- Where it gets stuck
- Requests come in through the tenant portal, by email, by text and by voicemail, often in the evening. Someone has to read each one, ask for a photo, check the unit and the warranty, pick the vendor, give access details and tell the owner when the cost is above their approval limit. On a busy day, the request waits and the tenant calls twice.
- What the workflow does
- Each request is read with the unit record and your vendor list. A reply to the tenant is drafted with the next step and any question you always ask (photo, access, pets), together with a work order for the vendor you use for that trade and a note to the owner when the estimate is above their limit. The property manager approves in one tap, and the request is logged in your software. Anything that sounds like an emergency (gas, flooding, no heat) goes straight to the on-call person, by phone, as it does today.
AI for property management
A tenant reports a leak at 7 pm, the plumber hears about it the next afternoon, and the owner hears about it from the tenant.
We draft the reply to the tenant, the work order for the vendor and the note to the owner from your property management software, and a property manager approves each one. No new software for tenants or owners.
Three jobs pile up on property managers between inspections: maintenance requests that wait for someone to dispatch them, late rent that is followed up when someone remembers, and lease renewals and move-outs that come up against a notice date. We prepare the tenant reply, the work order, the rent reminder or the renewal letter from your software and your inbox, and a property manager approves it. During the Assessment we try one or two of these on your own requests, and you see how fast each one was handled before deciding.
Today
- Leak under the kitchen sink, unit 4BReported through the tenant portal at 7 pmPlumber called the next afternoon
- Rent unpaid on the 6thTwelve tenants late, reminders sent one by oneSix of the twelve reminded so far
- Lease ending in 60 daysRenewal terms not sent, owner not askedNotice date close
With the workflow
- Work order for unit 4BTenant reply, vendor assignment with access details and a note to the owner, drafted from the request and the unit recordApproved by the property manager the same evening
- Late rent remindersOne reminder per tenant on the dates of your policy, in your tone, with the balance from the ledgerManager approves the batch
- Renewal letterOwner asked about terms 90 days out, letter to the tenant drafted from the owner’s answerSent after approval
Where does a property manager lose the most time each week?
Each one comes back every week across the portfolio, and the information it needs is already in your property management software, the tenant portal or your inbox.
Maintenance requests wait for someone to dispatch them
Late rent is followed up when someone has a free hour
- Where it gets stuck
- After the grace period, each late tenant should get a reminder, then a second one, then a call, on the dates your policy sets. In practice the reminders go out when someone has time, the tone varies from one manager to the next, and the tenants who promised to pay on Friday are not checked on Monday.
- What the workflow does
- On the dates in your policy, a reminder is drafted for each tenant with a balance, in your tone, with the amount and the ways to pay taken from the ledger. Promises to pay are noted and checked on the promised date. The manager approves the batch, and the list of tenants who need a call or a formal notice goes to the manager. Formal notices and anything with legal effect stay with your team.
Renewals and move-outs run up against notice dates
- Where it gets stuck
- A lease ends in 60 days and nobody has asked the owner whether to renew or at what rent. A tenant gives notice, and the move-out inspection, the key return and the security deposit statement all have dates, some set by law. The dates sit in the software, and the reminders sit in one person’s calendar.
- What the workflow does
- From the lease end dates in your software, the owner is asked about renewal terms well before the notice date, and the renewal letter to the tenant is drafted from the owner’s answer. When a tenant gives notice, the move-out steps are listed with their dates, the inspection is offered on open slots, and the deposit statement is drafted from the inspection report and the ledger. The property manager approves each step, and the deposit decision stays with the manager.
These are examples of flows to scope with you. One or two can be tried during the Assessment on your own requests, with one property manager approving every draft; at the end you compare how long requests waited, how many reminders went out on time and which renewals were prepared early, then decide whether to continue.
Which flow should you start with?
Three questions take about a minute, and the answer points to one of the moments above, or to a smaller step when AI would be too much.
Answer the three questions to see where to start.
This is an exercise: nothing is sent when you use this selector.
Do we have to change our property management software?
No. The workflow reads what is already in your software, the tenant portal and your inbox, prepares the reply, the work order or the letter, and sends it from your usual address once a property manager has approved it.
- A request, a due date or a notice arrivesA repair request on the portal, rent still unpaid after the grace period, a lease end date coming up.
- The unit and the lease are readThe unit record, the lease, the tenant ledger, your vendor list and the owner’s approval limit.
- A reply, work order or letter is preparedWith the facts it relied on shown next to it.
- The property manager decidesThe manager approves, edits or drops it, and every edit is kept so the next draft needs fewer.
- Back into your toolsThe message leaves from your address, the work order goes to the vendor and the software is updated.
