Everything arrives by email, and that is where it starts
In property management almost every process runs through a mailbox: repair requests, questions about service charges, quotes, invoices and terminations. The work is not in answering but in working out what belongs where.
How it works today
A tenant emails about a leak. Someone has to work out which unit that is, which complex it belongs to, who the owner is and which contractor is under contract there. Only then can anything happen.
Meanwhile the same mailbox holds questions about service charges, three quotes, a termination and a supplier invoice. All of it read by the same person, in order to divide it up.
- Managers with hundreds to a few thousand units
- A shared mailbox for tenants, owners and suppliers
- Regular contractors per complex and per discipline
- Invoices that have to be matched to a work order or an assignment
What happens, step by step
- 1Match the message to the unit
Sender, address or contract number is matched to the right unit, complex and owner. Without a match it goes to a person, not to a guess.
- 2Determine type and urgency
Repair request, financial question, termination, complaint or supplier message — with a confidence score. A leak weighs more heavily than a question about a service charge.
- 3Route to the right contractor
Based on complex and discipline the work order goes to the party under contract there, with the details they need.
- 4Report back to the resident
An automatic acknowledgement with a realistic response time, so nobody calls a second time.
- 5Check invoices against the order
A supplier invoice is matched to the work order. No order means no payment, not even from a known party.
- 6Handle changes as a process
A termination starts the whole sequence: confirmation, pre-inspection, final inspection, meter readings, keys and the settlement of the deposit.
Where it goes wrong when it is built too simply
These are the questions we ask in the quick scan. If a supplier does not ask them, they surface later anyway — usually once there is already an invoice.
- A tenant emailing from a private address that cannot be matched to a unit.
- A repair request that is actually an owner's responsibility rather than the tenant's.
- A contractor invoicing for work that was never ordered through the system.
- One message containing a repair request and a complaint about service charges.
- A complex where the contract changed mid-year and both parties send invoices.
- A termination arriving one day after the notice period expired.
What it delivers
The mailbox stops being the bottleneck. What can be matched is matched and routed; what cannot sits in one list with a name against it.
The second effect is on invoices: no order means no payment becomes enforceable rather than aspirational, because the check happens before the payment run rather than during an audit.
The number of units matters less here than the number of contractors and disciplines. That is what determines how complicated the routing gets.
Build: €1,750 – €4,500
Category: Standard automation
Build time: 20 to 40 hours
Lead time: 2 to 4 weeks
Maintenance: Care, €195 per month
A range, not a quote. What it becomes for you follows from the Automation Check. All prices →
See all prices →Start with one process
Tell us which work gets retyped most often at your company. If automating it turns out to be a bad idea, you will hear that in the first conversation — before there is an invoice.
The first conversation is free and without obligation. Want it substantiated? The Automation Check is €295 — deducted if you have us build within 30 days.