Hunter Gather × PropVault

01What we heard on 15 September01 of 09

A great team, spread across too many tools.

Around 30 active clients, 18 people supporting them, and the work split across systems never built for buyers agents. Here's how we understood it. Correct us on the call.

Two systems

ClickUp and HubSpot, side by side

Tasks and DD in one, client records in the other. No single place to see a file end to end.

Client updates

WhatsApp and email carry the load

Properties and progress get shared in messages, then buried in them.

Visibility

Hard to see where every file sits

18 people across three regions. Time and visibility are the pinch points.

The must have

A portal to present to clients

Somewhere polished that houses everything a buyer needs. Your answer: 100%.

Today → with PropVault

We'll map what moves and what stays before anything changes.

Option A · Recommended

PropVault replaces HubSpot and ClickUp

PropVaultHubSpotClickUp

One record from first enquiry to settlement
The client portal runs off the same data your team works in
Fewer logins and subscriptions to manage

Option B · Alternative

PropVault runs operations, HubSpot stays

PropVault · operationsHubSpot · CRM

Keeps existing HubSpot habits and lists
Client details live in two places
Needs a sync or double entry, scoped together

02The client portal02 of 09

Give each buyer a clear view of their purchase.

You told us this is the one that matters most. Buyers get a place to revisit the properties you've discussed, see their progress and know the next step, while your advice stays at the centre of every decision.

Client portal · illustrative layout

Your buyer workspace

Example buyer journey

Welcome, Alex & Jordan

Your team has a property ready to discuss.

Property to reviewReady to discuss

Property A · Ashgrove, Brisbane

Inspection notes, due diligence and assessment against your brief.

4 bed2 bath2 car

Your next conversationReview the assessment with your buyers agent and agree whether to proceed.

Previously discussedProperty B · reviewed and declined.

A reference between calls

Clients return to their shortlist and purchase progress instead of scrolling back through WhatsApp.

The reasoning behind a property

The assessment sits right next to the shortlist, so buyers can revisit why a property is worth discussing.

Your brand, front and centre

A polished, Hunter Gather branded experience that matches the service your clients already get.

Tap the tabs to explore. Illustrative portal with fictional records and a suggested Hunter Gather brand treatment. Exact fields, sharing, branding and permissions tailored to you.

03Your operations03 of 09

Six jobs, one shared home.

The quick win is making the work across 18 people easy to follow, with client and property context travelling with the file.

18people in your team

~30active clients at any time

Brisbane · Gold Coast
Sunshine CoastYour South East Queensland markets

The workTodayWith PropVault

Client records

ClickUpHubSpot

Split across two tools, no single home.

Brief, contacts and notes linked to the property work and the purchase.

Sourcing & shortlists

WhatsAppEmail

Properties shared in messages, no structured shortlist.

Shortlists against the brief, with Homesnoop listings beside your off markets.

Due diligence

ClickUp

Assessments in a general task tool, research in other tabs.

Fully integrated DD: live risk overlays and reports on the property record.

Client visibility

WhatsAppEmail

Updates scattered. A portal is a must have.

A branded buyer login, plus SMS updates sent from the record.

Settlements

ClickUpHubSpotCalendar

Key dates tracked in three places.

One purchase timeline across the agency, with partners tagged at each stage.

Compliance

Outside your systems

AML/CTF identity checks handled separately.

Identity verification built in through StackGo IdentityCheck.

04Sourcing & due diligence · with Homesnoop04 of 09

Due diligence, fully built in.

PropVault is integrated with Homesnoop, so live listings, sales data and property risk overlays sit right on the property record and the client shortlist. No more jumping between tabs to research a property.

Property A · AshgroveLive from Homesnoop

FloodBushfireEasementHeritage

Live listings beside your off markets

On market listings appear next to the properties your team sources privately, all in one property workflow.

Risk overlays on every property

Bushfire, flood, easement and heritage overlays pulled live, plus map context like power lines, on the property and in client shortlists.

Sales and rental data on the record

Sold history and rental listings without opening another platform. Your analysis sits right beside it.

On the roadmap

Deeper data coming

Homesnoop is adding full sales history via SQM Research and automated valuations, flowing straight into PropVault.

4 to 5 hrs

saved per user each week by not switching platforms. Across a team of 18, that's time back on client work every single week.

05Contract to settlement05 of 09

See every purchase and its next deadline.

Settlement tracking sits across three places today. One purchase view gives the whole team the key dates, progress and what's still to do.