- AppFolio
- Buildium
- Yardi Breeze
- Rent Manager
- Tenant portal
- Gmail
- Outlook
- Google Calendar
Three conditions before anything acts
Your existing tools
The workflow runs inside the tools you already pay for, with the access rights they already have, so the team keeps its usual screens.
A named person approves
Every draft waits for a named person. Nothing goes out in the company’s name without that approval, and exceptions go back to a human.
Every step leaves a trace
Sources, drafts, corrections and approvals are recorded, so you can see why an output was prepared and improve the next one.
The path from here: three steps
The free brief
Three questions online, with no account, about the job that keeps landing on the same person. You download your brief or get it by email, and Loïc reads it before the 30-minute call.
A 30-minute call
You tell Loïc Guyon, the founder, where the time goes, and together you see whether one job is worth handing to AI.
The Assessment, $999, excluding tax
A review of where you stand today and where AI can help, in two 45-minute sessions with a written report between them. If it is useful, we test one or two workflows on your own examples, anonymised or invented when the data is sensitive. The fee is deducted in full if you go on to the setup, with no obligation to go further. It is invoiced by AI Jungle LLC, a US company.
Two ways to work with us
Managed AI agent serviceWe set up one defined job, run it and maintain it: a named person on your team approves every message, and everything stays yours if you stop.See the managed service →The AssessmentA recommendation on the first flow worth trying, the alternatives (including no AI) and an action plan, reviewed by a person.See the assessment →
What property managers ask before a first call
Which property management companies is this for?
Independent companies managing long-term residential or mixed-use rentals for owners, from a few hundred doors to a few thousand, where property managers still dispatch repairs, follow up rent and prepare renewals themselves. Short-term rentals have their own page, and so do sales brokerages: here the work is tenants, owners, vendors and leases.
Our software already has a tenant portal and automatic reminders. What do you add?
Keep them: the portal collects requests and payments, and automatic reminders go out on fixed dates. The workflow adds what sits between people: reading the request and preparing the work order for the right vendor, checking the promises to pay, asking the owner about a renewal before the notice date and drafting the deposit statement from the inspection report. Each draft starts from your software and goes back into it.
Can you connect AppFolio, Buildium or Yardi?
Tell us on the call what you use (AppFolio, Buildium, Yardi Breeze, Rent Manager or another) and where requests come in: we check what each allows (a direct connection, an export or the notification emails) before anything is built, and we tell you which steps would stay manual.
Where do tenant and owner data go?
The workflow reads only the accounts agreed in scope and writes only what a property manager approved: a message, a work order or a note in your software. It never moves money, never touches trust or deposit accounts and never sends a formal notice on its own.
- Your data is hosted in Germany, on Hetzner, and none of it is used to train a model.
- If you have a constraint such as professional secrecy, sensitive data or a contractual requirement, processing stays in the European Union; otherwise we choose, for each task, the model with the best price-to-intelligence ratio, and you get the provider and the place of processing in writing before it reads anything.
- A data processing agreement is signed before anything is set up or sent, including for the workflows tested during the Assessment, and you receive the written list of the systems that will read your data.
- Your installation is kept separate from every other client’s.
- Everything is yours, your data and everything produced for you: at the end of the contract you receive a full export, then all of it is deleted from our systems.
- A person approves everything before it is sent, and you can refuse any step, which then stays manual.
What should we start with, and what does it cost?
The flow where tenants or owners wait longest, usually maintenance requests that arrive in the evening or late rent reminders. Use the selector on this page, then bring three examples from this week to a 30-minute call.
The Assessment costs $999, excluding tax, and the amount is deducted in full if you go on to the setup. It is invoiced by AI Jungle LLC, a US company. The brief that prepares the call is free, and the setup and monthly prices are published on the pricing page: the Assessment confirms the ones that apply to your business.
See the path in three stepsSee a sample AssessmentSee the setup and monthly prices
How do we know it works for a property management company?
You see it on your own requests before you decide. The same principle already runs at Asia-Connect, where a partner approves every message before it goes out. We start with one flow, try it on your requests with a property manager approving each draft, and decide with you, numbers in hand, whether to continue.
Will the AI screen tenants, set rents or send eviction notices?
No. Tenant screening, rent decisions, deposit deductions and every notice with legal effect stay with your team and the owner. Every draft is reviewed by a property manager, including for fair housing language, and texts go only to tenants who agreed to receive them.
Bring three requests or leases from this week to a 30-minute call.
Blur names, unit numbers and contact details; nothing needs to be sent beforehand. On the call we look at where requests wait, which tools hold the information, and whether one flow is worth trying.