Solution · By industry
AI for property managers: the issue in unit 3B handled on the spot and the association paperwork done on its own
A property manager does not lose the day to managing: they lose it answering the same owner for the third time, chasing the plumber to find out whether he showed up, and hunting for the folder holding the elevator contract. We ship an agent that handles incoming issues, keeps owners updated and does the recurring paperwork, sitting on top of your management software. The meeting, the judgment and the liability stay yours.
The problem
The office does not jam on management. It jams on the phone.
- The same leak arrives three times through three channels: the resident who calls, the board president who sends a WhatsApp, and the email from someone who wants it in writing. Nobody knows whether it is already logged until somebody checks by hand.
- The issue gets logged, the trade gets called, and there it sits: nobody touches it again until the owner calls, annoyed, ten days later asking whether anyone is ever coming.
- The questions that repeat every week —what are my dues, what happened with the assessment, can I put up an awning, who holds the insurance— get answered one by one, and the answer lives in a bylaw, a meeting record or a contract you have to locate first.
- Every association keeps its documents in its own folder: bylaws, meeting records, service contracts, policies, certificates. Finding the clause that answers the question costs more than answering it.
- The tasks that repeat association by association —collecting three quotes, checking the contractor invoice against the quote, flagging a policy renewal, prepping the meeting pack— are done by hand, in August the same as in December.
Cost of staying the same
The cost does not sit in any one task: it sits in the interruption. A firm running forty associations fields hundreds of contacts a month that need no professional judgment, and every one of them breaks the work that does. You pay for it in hours of a licensed manager working as a switchboard, in issues that fester because nobody chased them, in owners who walk into the meeting feeling nobody answers them —which is the actual reason an association changes manager— and in a firm that cannot grow its portfolio without growing headcount, because the phone scales exactly as fast as the buildings do.
The solution
An agent that takes in, triages, chases and updates —and leaves you the judgment
- 1We connect an agent to your inbound channels —WhatsApp, phone, email, the website form or the owner portal— and to your management software. Every issue comes in through one place, the association and the owner are identified, and it gets logged without anyone typing it.
- 2It triages and prioritizes: which trade it belongs to, whether it is urgent, whether it is common or private area, and whether an issue is already open for the same thing. Duplicates get merged instead of multiplying the work.
- 3It answers the repeat questions on the spot by searching that specific association's documents —bylaws, meeting records, service contracts, policy, dues— and replies citing where the answer comes from. Anything unwritten or open to interpretation is not invented: it comes to you.
- 4It chases status: asks the trade to confirm, tells the owner when there is a date and when the work is done, and raises a hand when an issue has been stalled too long. The owner stops calling because they already know.
- 5It preps the recurring paperwork —quote requests, invoice-versus-quote checks, renewal reminders, pre-meeting packs— and leaves it ready for you to review and sign. All measured: issues resolved without intervention, time to first reply, close time by trade, and contacts that no longer reach the office.
What changes
What you stop losing
First reply to an owner goes from hours to seconds, and stops depending on somebody being free to pick up the phone.
Mechanism
Issues stop festering: follow-up is done by the system, not by the memory of whoever logged it.
Mechanism
The portfolio can grow without the phone growing with it: the volume the agent absorbs is the volume that forces a hire today.
Mechanism
What we measure: % of contacts resolved before reaching the office, time to first reply, days to close by trade, and repeat contacts on the same matter.
What we measure
Spec sheet
- Work it removes
- picking up the phone for every maintenance issue, keying it into your management software, chasing the contractor, updating the owner and hand-searching for an answer that is already in the bylaws, a meeting record or a service contract
- Typical setup
- 3–5 weeks
- Input
- an issue or a question from an owner or a board president over WhatsApp, phone, email or the portal, plus each association's document set
- Output
- issue logged, triaged and assigned to the right trade; owner updated on status; question answered with the document cited; and the recurring paperwork prepped for your review
- Works with
- WhatsApp Business API
- Can connect to
- Your property management software (Gesfincas, TAAF, Netfincas, Fincaplus and similar)Your document store or per-association foldersYour office phone system or shared inbox
- What we measure
- % of contacts resolved before they reach the officetime to first reply to an ownerdays to close an issue by tradeissues stalled longer than X daysrepeat contacts on the same matter
- Good fit for
- property management firms with a portfolio large enough that the phone and WhatsApp are the bottleneck, and with each association's documents somewhere findable, even if messy
- Not a fit for
- the owners' meeting, advising the board, interpreting the bylaws and the professional liability of the licensed manager: that stays with you; the agent does the mechanical work around those decisions, not the decisions
Frequently asked questions
No, and it would be a bad idea. Your software —Gesfincas, TAAF, Netfincas, whichever— is where the associations, owners, dues and accounting live, and that is where they stay. The agent sits on top and does what that software never solved: handling the conversation coming in over WhatsApp or the phone, searching inside the association's documents, and chasing the trade until the issue closes. If your software has an API, we connect to it; if it is closed, we find that out in week one and tell you the exact bridge before we invoice anything.
It is built so it cannot. It only answers from what is written in that association's documents and cites where it came from, so the owner sees the source and you can check it. Anything unwritten, anything requiring interpretation of a bylaw, and anything committing money does not get answered: it gets flagged and passed to you. The rule is the same one we apply to everything we build — the agent does the mechanical part and professional judgment is not delegated, not least because liability to the association still sits with the manager.
For the things that matter, yes, and that is why anything needing judgment reaches your office. But most calls are not looking for a conversation: they are looking for a fact. What are the dues, has the plumber been called, when is he coming, what happened with the assessment. For that, a clear answer in thirty seconds on a Saturday morning beats talking to a person on Tuesday. The usual owner complaint is not that a machine answered: it is that nobody did.
It works, and tidying them is part of the job. In week one we review what exists per association —bylaws, meeting records, service contracts, policies— and tell you what is missing and what is duplicated, because the agent can only answer well about what exists. It does not need to be perfect to start: it needs to be known. If an association has no usable documents, the agent says so instead of improvising, and that association goes live later.
It is a starting condition, not an add-on. Each owner only reaches their own information and their own association: we identify who is writing before releasing any data, and the agent does not cross information between associations. Access runs at minimum scope, there is a record of what was consulted, and the relevant data processing agreement gets signed. If some data must not travel over a given channel —WhatsApp, say— that is defined before anything is switched on, not after the first scare.
Want it running in your business?
You’ve pinned the problem. We ship the fix and leave it measured.