AI agents for property management

A property management company looks after rentals for owners who do not want to. Property managers find and screen tenants, collect rent, handle move-outs and deposits, and keep the owners informed. A maintenance coordinator takes repair requests, creates work orders, picks an approved vendor and calls the owner when a job goes over the approval limit. A leasing agent handles listings, showings, applications and renewals, and someone in accounting sends each owner a monthly statement.

Requests come in through the portal, by text, by email and by voicemail at 2 a.m., each written differently. Tenants ask the same questions all month about trash day, parking and pets, and the answer depends on the building. Deposit statements have a state deadline. Leases expire in waves, and renewals get noticed late.

An agent works from your property management system's reports and exports, and every draft goes to a person first.

• Sorts maintenance requests into emergency, urgent or routine, asks the tenant for photos, and sends emergencies to a person straight away.
• Prepares vendor dispatches with a not-to-exceed amount within each owner's approval limit, after checking the vendor's insurance and licence are on file.
• Drafts the itemized move-out deposit statement from inspection photos and invoices, with the state deadline shown.
• Answers tenant questions from that property's own lease and house rules, and passes anything sensitive to the office.
• Checks vacancy listings for fair-housing wording before they post, and adds plain-English commentary to each owner's monthly statement.
• Runs a lease renewal pipeline over the next few months of expiries, and checks rental applications are complete against your written criteria.

Approving, denying or conditioning an application is always a person's decision, made against written criteria. The Fair Housing Act applies whoever makes the decision and whatever technology is used. Late notices, entry notices, terminations and evictions are written and sent by staff. Deposit deductions and owner approvals are decided by the manager, because state deadlines and itemization rules differ. Adverse-action notices follow the FCRA and an approved template. Gas leaks, fires, flooding and no-heat calls go to a person at once. Tenant income, IDs and background reports never go into an AI tool and stay in the screening system. At the start, every message to a tenant or owner is drafted by the agent and approved before it is sent.