Property Tree, surfaced inside the email the PM is already reading.
A custom Outlook add-in pulling Property Tree property, tenancy and owner data into the email context, and writing interaction outcomes back into HubSpot. Built for an Australian residential property management business managing thousands of tenancies.
The job, on a Tuesday morning
It’s 10am. An email arrives about 12 Smith Street.
Without the add-in
- Read the email.
- Switch to Property Tree.
- Search for 12 Smith Street.
- Open the property record.
- Find the current tenancy.
- Find the owner contact.
- Check the maintenance history.
- Work out who to call.
- Switch back to Outlook.
- Write the reply.
- Repeat. All day. Every day.
With the add-in
- Read the email. The Property Tree panel has already loaded with current tenancy, owner contact, lease dates, and any open work orders for 12 Smith Street.
- Write the reply.
Multiply by the number of property-related emails a PM reads in a day. The unit of value is not the panel. It is the alt-tab that didn’t happen.
Case study (anonymised)
An Australian residential PM business. Thousands of tenancies. One pilot user.
The business was running Property Tree as the embedded system of record. HubSpot had been introduced as the new layer for lead-to-tenancy sales motion and owner communications. The integration sat at the intersection. Off-the-shelf bridges did not handle the residential PM workflow at the granularity property managers actually needed.
We built the RYB PM Assistant as a Microsoft 365 Outlook add-in deployed via Integrated Apps. We piloted it with a single property manager first, confirmed she was using it daily, then deployed it tenant-wide. Interaction outcomes flow back into HubSpot so renewals and owner-side cross-sell opportunities surface in the right deal pipeline.
What the add-in surfaces
- Property context. Address detection in the email body. Live Property Tree lookup. Tenancy and owner contact returned inline.
- Open work orders. Any active maintenance for that property, without leaving Outlook.
- Lease and renewal dates. Renewal countdown visible during owner conversations.
- Degrades gracefully. Property Tree unavailable? Add-in still loads, tells you context is offline, gets out of the way.
- HubSpot writeback. Conversation outcomes flow into deal pipelines and ticket queues.
How it’s built
An Outlook add-in. Per-user OAuth against Property Tree. AWS Lambda backend.
The add-in is a Microsoft 365 Outlook add-in deployed via the tenant Integrated Apps catalogue, so every property manager gets it automatically. The backend is AWS Lambda hitting the Property Tree REST API with per-user OAuth grants, so each PM only sees properties they have rights to. HubSpot writeback runs as a separate workflow with its own audit trail.
Error handling is deliberate. A Property Tree API outage degrades the add-in to "context unavailable" rather than blocking email. Every API call is logged. The client owns the code at handover and can add new context fields to the add-in panel without us.
Running Property Tree with HubSpot bolted on?
Thirty minutes on a call. We will tell you whether an Outlook add-in is the right shape for your team, or whether the integration belongs somewhere else in the workflow.
Book a discovery callOr back to the Integrations hub · Tom Leyden · tom.leyden@redyellowblue.com.au · +61 413 432 185