Damage reports, tenant questions, prospective tenants and documents for the service charge statement land in one inbox. An agent captures, assigns and prepares. Your team decides and talks to the people.
This work comes back every week, and nobody was hired for any of it.
- 01
Damage reports
Reports arrive incomplete, and property, flat and photos have to be requested.
- 02
Tenant questions
Questions about statements, house rules and appointments repeat every day.
- 03
Prospective tenants
Enquiries about flats are answered one by one, and viewings are coordinated.
- 04
Documents
Invoices for the service charge statement are assigned to properties and cost types.
Every report complete before anyone in the office reads it for the first time.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Logging damage reports
Property, flat, type of damage and urgency are recognised, and photos are requested.
- 02
Instructing contractors
A draft work order to the responsible contractor is ready for approval.
- 03
Answering tenant questions
Answers from house rules, tenancy agreements and your templates, citing the source.
- 04
Pre-sorting prospective tenants
Enquiries are answered and viewing appointments proposed.
- 05
Assigning documents
Invoices are assigned to property and cost type and prepared for the statement.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
A tenant reports a dripping tap by email
Result
Case created, contractor instructed, tenant informed
- 1
Recognise
Property, flat and type of damage are recognised, even without a reference number.
- 2
Ask back
If a photo or an access window is missing, a question goes out.
- 3
Prioritise
Urgency according to your rules: water damage immediately, a dripping tap within the week.
InstructHuman decides
Draft work order to the contractor for this property, and you approve it.
- 5
Inform
The tenant receives a confirmation and an appointment.
In addition to the data processing agreement, processing in Frankfurt and full logging, the following applies in this industry.
- 01
Tenant data
Names, addresses and contract data are processed only for the case, with retention periods set in your deletion concept.
- 02
Applicant disclosures
Documents from prospective tenants contain sensitive details. The agent only reads the fields you release and does not decide on tenants.
- 03
Processing in Frankfurt
Data stays in German data centres, with a data processing agreement under Art. 28 GDPR.
Typical systems in this area. We check others in the initial call.
- Microsoft 365
- Outlook
- Gmail
- Google Workspace
- DATEV
- Airtable
Scale
The complete department workflow
In property management, damage reports, contractors and statements are linked. That is a department workflow.
To start with one process, such as damage reports only, the Starter package is enough.
- Agent system for an entire department
- Connection of two to three core systems
- Ongoing optimisation, monitoring and server costs
Does it work with our property management software?
That depends on the interface. In the initial call we check how the agent can access your software and tell you honestly if there is no clean way.
Does the agent decide on prospective tenants?
No. It answers enquiries and proposes appointments. Your team decides who gets a flat.
What about emergencies outside business hours?
The agent recognises reports that are urgent according to your rules and forwards them to your emergency service. It does not replace the emergency service itself.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.