Household management software for estate and house managers
MyRolodex is household management software for estate managers and house managers who run one or several residences. Staff, vendors, the family’s preferences and every request from the principals sit in one place your whole team can see.
Dining request
Dinner for four, Saturday
- Could you find us a table for four on Saturday? Somewhere quiet, around 8.
Eleanor Aldine, text, 7:42 pm
- Requesting a corner table for four, Saturday at 8:00, for Mrs. Aldine. Please note a shellfish allergy.
Camille Roux, email to Maison Verre, 7:50 pm
- You’re confirmed at Maison Verre, Saturday at 8. Corner table, and the kitchen knows about the shellfish.
Camille Roux, text, 8:15 pm
- Member
- Eleanor Aldine
- Assigned to
- Camille Roux
- Vendor
- Maison Verre
- Commission
- 10%, logged
- Billing
- June statement, auto-pay
- From her card
- Corner table. No shellfish.
What makes running a private estate hard to keep organized
- Several homes, one set of standards
- The principals expect the same pillows, the same coffee and the same flowers whether they arrive in the city, the country or on the coast. Each residence has its own staff and vendors, and standards drift when they live in different notebooks.
- A long list of vendors and trades
- Pool service, HVAC, florists, window cleaners, security, caterers and the generator technician all have their own contacts, rates and quirks. Finding the right number on a Sunday evening shouldn’t depend on one person’s phone.
- Requests arrive from every direction
- The principal texts, the family office emails, the housekeeper calls and the nanny sends a message. Without one record, two people fix the same problem while a third request waits.
- Spend that has to be explained
- Every vendor invoice and staff expense ends up in front of the family or their office. Reconstructing what was spent at which residence, and why, takes hours at the end of each month.
How MyRolodex supports house and estate managers
- The family’s standards on one record
- Preferences, allergies, birthdays and household details for each family member, plus the staff at each residence and how to reach them. A new housekeeper reads the same profile as the estate manager. See member profiles
- Every trade and supplier in one directory
- Contacts, negotiated rates and booking history for every vendor the household uses, so whoever is on duty can find the generator technician and see what was agreed last time. See vendor management
- One list of open work
- Repairs, deliveries, dinners, travel and gifts each become a request with an owner, a status and an audit history. Filter by family member, type, owner or status to see what’s still open before an arrival. See request management
- Staff and principals keep texting as usual
- Messages from principals, the family office and household staff sync from your team’s own phones and inboxes to the right request, so nothing waits in a single person’s message thread. See email and text sync
- Spend and workload without a spreadsheet
- Spend by vendor, request volume by type and month, and open work per person come straight from the requests, ready when the family office asks where the money went. See reporting
The days before the family opens the summer house
Wednesday, 8:00 am
The estate manager filters the request list to the family’s open items. The pool opening, the wine delivery and a guest room repaint are still in progress, each with an owner and a latest update.
Wednesday, 10:30 am
A suggestion notes that the family has booked a private chef for their first night at the house in past summers, and nothing is arranged this year. The estate manager approves it, and a dining request opens with the youngest child’s nut allergy already on the profile.
Wednesday, 4:15 pm
The pool contractor texts the house manager that a pump part is delayed. The text syncs to the pool request, and the estate manager picks a second contractor from the vendor directory, with the rate already noted.
Thursday, 9:00 am
The principal’s assistant emails that two extra guests are coming for the weekend. The email lands on the arrival request, and the housekeeper sees the change on the same record before making up the rooms.
Friday, 5:30 pm
The family arrives to a ready house. Every cost from the week is logged against its request, so the family office can review vendor spend without asking for receipts.
Household and estate management: common questions
Anything else, write to hello@myrolodexcrm.com.
Is this estate management software for property managers?
No. Much of what is sold as estate management software is built for landlords and rental portfolios: leases, tenants and maintenance tickets. MyRolodex is household management software for private homes, organized around a family, their preferences, their staff and the vendors who serve them.
Can we run more than one residence?
Yes. Record the staff and vendors for each home on the family’s record, and track work for any residence as requests with an owner and a status. Estate managers use the request list to see everything still open before the family arrives at a particular house.
Do household staff need a login?
Not to reach your team. Housekeepers, chefs, drivers and nannies keep texting and emailing as they do now, and those messages sync from your team’s own phones and inboxes. Logins are for the people who manage the work, with access set by role.
How do you handle repeat service like pools, HVAC and seasonal openings?
Each visit or job is a request with a vendor, an owner and a full history, so you can see when the generator was last serviced and who did it. Intelligent insights can also point out patterns from past years, such as a seasonal opening not yet booked, for your team to approve.
Can we bill the family for household costs?
Yes, if your firm bills its clients. Vendor costs pass through at cost or with a markup, deposits and service fees are added by rule, and the family receives one statement. Invoices, payments and commissions export to QuickBooks or Xero.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com