Upcoming purchases

Illustrative agency overview

Example buyer ABrisbane

SignedContract

CompleteBuilding & pest

1 OctoberFinance due

15 OctoberSettlement

Example buyer BGold Coast

SignedContract

29 SeptemberReport review

2 OctoberFinance due

16 OctoberSettlement

Example buyer CSunshine Coast

SignedContract

CompleteBuilding & pest

ApprovedFinance

25 SeptemberSettlement

CompletedCurrent workUpcoming date

The purchase behind the date

Key dates sit with the purchase details and interested parties, so whoever picks up the file has the full picture.

Visibility across the agency

Scan approaching settlements across all three regions and spot the files that need attention.

Clients kept in the loop

Send buyers an SMS update straight from the purchase record, without leaving the platform.

06Build it yourself, or start today06 of 09

You've thought about building your own. Here's the honest comparison.

After looking at what's out there, building something in house is a fair call. Here's what each path asks of your team.

What it takes	Build your own	PropVault
Time to use it with clients	Months Scoping, building and testing before a buyer ever logs in.	Live today Onboarding starts as soon as you commit.
Who builds and maintains it	Your team Developers or a contractor you manage, indefinitely.	Our team Updates ship to every agency. You get them without lifting a finger.
Buyers agent know how	From scratch Every stage, field and handover designed by you.	Built in Designed inside a working buyers agency and refined across 50+ agencies.
Property data & DD	Licence + build Source data feeds and build risk overlays yourself.	Integrated Homesnoop listings, sales data and risk overlays built in.
Client portal	Separate build Logins, permissions and security, all on you.	Included Your branding, with control over what buyers see.
AML/CTF compliance	On you Track the Tranche 2 obligations and build the checks.	Built in Identity verification through StackGo IdentityCheck.
Your own ideas	Full control Full control, and the full cost of every change.	Shaped with you Bring the list. We scope configuration or development together.

The real question

Building gives you total control. The question is whether Hunter Gather wants to run a software product as well as a buyers agency. Bring your ideas on the 24th and we'll tell you straight where each one fits.

07Working with us07 of 09

A team your size gets a hands on onboarding.

An 18 person agency can't be onboarded with a spreadsheet and a hope. You work directly with the people who build and run PropVault, on a set plan.

Dineth Ekanayake

Founder of PropVault and director of d36 Property, a Melbourne buyers agency that runs on PropVault every day. He'll lead your discovery call.

Phil Savannah

PropVault partner and founder of Opsly. Phil brings an operations and project delivery background and runs your onboarding plan alongside Dineth.

Kick off

Two half day sessions

In person with Dineth and Phil to understand your business and the people key to the rollout.

Ongoing

Fortnightly check ins

A standing session to review progress, adoption and what needs attention next.

Every request

A shared project tracker

Feature requests and issues logged, prioritised and visible, instead of lost in a group chat.

Always

A direct line to the founder

Answers from the person who builds the product and uses it in his own agency.

08How we'd work together08 of 09

Your workflow first. Commitment before the heavy lifting.

Setting up an 18 person agency properly is serious work on both sides. So we understand your business first, show you exactly how it runs in PropVault, and start the build once we're both in.

1

Discovery call

You walk us through your day to day and where it breaks. We ask the hard questions so we both know if this is a fit.

Thursday 24 September

2

Your tailored demo

Built around what you showed us: your stages, your clients, your pain points. No generic product tour.

Booked if we're a fit

3

Commit

Agree scope, users, onboarding and pricing, then sign up. This is the green light for the build.

The decision point

4

Onboard and migrate

We map ClickUp and HubSpot, move what matters, configure the portal and train the team with you.

Once committed

Why this order

Mapping, configuration and migration take real time from your team and ours. Doing it before a decision burns that time for both of us. Commit first, and every hour after goes straight into getting you live.

09Your discovery call09 of 09

Jacob, this call is about you, not us.

45 minutes where you do most of the talking. Show us how Hunter Gather really runs, what's not working, and what the right system has to do. If we're a fit, your demo gets built around exactly that.

Thursday

24

September 2026

3:30 to 4:15 pm

Discovery call with Dineth and Phil

20 min

Your day to day

Walk us through a client from first enquiry to settlement, and screen share how ClickUp and HubSpot are set up today.

15 min

Pain points and must haves

What's slowing the team down, what clients are missing, and the list of things a new system has to do.

10 min

Fit and next step

An honest call on whether PropVault fits. If it does, we book your tailored demo.

Come prepared

Four things that make the 45 minutes count.

Your list of must haves. You mentioned you've got a whole list. That's what we want to steer the call.
Your current setup, on screen. ClickUp and HubSpot as they are today, warts and all.
The right people in the room. Your ops manager, or whoever runs the systems day to day.
What a win looks like. If this works, what's different for your team and your clients in 12 months?

Dineth 0404 901 345 Phil 0422 167 870 propvault.com.au