Unlocking the Full Power of Propman Through Consultancy

Susan Metcalfe Residential has relied on Propman to manage its property management and finance functions since 2015. The system had become a dependable part of the business’s day-to-day operations, helping to run key processes like service charges, year-end accounting, and financial reporting. However, one area remained disconnected: lettings.

Until 2025, while Propman supported most departments, the lettings team continued to operate using a legacy system that was no longer fit for purpose. The challenges of using this legacy system were felt across the board: duplicate data entry, inconsistent reporting, and limited integration with other departments.

Solution: Expert-Led Migration and Consultancy Support

Recognising the need to consolidate operations into one system, the Susan Metcalfe team worked closely with Grosvenor Systems to plan and implement a full lettings migration into Propman. From the outset, the business opted for a consultancy-led approach not just to transfer data, but to make sure the solution was tailored, thorough, and well supported.

Firstly, as the older system did not allow for structured data export, the migration required a manual process. Our Client Services Manager, Adam Gardner, led the project, rebuilding each lettings record within Propman manually. 

Beyond the migration, Adam’s consultancy proved central to the success of the project. He worked closely with the team to tailor the system around their needs, advise on best practices and train the team to implement new processes. His responsiveness, product knowledge, and ability to adapt his recommendations to the specific demands of the business helped the team feel confident throughout the process.

Outcome: One System, Greater Accuracy and Stronger Collaboration

The migration has brought Susan Metcalfe Residential’s operations into a single platform with lettings, finance, and property management now fully integrated within Propman. The result has been a noticeable improvement in both efficiency and visibility across teams.

Having everything in one place has eliminated duplication, reduced the risk of error, and improved the flow of information between departments.

The system’s structure has also helped improve data discipline. With journal entries required for any changes, Propman encourages accuracy and accountability, particularly in financial processes. The ability to trace actions and maintain clear records has made it easier for the team to rely on the data they’re working with, something that had previously been a challenge in more flexible or less structured systems.

Conclusion: Getting More from a Trusted System

For Susan Metcalfe Residential, this wasn’t a story about choosing a new system it was about getting more from one they already trusted. By working closely with the Grosvenor Systems consultancy team, they’ve been able to bring previously disconnected functions into Propman, improve day-to-day operations, and create a more joined-up, accurate, and collaborative way of working.

Their experience shows the value of ongoing consultancy and training, not just at the point of onboarding, but throughout the lifecycle of a system. With the right support, even long-term users can unlock new value, improve processes, and strengthen their operations for the future.