How Ray White Unley Simplified Maintenance and Boosted Team Performance with Tapi

A Fresh Approach to Maintenance Management

For Lachlan Turner, Operations Manager at Ray White Unley, leading a high-performing property management team means constantly looking for ways to work smarter - not just harder.

‍

“I’m always reviewing our systems,” Lachlan explains. “Even if I’m happy with what we’re using, I keep meeting with providers because if you’re not moving forward, you’re falling behind.”

‍

That mindset led Lachlan and his team to Tapi - and within weeks, they knew they’d made the right decision.

‍

The Challenge: Over-Promised Software, Under-Delivered Results

Before Tapi, the team’s previous maintenance system simply wasn’t keeping up.

It promised end-to-end functionality, but the reality was clunky workflows, missing reporting, and poor visibility across portfolios.

‍

“We came from a previous software that just wasn’t meeting expectations,” says Lachlan. “There were about a dozen key things it failed to deliver - tracking overdue jobs, understanding trade performance, or even seeing what was outstanding. It all took too much time.”

‍

When Lachlan heard about Tapi through the PM Collective, he was intrigued. After seeing how established agencies were using it successfully, he decided to make the switch.

‍

“The setup was incredibly smooth. Everything from our old platform moved over easily, and it was intuitive for our team to start using right away.”

‍

The ‘Aha’ Moment: Data That Drives Decisions

For Lachlan, the turning point came when he realised Tapi wasn’t just a workflow tool - it was a visibility engine.

‍

“From an operations point of view, I need strong reporting - things like jobs open for more than 60 days, what trades are behind, and what’s outstanding. Tapi does all of that with a couple of clicks. It’s been a game-changer for oversight.”

‍

That transparency has helped the team quickly identify bottlenecks and stay proactive across hundreds of properties.

No more chasing spreadsheets or relying on memory - just clear, live data.

‍

Support That Feels Like a Partnership

Changing software can be daunting. But for Lachlan, Tapi’s approach made all the difference.

‍

“The knowledge base is excellent. I’m very procedural, so being able to link a property manager directly to a how-to guide keeps consistency across the business,” he says.

‍

“And the support team - they’re fantastic. I love the conversational tone. It’s not the formal, ‘thank you for your email’ language we see everywhere else. It feels approachable, human, and helpful.”

‍

That style, Lachlan says, has made Tapi feel more like an extension of his operations team than a third-party vendor.

‍

Integration That Eliminates Double Handling

One of the biggest wins came with the rollout of Tapi’s integration with Inspection Express.

Ray White Unley | Colonel Light Gardens runs a slightly different model - inspection managers complete routines on-site while property managers stay focused on communication and client relationships.

‍

“Before the integration, inspection reports created a lot of manual data entry. Now, the inspection manager enters maintenance items while on-site, and they flow straight through to Tapi,” explains Lachlan.

“It even labels the job as coming via an inspection, so if I need to follow up, I know exactly where it originated.”

‍

This simple change has transformed the team’s efficiency - no more re-entering maintenance notes, no more confusion about where a job started, and clearer conversations with landlords.

‍

“It’s also great for combining jobs. Sometimes we get five separate issues from an inspection - now we can merge them in Tapi and send them as one clean update to the owner.”

‍

Accountability in Every Conversation

Beyond efficiency, Tapi has helped the team at Ray White Unley bring more structure and accountability into owner communication.

‍

“At inspections, we often note things that aren’t urgent maintenance - like structural cracking or general wear. Before Tapi, those items might get glossed over. Now we record them in Tapi, and owners get a clear yes/no approval step.”

‍

That small feature has had a big impact.

‍

“It gives us a record of whether an owner has declined a recommendation. In an environment where costs are tight, it’s crucial to know who’s approved what - and it’s all in writing.”

‍

The Results

• Faster, more confident maintenance decisions
• Seamless integration between Inspection Express and Tapi
• Automated visibility into overdue jobs and trade performance
• Reduced data entry for property managers
• Clear accountability across all maintenance records

‍

Continuous Improvement, Simplified

For Lachlan, Tapi has become more than just a piece of software - it’s a tool that empowers his team to evolve, adapt, and stay ahead.

‍

“There’s been nothing since moving to Tapi that’s disappointed us - everything works as promised. It’s specific, it’s powerful, and it’s designed for property management. That’s what sets it apart.”

‍

‍

‍