File organization for property managers. Every doc to the right unit.
Sortio organizes per-unit folders, lease lifecycle docs, maintenance reports, vendor invoices, owner statements, and tenant ledgers. Buildium and Rent Manager integrations are shipping in the next release, so files routed to a property in Sortio upload directly to the matching unit, lease, or work order entity.
How per-unit filing works
Four steps from a mixed-property document pile to clean per-unit and per-lease folders.
Drop the property intake
Point Sortio at your Downloads folder, your shared property management drive, or per-property folders. Lease packets, maintenance reports, vendor invoices, owner statements, tenant correspondence: everything you handle in a typical month.
Read by property and unit
Sortio extracts the property address, unit number, tenant name, lease dates, and document type from each file. A maintenance work order at 1127 Cornell Apt 4B gets recognized as a separate entity from Apt 4A or the building common area.
Route per unit and lease
Each file lands under the right Property / Unit / Lease folder structure. Tenant ledger PDFs and lease packets follow the active lease; vendor invoices follow the property; maintenance reports follow the work order. You preview every assignment before files move.
Upload to Buildium or Rent Manager
When the integrations ship, files routed to a property in Sortio upload directly into the matching Buildium or Rent Manager entity (property, unit, lease, work order). Until then, files land cleanly on disk and you upload through the platform UI in batches.
The property management filing problem
Six patterns we hear from independent property managers, multifamily operators, and HOA managers running on Buildium, Rent Manager, or a shared drive.
120 units, one Downloads folder
A property manager runs 8 buildings, 120 units, 110 active leases. Every week brings 60-plus loose files: lease addenda, vendor invoices, work orders, owner statements, tenant disputes. They all land in one Downloads folder and the routing into Buildium or the shared drive happens manually.
Maintenance reports filed to the wrong unit
Plumber finishes a call. The work order PDF gets emailed over with a vague filename like 240412_invoice.pdf. Someone files it under the wrong unit. Three months later the tenant asks about the leak history and you cannot find the original work order.
Lease lifecycle docs scattered
A lease has an application, a screening report, the signed lease, addenda, renewal notices, lease violations, eviction filings, move-out inspection, and security deposit reconciliation. Across 110 leases that is 1,500 documents that need to live under the right lease, not just the right unit.
Tenant ledgers and owner statements piled together
Monthly accounting exports from Buildium or Rent Manager land in a single folder. The owner statements need to go to owners; the tenant ledgers need to go in tenant folders; the property-level reconciliations need to stay with the building. Splitting by hand is a multi-hour monthly task.
Regulatory retention is invisible
Fair Housing requires record retention. State-specific rules add their own retention rules for security deposits, eviction filings, and lease applications. When everything lives in one flat folder, retention compliance is effectively impossible to audit.
Move-out chaos
A unit turns. You need the original lease, the security deposit receipt, the move-in inspection, every work order, the move-out inspection, and the deposit disposition. These live across five folders or, worse, scattered across three different platforms. Pulling them together is a half-day job.
Document types Sortio recognizes
The categories that show up across a typical month of property management work.
Lease lifecycle docs
Rental applications, screening reports, signed leases, lease addenda, pet agreements, parking assignments, renewal notices, rent change notices, lease violations, eviction filings, move-out inspections, security deposit disposition letters. Each routes under the active lease, with the lease folder lifecycle preserved.
Maintenance reports and work orders
Vendor invoices for plumbing, HVAC, electrical, pest control, painting, and turnover work. Sortio reads each one for the property, unit, work order number, vendor name, and service date. Routes under the matching unit and links to the originating work order when one is referenced.
Vendor invoices and 1099 prep
AP invoices from cleaning crews, landscapers, snow removal, HOA dues, utility bills. Sortio recognizes recurring vendors and routes by property and expense category. At year end, the same routing produces a clean per-vendor folder for 1099-NEC preparation across all your properties.
Owner statements and reports
Monthly owner statements, cash flow reports, year-end summaries, capital improvement schedules. Sortio splits these by owner and routes into per-owner folders so handoff to a CPA or to the owner directly is one folder deep.
Tenant ledgers and correspondence
Tenant payment ledgers, NSF notices, late fee assessments, three-day notices, written correspondence with tenants about repairs or complaints. Each routes under the active lease, with date ordering so a dispute history is easy to reconstruct.
Compliance and regulatory docs
Fair Housing complaints, Section 8 paperwork, HUD inspection reports, local code violation notices, registration certificates, business licenses. Routed into a compliance folder per property with retention tags so audits are answerable.
