AI operations for property management companies
Your property managers spend their week re-typing maintenance tickets, chasing vendor invoices and building owner statements by hand.
We build done-for-you AI operations systems for independent property management firms: $5k-$25k fixed-price engagements that automate the busywork around AppFolio, Buildium, Yardi Breeze, Rent Manager or whatever you already run. A person on your team approves everything that goes out.
Request a free workflow reviewBuilt for owner-operators and COOs at firms with roughly $1M-$20M in revenue and about 100-1,500 doors. We reply by email within one business day.
Where the week goes
Property management automation is not about replacing your team. It is about removing the copy-paste work between your PM software, your inbox, your spreadsheets and your vendors' portals.
Maintenance requests arrive everywhere
Calls, texts, emails and portal tickets all land in different places. Someone reads each one, decides urgency, re-keys it into the work-order system and dispatches a vendor by hand.
Vendor invoices and work orders do not line up
Invoices come in as PDFs and email threads. Someone matches them to work orders, checks amounts, chases missing paperwork and enters the details again.
Owner statements and reports eat month-end
Pulling figures, adding notes on repairs and vacancies, and writing the cover email for every owner turns the first week of each month into a production line.
Lease renewals and vacancy follow-up slip
Renewal windows are tracked in spreadsheets and memory. Reminders, offers and showing follow-ups get done when there is time, which is often too late.
What we build
Each workflow is scoped to your process and your tools. AI does the reading, sorting, drafting and data entry. People make the decisions.
| Workflow | Inputs | Automation | Human approval |
|---|---|---|---|
| Maintenance requests | Emails, texts, voicemail transcripts, portal tickets, property and unit records | AI-assisted triage into categories and urgency, a drafted work order, vendor routing suggestions, tenant acknowledgement drafts, follow-up reminders | A coordinator confirms urgency and vendor, and approves any message to a tenant or vendor before it is sent |
| Vendor invoice and work-order reconciliation | Invoice PDFs and emails, work-order records, vendor lists, approval limits | Data extraction, matching invoices to work orders, flagging mismatches and missing documents, drafted vendor queries, prepared entries | A manager or accountant reviews flagged items and approves entries and vendor replies |
| Owner statements and reports | Exports or reports from your PM system, maintenance notes, vacancy and renewal status | Collates data into your template, drafts plain-language notes and cover emails, checks for missing items, reminds staff of deadlines | The property manager reviews every statement and note, and sends or approves it |
| Lease renewals and vacancy follow-up | Lease end dates, renewal policies, rent-review notes, inquiry emails, showing schedules | Renewal-window reminders, drafted renewal and follow-up messages, task creation, routing of inquiries to the right person | Staff set rent and terms, and approve all tenant and prospect messages. We do not screen or decide eligibility. |
Two firm rules. A human approves anything that goes to tenants, owners or vendors. And nothing replaces your PM system: it stays the system of record, with our automations working around it.
How an engagement works
A fixed scope, a fixed price and a handover your team can run without us.
Workflow review
We look at how work actually moves through your inbox, phones, PM software and spreadsheets, and pick the workflows worth automating first. The first review is free. If you need deeper mapping, we say so and agree any cost before starting.
Fixed-price scope
You get a written scope: workflows, systems touched, approval steps, what is out of scope, price and timeline.
Build and test in 2-6 weeks
We build in accounts you own and test in your own tools with your own records, with your staff reviewing real drafts.
Handover and documentation
You receive documentation, a walkthrough for your team and the access list. Temporary access is removed unless you ask us to stay on for support.
Typical range: $5,000-$25,000, depending on scope.
Price depends on the number of workflows, the systems involved, document volume and how many approval steps you need. You see the fixed price in writing before any build starts. We do not guarantee specific outcomes, because results depend on your processes and how your team uses the system.
Who this is for, and who it is not
A good fit
- Owner-operators and COOs of independent property management firms at roughly $1M-$20M in revenue
- About 100-1,500 doors across residential, small commercial or HOA portfolios
- Staff re-keying data between the PM system, email, spreadsheets and vendor portals
- Willing to keep a human approving tenant, owner and vendor communication
- Want a done-for-you build with a fixed price and clear handover
Not a fit
- Firms under about $1M in revenue, where a $5k+ build rarely makes sense yet
- Companies that want a software license or self-serve product rather than a done-for-you build
- Anyone looking to automate tenant screening, eligibility or approval decisions
- Teams that want fully unsupervised AI messaging to tenants or owners
- Anyone expecting guaranteed savings or a replacement for their PM software
Questions owners ask
What access do you need, and how is it secured?
We ask for the minimum access each workflow needs, using separate accounts that your company owns and can revoke at any time. We do not need your owner trust-account banking credentials. Access is scoped per project and removed at handover unless you choose to keep us on for support.
Does this work with AppFolio, Buildium, Yardi Breeze, Rent Manager or our other PM software?
Compatibility is confirmed per project, during the workflow review. Some platforms offer exports, email notifications or APIs that make a workflow practical, while others limit what can be done. We tell you what is and is not feasible before you commit. These products are named only as software you may already use. We are not affiliated with or endorsed by any of them.
What about fair housing and tenant communication?
Every message to a tenant, applicant, owner or vendor is drafted for review and goes out only after a person on your team approves it. We do not build systems that screen applicants or make eligibility, approval, denial or pricing decisions. Your policies and legal counsel stay in charge of fair housing practice.
What happens if scope changes mid-project?
Builds are fixed-price against a written scope. If you want to add or change a workflow, we write a short change note covering the effect on price and timeline. Nothing is added until you approve it in writing.
How much does it cost?
Engagements typically fall between $5,000 and $25,000, depending on scope. You get the fixed price in writing before the build begins. Outcomes are not guaranteed.
Request a free workflow review
Tell us about your firm and where the time goes. We reply by email within one business day. There is no booking link to click through, just a short intake.