AI for Property Management

A tenant reports a problem by phone, SMS or the tenant portal. The AI takes a full description, asks follow-up questions, asks for photos where that helps, and works out how urgent it is. A burst pipe, a gas leak or a security risk goes straight to the on-call property manager. Routine jobs are sorted by trade, checked against what the owner has authorised you to spend, and sent to the right tradie from your preferred list. The AI then follows the job to the end, keeps the tenant posted, and logs it all against the property.

Yes, and plenty of agencies do better than that. Most tenant calls are routine: when rent is due, what the lease says, how a repair is going, body corporate rules, general property questions. The AI answers those on the spot, with no manager involved. It also sends maintenance updates and inspection reminders before people have to ask, which kills the chasing calls. Your managers are left with the hard cases, the disputes and the calls that need real judgement. That is a much better use of their day.

We already run live connections to the main Australian platforms: PropertyMe, Console Cloud, Re-Leased, MRI Property Manager, Rockend REST Professional and Palace. The link covers tenant records, property details, maintenance logs, lease information, trust accounting and owner contact. Jobs the AI books appear straight in your system, and data flows both ways, so the AI is never working from stale information. If you use something less common, we build the connection during setup.

The AI books routine inspections to your agency's schedule and the law in your state. It sends the tenant the required notice, with the right notice period for that state, agrees a time, and deals with any request to move it. Your manager fills in the report on their phone afterwards, and the AI sends it to the owner with photos and any maintenance it recommends. It tracks inspection compliance across the whole portfolio and warns you before a property falls overdue.

Yes. The AI runs 24/7 and is trained for after-hours emergency calls. It checks the situation against the emergency rules you set, such as flooding, no hot water in winter, a break-in or fire damage. A real emergency alerts your on-call manager at once, and the AI can send your emergency tradie straight out if the cost sits inside limits you have already approved. Anything that is not an emergency is logged, the tenant is told it has been received, and it goes into the queue for the next business day. Tenants feel heard, and nobody gets dragged out at midnight for no reason.

For strata managers, the AI takes the flood of lot owner questions about levies, by-laws, building rules, common property repairs and upcoming works. It can explain what a by-law says, give a levy balance, log a common area repair, and send out meeting notices and minutes. By-law breach complaints are written up and pushed through your enforcement process. That takes a lot of admin off the table when you run several schemes, so strata managers can spend their time on committee relationships and how each building is run.

The AI handles the regular owner contact: monthly statements, maintenance cost summaries, inspection reports and market rent assessments. It builds clean reports from the data already in your platform and sends them on time. When a repair costs more than the owner has pre-approved, the AI asks for approval with the full details, then chases until it gets an answer. Owners can also ring or email with questions, and the AI answers about their own property. Your managers field far fewer owner calls.

The AI watches every lease expiry across your portfolio and starts the renewal when you want it started, usually 90 days out. It checks the market rent against comparable properties, puts a recommendation in front of the property manager, and once that is approved, writes and sends the rent increase notice with the correct notice period. For a renewal it prepares the new lease, collects updated tenant details and runs the signing. No lease quietly expires, and every rent review actually gets done.

Agree how tenant, owner and property records may be used before connecting any systems. Review each selected provider, the locations of storage and AI processing, retention, access permissions and any onward transfers. Australian-only handling must be confirmed for the complete data flow in the project agreement. Check the relevant provider security evidence and test the configured controls before live use.

Price depends on how many properties you manage and how much you automate. An agency with 100-200 properties usually starts at $799-1,499 a month, which covers tenant contact, maintenance and inspection booking. Bigger portfolios, or agencies that want owner reporting, compliance tracking and strata features, run $1,499-3,499 a month. Weigh that against the alternative, which is another property manager at $60,000-80,000 a year. Most agencies are ahead within 2-3 months, through lighter workload and the ability to grow without adding staff.

No. This job runs on judgement, empathy and local knowledge, and AI has none of those. A tenant fighting a bond claim needs a manager who has walked through that property. An owner weighing up a renovation against a sale needs advice from someone who knows the market. The AI takes the repetitive messages and admin that stop your managers doing that work. Most agencies find each manager can then handle 60-80% more properties, so the rent roll grows without the constant grind of hiring and training new PMs.

That is the exact problem this solves. The industry norm is 100-150 properties per manager. Hit that ceiling and growth means an expensive new hire. The AI lifts it to 200-250 per manager by taking the repetitive messages and coordination that eat most of their day. Your managers spend their time on landlord relationships, inspections and winning new business, instead of answering the same tenant question again. Agencies using our AI regularly grow the rent roll 30-50% without adding a single person.

The AI keeps your tradie list, with contact details, trades, service areas and pricing. Once a job is approved, it contacts the right tradie the way that tradie prefers, sends the full job details including how to get into the property, and books the work. It then chases confirmation that the job is done, collects the invoice and updates the property record. If a tradie has not replied inside the window you set, the AI moves to the next one on the list. Every message and every job is logged, ready for owner reports and audits.

Most agencies are running within 5-8 weeks. The first 2-3 weeks connect your platform, import the portfolio, and set up your workflows, tradie list and compliance rules. Tenant contact and maintenance go live in weeks 3-5, along with staff training. Owner reporting, lease management and compliance tracking follow over weeks 5-8. We time the whole rollout around your inspection cycles and your end-of-month trust accounting, so neither gets disturbed.

The AI is set up with the residential tenancy law of every state and territory. That includes Victoria (Residential Tenancies Act 1997), New South Wales (Residential Tenancies Act 2010), Queensland (Residential Tenancies and Rooming Accommodation Act 2008), South Australia, Western Australia, Tasmania, the ACT and the Northern Territory. It covers notice periods for inspections, entry, rent increases and termination. It also covers bond lodgement, minimum housing standards, repair timeframes and how disputes are resolved. When a law changes, we update the AI and tell your agency what it means for you.