Industries
One person should not be the routing layer for 900 units
Property management is high-volume, low-complexity traffic with a few real emergencies buried in it. Most of it can be handled without a person reading every message.
What we build here
- One intake, triaged by urgency
- Vendor dispatch that ends the phone tag
- Renewals that start 120 days out
- Owner reports generated and explained
Residential and commercial managers drowning in maintenance requests, renewals and owner reporting. We automate the traffic so your team handles the exceptions.
- of maintenance requests typically routed with no coordinator touch
60–70%
of maintenance requests typically routed with no coordinator touch
- typical monthly owner reporting effort after automation
3 days to 3 hrs
typical monthly owner reporting effort after automation
- of renewal rate typically gained by starting the conversation 120 days out
5–8 pts
of renewal rate typically gained by starting the conversation 120 days out
Ranges from engagements and process maps in this sector. Your numbers are your numbers. We measure them before we quote, not after.
The work
Where the week actually goes.
None of this is exotic. It’s the ordinary friction that never makes it onto anyone’s priority list because it’s everyone’s job and no one’s project.
- 01
Maintenance requests arriving five different ways
Text, portal, email, a call to the office, and a note under the door. One coordinator triages all of it by reading everything. A burst pipe sits behind eleven “the light’s flickering” messages because nothing sorts by urgency until a human gets to it.
- 02
Dispatch by phone tag
The coordinator calls three vendors, leaves two voicemails, and waits. The tenant calls back for a status nobody has. The vendor shows up when the tenant is out. Every one of these is four calls and two days that should have been one message and a confirmed slot.
- 03
Renewals handled 30 days out, or not at all
Lease expiries live in a report someone runs when they remember. The renewal conversation starts too late to price properly, so you either hold rent flat or eat a vacancy. Each turn costs weeks of rent plus make-ready, all for a date you knew a year in advance.
- 04
Owner reports built by hand, every month
Someone exports statements, pastes them into a template, writes a paragraph about the property, and emails 40 owners one at a time. It takes three days a month. Owners still call asking about a line item, because the report lists numbers without explaining a single one of them.
The fix
What we build, and what it replaces.
Every one of these runs in your accounts, against your real data, with a named person owning the exceptions. Nothing here needs your team to learn a new tool.
One intake, triaged by urgency
Every channel (Twilio text, portal, email, voicemail transcript) lands in one queue. Claude classifies urgency against your rules: no heat, water and lockouts escalate to a person immediately; routine items get an automatic acknowledgement, a work order and a place in the queue. Nothing depends on a coordinator reading everything in order.
Vendor dispatch that ends the phone tag
Work orders go to the right vendor by trade, property and current load, and the vendor accepts or declines by text. The tenant gets the window automatically and confirms it, and anything left unaccepted reassigns on its own after your timeout. The coordinator handles the exceptions instead of making the calls.
Renewals that start 120 days out
Every expiry triggers a sequence on a schedule you set: a market comparison pulled together, a recommended rent for your approval, then the tenant offer. The conversation happens with three months of room instead of three weeks, and no one has to run a report to find it.
Owner reports generated and explained
Statements pull from your property system, and Claude drafts the narrative: what happened this month, what the variance was, what’s coming. A human reviews the batch, then all 40 go out at once. Owners get an explanation rather than a spreadsheet, so fewer of them call.
How it’s delivered
The services behind this work.
- Business AutomationYour systems talk to each other. Quotes, invoices, and follow-ups happen without anyone retyping anything.
- Custom AI SolutionsAI built on your own documents, your own history, and your own rules, so it gives real answers instead of confident guesses.
- AI ConsultingA written plan that says which three things to automate first, what each one costs, and what you get back.
Questions
What people in this sector ask first.
If AI triages, what happens when it gets an emergency wrong?
It’s tuned to over-escalate. Anything near your emergency criteria goes to a human, on the reasoning that a false positive costs a minute and a missed burst pipe costs a unit. Emergency keywords bypass classification entirely and page a person. We review the misses with you monthly and adjust the rules.
We use AppFolio / Buildium / Yardi. Does this work with ours?
Usually yes. We integrate through their API where one exists, and through scheduled exports or reports where it doesn’t. We confirm what’s reachable in your specific setup before you commit to scope. Your property system stays the system of record.
Will tenants get automated messages they hate?
Tenants hate silence, not automation. An immediate acknowledgement with a real ticket number and an honest timeframe rates better than a coordinator getting to it on Thursday. Every automated message offers a way to reach a person, and that path always works.
We manage 400 units with three people. Is that too small?
No. That ratio is exactly why. At 400 units your team is the bottleneck and there’s no budget for a fourth hire. Most companies your size start with maintenance intake and dispatch, which is where the daily interruption lives.
Let’s put a number on it.
Thirty minutes. We’ll ask where your week goes, tell you which of the above we’d automate first, and what it’s worth. You leave with a written summary either way.