Some of what we automate for property managers
Call follow through
Every tenant, owner and vendor call is summarized on the right record with dated next steps.
Maintenance intake and triage
Maintenance requests are sorted by the urgency rules you set and drafted into work orders, and emergencies go straight to your on call contact.
Owner reporting
Monthly owner updates are drafted from your financials and open work orders for a manager to approve and send.
Renewals and move outs
Lease end dates are tracked, and renewal offers are drafted on the terms your team sets.
Delinquency follow up
Late balances are flagged when your grace period ends, and reminders in your tone stop as soon as the payment posts.
Vendor coordination
Vendor updates are matched to work orders, and your team gets a nudge when a job stalls.
Residential property management runs on handoffs between tenants, owners and vendors, and almost every handoff ends with someone typing into the property management software. A tenant calls about a leak, the call becomes a work order, the plumber needs the unit number and a gate code, and the owner wants to know what the repair will cost. Sastre builds AI workflows inside platforms like AppFolio, Buildium, Rent Manager, Propertyware and Yardi Breeze that draft those records, messages and reports, and your managers approve anything a tenant, owner or vendor will see.
Job postings from residential management companies show where the hours go. Front desk and leasing coordinators are hired to enter resident details, phone logs and follow ups into the platform by hand, and assistant managers are asked to review upcoming lease expirations on a 90 day cycle so each renewal gets chased. In a vendor survey run by the National Apartment Association with AppFolio, nearly 2,000 real estate professionals said routine work like paperwork and data entry takes 42% of their week.
These are the workflows we would look at first, starting with whichever handoff costs your team the most:
After every tenant, owner or vendor call, a summary with the next step and its due date is drafted for the matching unit or work order.
Maintenance requests from calls, texts and the resident portal are sorted by the urgency rules you write, and a true emergency reaches your on call manager as an email with the work order ready to approve.
Renewal offers are drafted on the terms your team sets as each notice date approaches.
Late rent reminders begin when your grace period ends and stop as soon as the payment posts.
Each owner gets a monthly update drafted from the financials and open work orders, and a manager approves it before it goes out.
How much of this can post straight into your records depends on your plan. AppFolio includes API access on Plus, which is read only, and on Max, which adds write access. Buildium’s API comes with its Premium plan, and Propertyware sells API access as an add on. Where a write path exists, approved notes and work orders post directly, and where it does not, the drafts wait in a queue for your staff to enter while we work from scheduled reports or from browser steps your team approves.
Some decisions stay with people by design. Applicant screening, leasing approvals, rent pricing and ad targeting remain with your team under fair housing rules, and we keep AI out of them. Every action a workflow takes is written to an action log that belongs to you, and your monthly report shows what ran, what your managers approved and what we adjusted.
The closest proof is the renewals engine we built for a services company: renewal and overdue reminders that stop as soon as a payment lands, which returned 25 hours a week of manual follow up to the team. The same pattern drives lease renewals and late rent reminders.
Some of the software we connect for property managers
All platforms
Questions property managers ask us
Can AI log tenant and owner calls into our property management software?
Yes, each call is summarized onto the matching tenant, unit or work order with the next step and a due date. On plans with write access the summary posts once a manager approves it, and on other plans it waits in a queue for your staff to enter.
Does AI decide who gets a unit or what rent to charge?
No, screening, leasing approvals, rent pricing and ad targeting stay with your team. Our workflows handle the messages and records around those decisions and keep AI out of the decisions themselves.
What happens when a tenant reports an emergency at night?
The request is checked against the urgency rules your team writes during the workflow map. A true emergency goes to your on call manager as an email with the vendor work order already drafted, and once it is approved, the request, the approval and the dispatch are all recorded in the action log.
How is tenant and owner data protected?
Each workflow gets access only to the records its steps need, and your team can revoke that access at any time. We use AI models under business terms that keep your data out of model training, we delete the client data we hold 30 days after an engagement ends, and our security and data handling page covers the rest.
What does it cost to get started?
The first step is a free working session of about an hour, where we look at one workflow with your team, such as renewals or after hours calls. If it is worth building, a workflow map follows and ends in a fixed quote, and the map’s fee is credited to the build.
Do we have to change our plan or our software?
No, we map the workflow on the plan you have today. If a higher tier would remove manual steps, the workflow map shows that trade off so you can decide.
What happens if a draft is wrong?
Your team edits or rejects it from the approval email, and every action stays in the action log.
Will this replace anyone on our team?
The workflows take over the copying, chasing and retyping, and your team keeps every decision and every customer relationship.