When digital tools promise to save you time but feel like more work, it’s usually a sign that something is not set up right. Enter Forms Live: your integration superhero.
"I was almost at the end of the trial with Forms Live and I thought, 'This is S*! There’s too much data entry!' I called Chelsea and we talked about creating templates so I could build out what I wanted as standard. Then she asked me if I had turned on the integration with Property Me. OMG. I take it all back, amazing!! What a gamechanger. Thank you, Chelsea." — Christina Guirguis, Senior Associate, Harcourts Move
This frustration is something we hear often — especially from busy property managers and principals who know their team could be more efficient but aren’t sure what’s missing. The good news? That 'missing piece' is usually a few clicks away.
When digital tools promise to save you time but feel like more work, it’s usually a sign that something is not set up right.
Managing real estate forms and data can often feel like a juggling act — multiple platforms, manual entry, and navigating a maze of compliance requirements. Enter Forms Live: your integration superhero that simplifies this by seamlessly connecting your CRM and trust accounting software, automatically populating compliant forms and sending documents for signing. This seamless integration not only reduces errors but also frees up valuable time in your day. It’s like having a personal assistant who never sleeps, never complains, and never steals your stapler.
That’s why turning on integrations early in your trial is so important — it helps property managers and admins experience the time-saving benefits right away, and helps Principals see just how much smoother the whole team can operate when tools are working together.
And here’s the best part — all that saved time? It doesn’t disappear into the void like those lost tenant keys. Instead, it gives you the chance to focus on what really matters. Whether that’s building stronger client relationships, enjoying a well-deserved coffee break, or simply getting the kids to soccer practice on time, Forms Live integrations give you back the hours you need to work smarter, not harder.
However, even powerful tools like these can fall short if they’re not set up correctly from the start. Here’s how to avoid making mistakes before they cost you time and sanity.
One of the most common mistakes we see at Forms Live is that new clients treat us just as a simple paperwork replacement that they need to add ONTO their business. Sure, we can handle forms — but that’s only scratching the surface. When users limit themselves to sending out documents without fully connecting Forms Live to their systems, you end up doing a lot of manual data entry across different platforms. This bottlenecks your productivity and ironically gives you more work to do.
But when you reframe Forms Live as part of your operational backbone, not just a form sender, everything changes. With integrations switched on and workflows aligned, it becomes a powerful automation tool that streamlines your processes end to end and that starts to take work off your plate, not add to it.
The payoff? Your team gets more time to do the work that actually matters — client care, relationship-building, and growth. Or you could take an actual lunch break. Imagine!!
We get it — when you’re trialling new software, it’s tempting to dive in and start creating forms straight away. But skipping the integration setup is one of the biggest mistakes new users make. Without those connections in place, Forms Live can feel like another clunky tool that requires extra data entry — and that’s where frustration creeps in. Setting it up takes minutes — but saves hours. It’s one of those ‘go slow to go fast’ moves that pays off every single day. And the time savings across the year – phenomenal!
That was the case for one of our clients, Christina Guirguis from Harcourts Move. She was ready to give up during the trial because of the admin workload — until she called our team for support. “Chelsea asked me if I had turned on the integration with PropertyMe,” she said. “OMG. I take it all back — amazing!! What a gamechanger.”
By activating your integrations right from the beginning, Forms Live starts doing what it’s designed to do: syncing data between your systems, pre-filling forms, and saving you hours every week, or weeks every year.
And with more than 100 integrations across property management CRMs, trust accounting and other tech platforms you use every day, you’ll be amazed at how much data we can automatically pull through. What would life be like without all those tabs open!?
Even with integrations turned on, things can fall apart if your team’s workflows aren’t clearly defined. In many cases, setup gets handed to a single person — often a VA — but the real power users of Forms Live are your property managment and admin team. Without a shared understanding of how data flows between platforms, people end up missing steps, duplicating work, or simply reverting to old habits.
The most efficient teams are the ones who bring everyone into the loop from day one. When property managers, admins, and principals all understand how Forms Live connects with your CRM, trust accounting software, and daily operations, the result is smooth handovers and fewer headaches. Our BDMs can even help you map out your processes and create templates that match how your people actually work — not just how the software works on paper.
And when you do go down this path? That’s when things really click: fewer delays, less double handling, and a team that actually feels in control of their day.
Think of workflow mapping as your pre-settlement checklist — tick it off early and avoid any nasty surprises down the track.
Connecting your CRM to Forms Live is a great start — but stopping there means you’re only tapping into part of the automation potential. We often see teams leave out other tools, like their trust accounting platform, because they assume one integration is “enough.” But the real magic happens when your entire tech stack is talking to each other.
By connecting both your CRM and your trust accounting software — whether that’s PropertyMe, Console Cloud, Ailo or another platform — Forms Live becomes a central workflow engine. It can pull in key information from multiple systems and push updates back out, keeping everything in sync without manual input. This creates a closed-loop integration that saves time, reduces errors, and makes your processes far more scalable.
Bonus? When your tech stack is fully integrated, property managers aren’t jumping between tabs — and principals aren’t stuck chasing answers.
After getting the integrations set up and workflows mapped, there’s one final step that can make or break your setup: templates. Without them, teams fall back into creating every form from scratch — and that slows everything down. It also introduces inconsistency and increases the risk of errors or missed fields.
But creating templates upfront is one of the simplest ways to improve consistency and boost efficiency across your entire office. In just 10 minutes, you can set up a standard lease agreement or inspection notice that your team uses repeatedly. Multiply that by how many times that form gets sent each week, and the time savings pay for themselves.
Plus, templates help ensure branding and compliance standards are met every time — no matter who’s sending the form. It’s a small setup step that makes your business look polished, professional, and like it’s ahead of the game.
Mistakes are part of the process — but with the right setup, they’re easy to avoid. When you fully integrate Forms Live with your tech stack, map out your team’s workflows, and build reusable templates, you’ll be amazed at how much time you get back. More importantly, you’ll create a smoother, more professional experience for both your team and your clients.
You’ll also make life easier for your team — and let’s face it, a happy property management crew means fewer headaches for everyone.
You don’t have to fix everything overnight. Start small — double-check your integrations, involve your key people in workflow reviews, and build a couple of high-impact templates. Every small improvement adds up.
Not sure if you’re getting the most out of Forms Live? We can help.
Whether you’re a PM looking to streamline your day or a principal wanting to boost team performance, we’ll help you unlock the full value of what you already have.
Let us show you how! Book a training session with us and we’ll guide you in setting up your integrations.
Check out our integration guides to unlock the full power of automation and start building a setup that actually works for your team.
The Forms Live platform is the leading provider of forms and contracts for the real estate industry around Australia and is owned by Dynamic Methods. It is used by 8,500 real estate agencies and more than 50,000 agents and managers. More than 60 million of our forms have been used since launch in 2005 resulting in more than $100m in property sales per month and a further $80m in property leases per month.
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