Built for Buildium and Rent Manager
The Buildium and Rent Manager integrations are shipping in the next Sortio release alongside dotloop and Zotero. Buildium uses an API-key auth flow against your Buildium account; Rent Manager uses the rmAPI / WAPI12 partner program with token auth. Both pull your property, unit, lease, and work order entities directly into the matcher so a file routed to "1127 Cornell Apt 4B" uploads to the right unit, lease, and work order attachment slot.
Until then, Sortio works alongside both platforms via the filesystem: point it at the local sync folder your Buildium or Rent Manager exports write to, or at your Downloads folder, and it routes the documents into clean per-unit folders on disk. You upload through the platform UI as you do today, just with files that are already named and organized.
For property managers on AppFolio, Yardi Breeze, or other platforms: the filesystem workflow above already works. Native AppFolio integration is on the Tier 2 roadmap once the BD work clears.
Simple pricing
Independent PMs and small operators start with Pro. Multifamily operators and HOA management companies graduate to Team for shared rules across leasing agents, maintenance coordinators, and bookkeepers.
Property management FAQ
Questions from independent property managers, multifamily operators, and HOA managers evaluating Sortio for per-unit filing and platform integration.
Sortio is built for the property management document mix: per-unit folders, lease lifecycle docs, maintenance reports, vendor invoices, owner statements, and tenant ledgers. It runs on Mac and Windows, classifies files locally, and is shipping native integrations with Buildium and Rent Manager so files routed to a property upload into the matching unit, lease, or work order entity.
The Buildium integration is shipping in the next Sortio release alongside Rent Manager, dotloop, and Zotero. It uses Buildium's API key flow and lists your properties, units, leases, and work orders for the container picker so a file routed to a property in Sortio uploads to the matching Buildium entity. Until then Sortio works alongside Buildium via the filesystem: organize the files cleanly on disk, then upload through the Buildium UI.
Yes, with the Rent Manager integration shipping next. It uses the rmAPI / WAPI12 partner program with token-based auth, lists tenants, properties, units, and work orders, and supports signed-URL attachment uploads with checksum validation. For property managers on Rent Manager today, Sortio works against the local files Rent Manager exports or syncs and routes them into per-unit folders.
Drop a folder of mixed property documents into Sortio. It extracts the property address, unit number, tenant name, lease dates, and document type from each file, then routes into Property / Unit / Lease subfolders. A maintenance work order at 1127 Cornell Apt 4B gets recognized as a separate entity from Apt 4A, and the unit's lease history stays intact as tenants turn over.
Each lease gets its own folder under the unit, with subfolders for application and screening, signed lease and addenda, renewals, violations and notices, ledger and payments, and move-out. As a tenant moves through that lifecycle, Sortio routes new documents into the right phase folder. When the lease ends, the whole lease folder packs into an archive labeled with the move-out date and the security deposit disposition.
Yes. Sortio recognizes recurring vendors (plumbers, landscapers, cleaning crews, snow removal) and routes invoices by vendor and property. At year end, the same routing produces a per-vendor folder with all invoices for the tax year, which makes 1099-NEC preparation a one-folder export to your CPA. See the accountants page for the deeper pattern.
The Rule Builder lets you encode state-specific retention rules (security deposit records, eviction filings, Fair Housing inquiries) and tags each closed lease folder with a retention class. When the retention window expires, the same rule surfaces archives for deletion review. Sortio never deletes files automatically; it gives you the inventory so retention decisions are auditable.
Not unless you choose the cloud classifier. In Ollama mode no document content (and no filenames) crosses the network. In BYOK mode requests go from your machine directly to your provider on your account. With the Sortio default classifier, filenames and extracted entities are sent for matching but redacted from logs after 30 days. For tenant screening reports with SSNs, we recommend Ollama or BYOK.
Filesystem mode works with any platform that writes documents to disk or exports them as PDF. Native AppFolio integration is on the Tier 2 roadmap once Stack partner BD clears. Yardi Voyager and Yardi Breeze are deferred (Yardi Breeze requires 3 mutual clients before partner status, Yardi Voyager is enterprise-sales-led). Propertyware requires a paying customer on the $1/unit/month API tier to justify the build.
AI Sort completes a 60-file weekly intake in under a minute on Pro on a modern Mac. For larger historical archives (a multi-year backlog of 30,000 maintenance reports), use the Rule Builder. Rule-based sorts process unlimited files instantly at no AI credit cost.
Yes, that is exactly the Pro target. $14.99 per month or $99 per year includes the per-unit routing, 5,000 AI credits, BYOK, and the Buildium and Rent Manager integrations when they ship. For larger operations, the Team plan ($29 per seat per month) adds a shared rule library across leasing agents and bookkeepers.
Sortio ships for macOS, Windows, and Linux. Most property management shops we work with are on Windows; some are on Mac with a Windows VM for legacy software. The Buildium and Rent Manager integrations work identically on both platforms.
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