AI chatbot for property management companies

A portfolio, a small team and a night-time phone

A manager with eighty doors gets a text about a dripping tap at 11 pm, a question about the parking policy at lunchtime, and an email about the rent receipt on Monday morning. Every one of these must be logged, assigned and answered. Delays create tenant frustration, and misclassified emergencies create damage and liability.

A chatbot gives tenants one place to report and ask, and gives your team structured tickets instead of free-form messages.

Tenant-facing messages are also evidence. A bot that logs every request with a timestamp gives you a record of when an issue was reported and what was said in reply, which is useful when a repair dispute arises. Owners also see fewer surprises when work orders are structured the same way every time.

Maintenance triage in four tiers

Your team sets the tier rules, and we test them against past tickets before the bot goes live.

What we build

• A tenant chat on your portal, website or by text that creates work orders in your property management system with unit, issue, photos and access permission.
• An applicant assistant that answers questions about listings, fees, pet policy and screening steps, and books showings. See our AI chatbot cost guide for typical components.
• A document-based answerer for lease terms, house rules and move-out checklists, with references to the source section. It uses retrieval over your own documents.
• Rent reminders and notice delivery, drawing on the data in your accounting system.
• Owner updates: a weekly summary of open work orders and costs for owners you manage.

Housing law and fairness

Housing is a regulated area. In the US, the Fair Housing Act prohibits discrimination in rental advertising and treatment, and a bot must give every applicant the same information and apply the same criteria. It should not steer, ask about protected characteristics or comment on neighborhoods in a way that implies preference. The FTC covers tenant screening and consumer reporting rules. UK and Irish landlords have their own tenancy and data rules, and Australian states regulate tenancies differently.

Check these with your lawyer or trade body. We design the applicant assistant around fixed, objective criteria you publish, and it makes no screening decisions. Tenant data is personal, and chat logs should follow the retention schedule in your privacy policy.

Notices that carry legal effect, such as entry notices or late-rent letters, should be reviewed and sent by your team, not generated and delivered by the bot alone. Rules on notice periods differ by state and country.

How the project runs

1. Review a month of ticketsWe classify them and spot the patterns that drive the triage tiers.
2. Define emergency rulesYou set the exact words and numbers the bot gives in each tier, per building if needed.
3. Connect and testWe link the bot to your system in a test mode and replay old tickets.
4. Launch on one propertyStart with one building, then roll out across the portfolio.

We are in Pune, with calls scheduled in your hours across the US, UK, Australia or Ireland.

Price

Projects start at $1,500 and our rate is $30 an hour. A tenant-request bot with a simple ticket output is near the base. Integration with AppFolio, Buildium, Yardi or Rent Manager, multi-property rules and showing booking add scope, depending on each API. The parent chatbot page describes the delivery stages. A fixed quote follows a short call.