Industry Real estate

AI in property management that takes the load off the phone.

AI in property management: answer tenant calls, take damage reports, prepare service charge answers and listings. Your team decides.

Free intro callDiscuss your project
The facade of an apartment building with balconies in warm lightA tradesman repairs an old window in an apartmentThe courtyard of a residential complex with benches, trees and balconies
  • wstnd
  • klassy
  • selectry.io
  • Gastro Möbel Bölme
  • ai-think
  • Revotion

Sound familiar?

Your team no longer manages properties. It answers the phone. Between the phone, the tenant inbox, the management software and the contractors, the day is gone before the actual management starts.

  • Tenant service

    The phone sets the day.

    Every line is busy on Monday morning, and half the callers only want to know whether their report arrived.

  • Maintenance

    Damage reports arrive without the essentials.

    A report says "water in the bathroom", and it takes three callbacks to learn which flat, how bad and whether a contractor has been.

  • Accounting

    The statement goes out, the questions come in.

    After the service charge statements are sent, the same five questions arrive by mail and phone for weeks.

  • Lettings and sales

    Listings get written after hours.

    Key data, floor plan and energy certificate are ready, but the listing waits because nobody has time to write.

The cost of waitingManagement companies can hardly hire, and many already turn down new properties. Every hour lost on the phone and on retyping today is missing for properties, owners and growth.

The situation in figures

Where the industry stands today.

What associations and studies say about AI in the industry. Every figure with its source.

  • 70 %

    Management companies work at the limit.

    Seven in ten property management companies report that their staff are overloaded, a third of them severely. 14 percent no longer accept any new mandates.

    VDIV Deutschland, Branchenbarometer 2025

  • 82 %

    Tenants pick up the phone.

    More than eight in ten tenants in Germany reach their property manager by phone. Only one percent use apps or portals. The phone stays the main channel, especially for anything urgent.

    Bitkom, press release of 23 January 2026

  • 1.1 m

    Water pipe claims a year.

    That is how many escaped water claims on residential buildings German insurers settled in 2024, at a cost of around 4.9 billion euros. Each one starts with a report that has to be taken and followed up.

    GDV, claims development in residential building insurance

  • 20 %

    Only one in five uses AI so far.

    Around a fifth of management companies already use AI tools, another third are preparing to start. The gap opens now.

    VDIV Deutschland, Branchenbarometer 2025

Where AI takes work off

What changes at your desks.

Not experiments, but processes that cost you time every day. Each one works in the systems you already have.

Every call gets answered, including the one at 10 pm.

Today

CallsMonday
  • Unknown07:52Missed callno messagemissed
  • Mr Brandt08:05Voicemail: heating coldRosenweg 8, will call againcall back
  • Mr Brandt08:31Missed call3rd attemptmissed
  • Lines are busy, tenants try three times.
  • Notes end up on paper or in someone's head.
  • After hours there is only the recorded message.

With AI

Phone assistantCall 08:05
Mr Brandt00:42
  1. Mr BrandtOur heating has been cold since last night, in the whole building.
  2. AssistantThank you, Mr Brandt. I have logged a heating failure for Rosenweg 8 and passed it to building services. You will get a call back today by 10 am.
  • The phone assistant answers every call and asks for property and request.
  • Emergencies go straight to the on-call service.
  • Everything else becomes a case in the management software.

Every call lands as a case, and your team calls back with all the details.

Discuss this caseSee the use case

"Water in the bathroom" becomes an order a plumber can work with.

Today

Damage reportsInbox
  • Ms Kaya07:40Water in the bathroomplease get back to me urgently
  • Caretaker Lenz09:12Lindenallee 12, stain in hallwayphoto to follow
  • Ms Kaya11:03RE: Water in the bathroomflat 7, 2nd floorfollow-up
  • Reports come by mail, phone and notes in the letterbox.
  • Photos, location and extent take callbacks.
  • The contractor order is written by hand.

With AI

Order HA-26-0412Lindenallee 12, unit 07
  1. DamageDamp wall, bathroom and hallway3 photos
  2. TradePlumbing, leak detectionframework deal
  3. Urgencywithin 24 hhigh

Order ready for approval

  • The AI asks for location, extent and photos and matches the flat.
  • It rates the urgency and suggests the trade.
  • Property care approves the order.

The contractor knows beforehand what to expect.

Discuss this caseSee the use case

The statements are out. Now the questions come.

Today

Service charge statement 2025Lindenallee 12, unit 07

Billing period 1 Jan to 31 Dec 2025

Your share by floor area: 68.4 of 1,240 m²

Property tax €412.30

Caretaker €618.90

Waste collection €286.10

Total €2,391.40, advance payments €2,160.00

Balance due €231.40

  • Items and allocation keys are spot-checked.
  • Every question needs a look at receipts and contracts.
  • The same question is answered a hundred times, one by one.

With AI

CheckUnit 07, 2025
  1. Allocation keyfloor area, as in leasematches
  2. Caretakerincludes repair €96.00not chargeable
  3. Waste collection+18 % on last yearfee notice

1 correction for accounting

  • The AI checks every statement against last year, the key and what may be passed on.
  • It answers questions with the receipt and the line item.
  • Accounting approves corrections.

Fewer objections, faster answers with evidence.

