Property Management & Real Estate Portfolios
Never miss a renewal, a bill or a tenant call again
A portfolio generates a constant drizzle of paper: tax letters, utility bills, insurance renewals, lease documents, vendor invoices, notices. Missing one is expensive. We route every document to the right place and remind you before anything is due.
Where the time goes
The problems we hear every time
Documents arrive from everywhere
Email, mail, portals and property managers all send paper that has to be filed against the right property and unit.
Deadlines are discovered late
Renewals, tax deadlines and insurance lapses surface when a penalty or notice arrives.
Tenant calls go to voicemail
Maintenance and enquiry calls are missed during the day, so problems escalate and units sit empty longer.
No portfolio-level view
Costs, occupancy and obligations per property require assembling spreadsheets by hand.
- Every doc
- Filed against a property, unit and category automatically
- Ahead of time
- Renewal and tax reminders instead of penalty notices
- 24/7
- Tenant call coverage with emergency escalation
The playbook
What we automate here
Bought one module at a time, in the order that pays back fastest for this kind of operation.
Document routing by property
Every incoming document is classified, matched to the right property, unit and category, filed in the right folder and indexed with its key dates and amounts.
Obligation and renewal calendar
Due dates for taxes, insurance, permits, leases and utilities are extracted automatically and reminders sent well before deadline.
Tenant call handling
24/7 answering that triages maintenance versus enquiry, captures unit and issue details, escalates emergencies and logs everything.
Vendor invoice processing
Invoices captured, coded to property and expense category, checked against quotes, and routed for approval and payment.
Portfolio reporting
Cost per property, recurring maintenance patterns, upcoming obligations and anomalies in one recurring report.
Owner and tenant comms
Automated statements, notices and status updates so the office is not writing the same email fifty times.
Your existing stack
Nothing gets ripped out
We read what your systems produce and write back into them. The tools stay; the manual work between them does not.
Solutions
The systems behind this playbook
AI phone reception
AI phone reception for small and mid-size businesses: 24/7 answering, appointment booking, call summaries, smart routing and automatic follow-up on every missed call.
From $59 / monthDocument automation
AI document automation that reads fiscal notes, scale tickets, invoices and statements from email, PDF or a phone photo, validates them, and pushes structured data into your sheets and accounting system.
From $3,000 setup + $250 / monthExecutive AI agent
A private AI agent trained on an owner's or executive's own decisions, email history and business rules: it drafts replies, briefs the team, screens requests and keeps answers consistent.
From $6,000 setup + $600 / monthLaunch package
A fixed-price launch package for new and newly-serious businesses: business phone system, AI receptionist, CRM with automated follow-up, and a fast, search-ready website.
From $4,900 one-time + $349 / monthOur own software
Products we built for this kind of operation
Questions we get asked
We use a property management platform already. Where does this fit?
Around it. The platform holds records; we handle the messy intake — mail, email, invoices, calls — and write clean data into it.
Can it handle documents in more than one language?
Yes, multi-language document processing is standard, which matters for portfolios spanning jurisdictions.
Talk to someone who knows property management
Bring one workflow that eats your week — calls you miss, documents you retype, reports you rebuild. We will map it, tell you what it costs to automate, and what we would do first.