Overview of She Built an Entire Real Estate Portfolio in Just 2 Years with THESE Tools (Real Estate Rookie Podcast)
This episode of the Real Estate Rookie Podcast (hosts Ashley Kerr and Tony J. Robinson) features Jamie Banks returning to explain how she scaled a cash‑flowing real estate portfolio in two years by building systems, SOPs, and a tech stack that let her run multiple rentals across markets without losing control. The conversation focuses on practical, tactical steps: what tools to use, how to create repeatable processes, when to move from spreadsheets to a project management platform, and how to make SOPs useful rather than perfect.
Key takeaways
- Systems become essential as you scale: what’s manageable for 1–2 properties becomes chaotic at 5+ without a single source of record and repeatable processes.
- Start simple: a centralized spreadsheet (master entity/property list) is better than nothing for one property.
- Automate repetitive workflows and reminders (permits, pest control, maintenance) to avoid costly mistakes and burnout.
- SOPs should be created for recurring or delegable tasks; they’re living documents — iterative improvement is expected.
- Use the right tool for the job: spreadsheets for small portfolios, a work/CRM platform (e.g., monday.com) or PM software when you need automations and team coordination.
- Use Loom/Scribe for visual SOPs, and ChatGPT to format, expand, or combine SOPs and to act as a searchable knowledge base.
- Require structured intake (e.g., maintenance request form + QR code at the property) to keep communications centralized and auditable.
Tools and software mentioned
- Project/work management / CRM: monday.com (used by hosts and guest, recommended for automations, reminders, analytics)
- Spreadsheets: Google Sheets / Excel (good first step; “master entity list”)
- SOP creation/video capture: Loom, Scribe
- AI / documentation: ChatGPT (formatting SOPs, merging docs, feeding company docs to create searchable knowledge)
- Property management / channel management: Hospitable (short‑term), TurboTenant (long‑term); other mentions: OwnerRez, Lodgify
- Accounting & bookkeeping: QuickBooks, Stessa
- Business banking / rent collection: Relay, Baselane (Baselane noted as BiggerPockets partner)
- Other sponsor/partner tools (mentioned in ads): Lightstone Direct, Rent‑to‑Retirement, PPR/PPRCAR, Avail, Host Financial, DraftKings Predictions
Practical blueprint: where to start (step‑by‑step)
- Centralize a system of record
- Create a master entity/property spreadsheet with LLC names, EINs, property addresses, lender info, bank routing/account numbers, vendor contacts, permits, trash schedule, lock types, etc.
- Identify recurring and delegable tasks
- Ask: “Will someone need to do this again?” and “Will I delegate this?”
- Create SOPs for the tasks above
- Use Loom/Scribe to capture screen/process + ChatGPT to clean/format/edit.
- Keep initial SOPs short — enough for someone to complete the task or to ask just one clarifying question.
- Centralize intake and logging
- Require maintenance requests through a form (QR code at property) so every request triggers automated workflow and is logged.
- Build automations (in monday.com or similar)
- Due‑date reminders (90/60/30/21/7 days) for permits, pest control, contract renewals, etc.
- Automatically notify VAs, vendors, and investors; auto‑generate owner/investor reports.
- Delegate & iterate
- Train VAs on SOPs. Regularly review logs and quarterly asset management to convert repeated repairs into replacements.
- Integrate accounting and banking
- Use business bank built for real estate to avoid personal payment caps and messy transaction tracking; integrate with QuickBooks or bookkeeper.
Example: maintenance SOP (condensed version)
- Intake: Tenant fills maintenance form (QR code on fridge).
- Auto-response: Tenant receives confirmation and urgency guidance (business hours vs emergency).
- Routing: monday.com automation assigns ticket to VA and selects vendor from market‑specific vendor board based on category.
- Communication: Vendor and tenant are notified by email; all messages logged in the ticket board.
- Documentation: VA logs every contact/update in the ticket. Attach receipts, photos, and invoices.
- Follow‑up: Issue closed when completed and logged. During quarterly review, flag repeated repairs → replace if cost > threshold.
How to decide tool scope (Spreadsheet vs PM vs PM software)
- Spreadsheet (Google Sheets/Excel): Use if you have 1–2 properties and just need a single centralized list.
- Work/CRM platforms (monday.com / Asana / ClickUp / Notion / Airtable): Use when you need automation, team workflows, reminders, centralized logging, and analytics but don’t need rent collection/channel management. Good for scaling and building SOP-driven teams.
- Property management software (OwnerRez, Hospitable, Lodgify, TurboTenant, etc.): Use if you need channel management, pricing automation, tenant portals, and integrated rent collection. You may still keep a work platform as your source of record if you need broader business workflows (hiring, investor reporting, acquisitions pipeline).
Common pitfalls and fixes
- Multiple payment methods: Consolidate business payments to a single business bank (Relay, Baselane) to avoid caps, messy reconciliations and tax headaches.
- Fragmented communication channels: Enforce a single intake method (forms, platform messages) and log everything in your system of record.
- Waiting for “perfect” SOPs: Ship iterative SOPs. If a VA can do A→B without asking 20 questions, it’s successful.
- Not tracking once‑a‑year items: Store inspection reports, insurance policies, warranties and renewal dates in the centralized system.
- Ignoring analytics: Use your system to track repair frequency and costs; convert repeated repairs into replacements to save money.
When is a system “broken” and needs fixing?
- You spend more time thinking about how to do a process than executing it.
- Team members or VAs can’t proceed without asking multiple questions.
- You repeatedly miss renewals, renew permits late, or double fees.
- You experience burnout or must turn away deals/clients because operations are reaching capacity.
Quick SOP checklist / template (what to include)
- Title & purpose
- Scope (which properties/entities)
- Trigger (what starts the process)
- Roles & responsibilities (who does what)
- Step‑by‑step actions (numbered)
- Forms, links, log locations (Google Drive, monday.com board links)
- Expected timelines / SLAs
- How to close the task and what to log
- Escalation path + owner for updates
Actionable next steps (30/60/90 day plan)
- 0–30 days: Create a master entity/property Google Sheet; identify top 3 recurring tasks (rent collection, maintenance intake, bookkeeping).
- 30–60 days: Build SOPs for those 3 tasks using Loom/Scribe + ChatGPT; set up a simple monday.com board or expanded spreadsheet with reminders for critical dates.
- 60–90 days: Delegate tasks to a VA, integrate bookkeeping with QuickBooks, move rent collection to a business banking/collection platform (Baselane/Relay), and run your first quarterly maintenance/repair audit to convert repeat repairs into replacements.
Notable quotes
- “If you’re spending more time thinking about how to do the process than doing the process, it’s broken.”
- “The SOP is the base of how you want something to happen. It’s a living document — ship it, iterate, delegate.”
Where to find Jamie Banks
- Jamie said she’s most active on Instagram under her name + “real estate” — search “Jamie Banks real estate” or try @JamieBanksRealEstate to connect.
This summary gives you a condensed playbook: centralize a source of record, SOP recurring/delegable tasks, use Loom/Scribe + ChatGPT to create SOPs quickly, pick a platform (start with Google Sheets; move to monday.com or PM software when you need automations), and iterate continuously. Implement the 30/60/90 checklist to move from chaos to clarity.