Discuss this caseSee the use case

The data is there. The listing is not.

Today

Property OB-2611Documents
  1. Key data3 rooms, 78 m², 2nd flooravailable
  2. Photos and floor plan14 photos, 1 floor planavailable
  3. Listing copynot startedopen
  • Key data sits in the software, photos in a folder, the energy certificate in a PDF.
  • The copy is written from scratch every time.
  • Mandatory details go missing when it has to be quick.

With AI

Listing OB-2611Draft

Period flat with floorboards and tall windows

Three rooms on 78 m², the living room with a three-part window onto the quiet courtyard.from photos

Kitchen and bathroom were renewed in 2022.

Consumption certificate, 128 kWh/(m²·a), gas, built 1908, class Dmandatory

Viewings by appointment.

  • The AI drafts the copy from key data, floor plan and photos.
  • It checks the mandatory energy certificate details.
  • The agent or lettings team checks and publishes.

The property goes online sooner, with complete mandatory details.

Discuss this caseSee the use case

How we work

From AI strategy to everyday work.

Clarify first, then build, then run. Each phase has a fixed price, and after each one you decide again.

  1. Free intro call

    In 30 minutes we get a first impression of your business and work out whether an AI strategy is worth it.

  2. AI strategy

    Over one working day we go through your processes with you and your people, using real cases. The result is your prioritised roadmap: what comes first, what can wait, and what you are better off leaving alone.

  3. Pilot & implementation

    The first use case runs in your real operations within weeks, at a fixed price and with acceptance criteria agreed in writing up front. Built directly inside your systems.

  4. Operation & improvement

    We take on monitoring, model upkeep and keeping up with new rules such as the EU AI Act, and build the next case on the same base.

What it costs

Fixed prices, clear steps.

You know up front what each step costs and what it delivers.

  • Recommended start

    First call

    Free

    30 minutes by video

    • We look at where you stand
    • You find out whether an AI strategy is worth it
    • No obligation, with a concrete next step
    Free intro call

  • AI strategy

    €1,990plus VAT

    Fixed price

    • One workshop day on real cases
    • A calculation with your figures for the best use cases
    • A paper for management and shareholders

    Money-back guarantee: three use cases that pay back within 12 months on paper, with your figures, or your money back.

    Request the AI strategy

  • Pilot with one use case

    from €5,000plus VAT

    Fixed price

    • On your data, in your process
    • Acceptance criteria agreed in writing
    Request a pilot

All prices net. Operation afterwards is from 20% of the project price a year, cancellable monthly. The code and the data are yours.

Use cases for your industry

Where we start in your industry.

Use cases we selected for this industry, each in the systems you already use.

Compliance from day one

AI that does not become a compliance problem.

Processing in German data centres, a data processing agreement from day one, and an EU AI Act risk class for every use case, documented before anything goes live.

Free intro callDiscuss your project

  • Germany

    Hosting and processing

    Run in German data centres under a data processing agreement, or directly inside your own infrastructure.

  • GDPR

    DPA under Art. 28

    The data processing agreement, the deletion policy and the technical and organisational measures are in place before the first line of code.

  • EU AI Act

    Transparent and documented

    We assign every AI system its risk class and document its purpose, data sources and limits in an auditable form.

  • Sign-off

    Human in the loop

    An agent proposes, your team decides. Anything binding that leaves the company, a quote for instance, is checked by a person first.

Further reading

All posts
MCP explained: how AI assistants reach your systems and what that means for your ITAI toolsTiemo Timtschenko
AI on the phone: what it costs, what it must say and what it may recordPhoneArian Jusufi
Claude Code mods: what the new feature brings and why AI tools are becoming customisableAI toolsTiemo Timtschenko

Frequent questions

What we are often asked.

The questions that come up in almost every first call, with our honest answers.

Where does a property manager start with AI?

Usually at the phone or in the tenant inbox, because that is where most interruptions come from. The AI strategy shows which use case pays off first for your portfolio.

Does it work with our property management software?

Usually yes. Common systems such as Domus, Karthago, wodis, Immoware24 or casavi have interfaces or exports. Whatever cannot be connected, we clarify in the AI strategy, before costs arise.

Does the AI decide on orders or statements?

No. It takes in, checks and prepares. Contractor orders, corrections to statements and replies to tenants are approved by your team.

What happens in an emergency outside office hours?

The phone assistant recognises emergencies such as a burst pipe, heating failure in winter or a smell of gas by your rules and connects the on-call service at once. For gas, it first gives the emergency number.

How do you handle tenant data?

We run the solution in German data centres or in your own environment, disclose every data flow up front and sign a data processing agreement. Callers are told at the start that an assistant is taking the call.

Is AI worth it for smaller property managers?

Especially where few people look after many units. The AI strategy shows whether a use case pays off for your number of units.

How do you prevent wrong information from the AI?

The AI answers only from your documents, such as the lease, the statement and the house rules, and shows the source. If it finds none, it says so and hands the case to your team.

Can everyone see every property and tenant record through the AI?

No. The AI takes over the permissions from your systems. Whoever cannot see a property today will not see it through the AI either.

Other industries

The next step

Let us find out where AI pays off for you.

30 minutes, free and without obligation.

Free intro call