continue to task creation. The days_until_expiration calculation enables conditional routing based on urgency.
Step 3: Create ClickUp Tasks Automatically
Valid lease records now trigger automatic task creation in ClickUp. This phase maps AppFolio data to ClickUp task fields and assigns tasks based on property type or team structure.
Configure ClickUp Integration
- Add a ClickUp node set to "Create Task" operation
- Map AppFolio fields to ClickUp task properties
- Set task due dates based on lease expiration minus 30 days
- Assign tasks to team members using conditional logic
Node configuration:
{
"operation": "create",
"listId": "{{$json.property_type === 'commercial' ? '123456789' : '987654321'}}",
"name": "Lease Renewal: {{$json.tenant_name}} - {{$json.property_address}}",
"description": "Lease expires on {{$json.expiration_date}}
Days remaining: {{$json.days_until_expiration}}
Tenant: {{$json.tenant_email}}
Property: {{$json.property_id}}",
"dueDate": "{{$json.expiration_date - (30 * 24 * 60 * 60 * 1000)}}",
"priority": "{{$json.days_until_expiration < 30 ? 1 : 3}}",
"assignees": ["user_id_from_property_manager_field"]
}
Critical configuration:
- Use different ClickUp list IDs for residential vs commercial properties
- Set priority to 1 (urgent) when expiration is under 30 days
- Include all AppFolio data in task description for easy reference
- Map the property manager from AppFolio to ClickUp assignee
Step 4: Configure Email and Slack Notifications
Tasks are created, but your team needs immediate awareness. This phase adds email notifications to tenants and Slack alerts to staff.
Configure Email Automation
- Add a Gmail or SMTP node after ClickUp task creation
- Create email templates for renewal notices
- Personalize with tenant and property data
- Set up conditional sending based on days until expiration
Email node configuration:
{
"to": "{{$json.tenant_email}}",
"subject": "Lease Renewal Notice - {{$json.property_address}}",
"emailType": "html",
"message": "<p>Dear {{$json.tenant_name}},</p><p>Your lease at {{$json.property_address}} expires on {{$json.expiration_date}}.</p><p>Please contact us to discuss renewal options.</p>"
}
Configure Slack Notifications
- Add a Slack node for error alerts
- Send messages to #property-management channel
- Include error details and links to AppFolio records
- Tag team members for urgent items
Slack node configuration:
{
"channel": "#property-management",
"text": "⚠️ Data validation error detected",
"attachments": [{
"color": "danger",
"fields": [
{"title": "Property", "value": "{{$json.property_address}}", "short": true},
{"title": "Errors", "value": "{{$json.validation_errors.join(', ')}}", "short": false},
{"title": "Action", "value": "Review in AppFolio: {{$json.appfolio_url}}", "short": false}
]
}]
}
Workflow Architecture Overview
This workflow consists of 12 nodes organized into 4 main sections:
- Data ingestion (Nodes 1-3): Schedule trigger runs daily at 6 AM, HTTP Request pulls AppFolio data, Function node validates records
- Task creation (Nodes 4-6): IF node routes by validation status, ClickUp node creates tasks for valid records, Set node prepares email data
- Notifications (Nodes 7-10): Gmail node sends tenant emails, Slack node alerts team of errors, second Slack node confirms successful runs
- Error handling (Nodes 11-12): Error Trigger catches workflow failures, Slack node sends critical alerts to #tech-alerts
Execution flow:
- Trigger: Schedule node runs daily at 6:00 AM
- Average run time: 45-90 seconds for 100 lease records
- Key dependencies: AppFolio API, ClickUp API, Gmail SMTP, Slack webhook
Critical nodes:
- Function (Validation): Prevents bad data from creating incorrect tasks or emails
- IF (Route by Status): Separates error records from valid records for different handling
- ClickUp (Create Task): Central action that triggers all downstream work
The complete n8n workflow JSON template is available at the bottom of this article.
Key Configuration Details
AppFolio API Integration
Required fields:
- API Key: Your AppFolio API key from Settings > Integrations
- Endpoint:
https://api.appfolio.com/v1(use v1, not v2) - Timeout: 60 seconds for large property portfolios
Common issues:
- Using wrong API version → Results in 404 errors. Always use /v1/ endpoints
- Missing rate limit handling → Add a Wait node between batch requests
- Incorrect date filtering → AppFolio expects ISO 8601 format:
2024-01-15T00:00:00Z
ClickUp Configuration
Required credentials:
- API Token: Generate from ClickUp Settings > Apps > API
- List IDs: Find by opening a list and copying ID from URL
- Custom field IDs: Required if you track property-specific data
Why this approach:
Using separate ClickUp lists for commercial and residential properties enables different task templates and workflows. The conditional list assignment in the ClickUp node routes tasks automatically based on property type from AppFolio.
Variables to customize:
dueDate: Change from 30 days before expiration to 45 or 60 dayspriority: Adjust thresholds based on your team's capacityassignees: Map to different team members by property region or type
Testing & Validation
Test each component independently:
- AppFolio connection: Run the HTTP Request node manually and verify it returns lease data
- Validation logic: Check the Function node output for both valid and error paths
- ClickUp creation: Manually execute with sample data to confirm tasks appear correctly
- Email delivery: Send test emails to yourself before enabling tenant notifications
- Slack alerts: Verify messages reach the correct channels with proper formatting
Common troubleshooting:
- No data from AppFolio: Check API key permissions and date range filters
- Tasks not created: Verify ClickUp list IDs and assignee user IDs exist
- Emails not sending: Confirm Gmail "Less secure app access" is enabled or use App Password
- Validation errors: Review Function node console output for JavaScript errors
Deployment Considerations
Production Deployment Checklist
| Area | Requirement | Why It Matters |
|---|---|---|
| Error Handling | Retry logic with exponential backoff on API nodes | Prevents workflow failure from temporary API outages |
| Monitoring | Slack notification on successful completion | Confirms daily runs execute without manual checking |
| Rate Limits | Wait nodes between batch API calls | Avoids hitting AppFolio or ClickUp rate limits |
| Data Backup | Export workflow JSON weekly | Enables quick recovery if workflow is accidentally modified |
| Documentation | Comment each Function node with business logic | Reduces troubleshooting time from hours to minutes |
| Credentials | Use n8n credential system, never hardcode | Prevents security breaches and simplifies credential rotation |
Production optimization:
- Enable workflow execution history retention for 30 days minimum
- Set up separate workflows for onboarding vs renewals to reduce complexity
- Use n8n's webhook trigger for real-time AppFolio updates instead of daily schedule
- Implement data caching to reduce API calls for frequently accessed property data
Use Cases & Variations
Use Case 1: Multi-Family Property Onboarding
- Industry: Residential property management
- Scale: 200+ units across 15 properties
- Modifications needed: Add Airtable node to track move-in checklists, connect to DocuSign for lease signing automation, create separate ClickUp lists per property
Use Case 2: Commercial Lease Renewals
- Industry: Commercial real estate
- Scale: 50 commercial tenants with complex lease terms
- Modifications needed: Add 90-day and 180-day renewal notices, integrate with accounting system for rent escalation calculations, create custom ClickUp fields for CAM charges and lease options
Use Case 3: Vacation Rental Turnover
- Industry: Short-term rental management
- Scale: 75 vacation properties with weekly turnovers
- Modifications needed: Replace lease expiration logic with checkout date triggers, add cleaning service API integration, connect to pricing tools for dynamic rate adjustments
Use Case 4: HOA Management Automation
- Industry: Homeowners association management
- Scale: 500+ HOA units across multiple communities
- Modifications needed: Add violation tracking workflow, integrate with payment processing for dues collection, create board meeting agenda automation from ClickUp tasks
Customizations & Extensions
Alternative Integrations
Instead of AppFolio:
- Buildium: Requires OAuth2 authentication, similar API structure—swap HTTP Request node credentials
- Propertyware: REST API with different endpoint structure—modify URL paths and field mappings
- Rent Manager: SOAP API requires XML formatting—add XML parser Function node before validation
Instead of ClickUp:
- Asana: Better for larger teams—requires project GID instead of list ID, similar task creation flow
- Monday.com: Visual workflow boards—use different node, map to board columns instead of lists
- Notion: Database-style task management—requires page creation API, more complex data structure
Workflow Extensions
Add automated reporting:
- Add a Schedule node to run weekly on Monday at 8 AM
- Connect to Google Sheets API to export renewal pipeline data
- Generate executive summary with lease expiration counts by month
- Nodes needed: +4 (Schedule, Google Sheets, Function for aggregation, Gmail for report delivery)
Scale to handle more properties:
- Replace daily schedule with webhook trigger for real-time updates
- Add batch processing to handle 1000+ leases (process 100 at a time)
- Implement Redis caching for frequently accessed property data
- Performance improvement: Real-time updates instead of 24-hour delay
Integration possibilities:
| Add This | To Get This | Complexity |
|---|---|---|
| DocuSign API | Automated lease signing workflows | Medium (6 nodes) |
| Stripe/Payment API | Rent collection automation | Medium (8 nodes) |
| Twilio SMS | Text message reminders to tenants | Easy (3 nodes) |
| Google Calendar | Sync lease dates to team calendars | Easy (4 nodes) |
| Airtable | Visual property management dashboard | Medium (5 nodes) |
| Zapier webhook | Connect to 1000+ other apps | Easy (2 nodes) |
Advanced error handling:
- Add a second validation pass after ClickUp task creation to confirm tasks were created correctly
- Implement a "dead letter queue" workflow that collects failed records for manual review
- Create a dashboard in Grafana or similar to visualize error rates over time
- Set up PagerDuty integration for critical failures that require immediate attention
Next Steps
Ready to automate your property management operations?
- Download the template: Scroll to the bottom of this article to copy the n8n workflow JSON
- Import to n8n: Go to Workflows → Import from URL or File, paste the JSON
- Configure your services: Add your API credentials for AppFolio, ClickUp, Gmail, and Slack
- Test with sample data: Run the workflow manually with 5-10 test lease records before going live
- Deploy to production: Set your schedule trigger to daily at 6 AM and activate the workflow
Immediate actions:
- Document your current manual process to identify additional automation opportunities
- Map your AppFolio data fields to ClickUp custom fields for complete data transfer
- Create email templates for different lease scenarios (renewal, non-renewal, month-to-month)
- Set up Slack channels for different notification types (#renewals, #errors, #onboarding)
Need help customizing this workflow for your specific property management needs? Schedule an intro call with Atherial.