Real estate · Customer service

The inbox is sorted before your team opens it.

The tenant inbox is sorted by the AI by topic, property and deadline, with replies drafted from your documents. What gets sent is what your team has checked.

Free intro callDiscuss this case
Management inboxsorted
  • Mr Albers08:02Notice on my flatRosenweg 8, unit 05, deadline checkednotice
  • Ms Roth08:10Second front door keyLindenallee 12, reply drafteddraft
  • HOA Parkstraße 408:21Question on the roof resolutionto owners' association teamowner
Reply to Ms RothDraft

Your second front door key

We will order the key from the maker of the locking system.key plan

The cost of €38.00 is borne by the tenant.lease § 9

Collection at the office after about two weeks.

Where time goes today.

  1. 30,000

    written contacts a month

    That is how many mails and letters a large German housing company receives each month. Smaller managers get fewer, but also have fewer people to read them.

    trend., AI in the call centre, the Vivawest case, 2026

  2. 58 %

    of tenants write emails

    After the phone, email is the second big channel to the property manager. Then come letters, which two thirds of tenants still use.

    Bitkom, press release of 23 January 2026

  3. Everything lands in the same inbox

    Notice to quit, key order, owner question and contractor invoice sit side by side. Deadlines only show when someone opens the mail.

One case, step by step.

Management inbox146 unread
  • Mr Albers08:02Notice on my flatletter attached as PDF
  • Ms Roth08:10Second front door keyHow long does it take?
  • HOA Parkstraße 408:21Question on the roof resolutionMr Vogt, owner of unit 3

Mails, portal and post in one place.

The AI reads the management inbox, messages from the tenant portal and scanned letters. It reads attachments such as notice letters or photos too.

Your team decides

Which inboxes and channels are connected.

Management inboxsorted
  • Mr Albers08:02Notice on my flatRosenweg 8, unit 05, ends 31 Jan 2027notice
  • Ms Roth08:10Second front door keyLindenallee 12, unit 03standard
  • HOA Parkstraße 408:21Question on the roof resolutionto owners' association teamowner

Request, property and deadline are recognised.

The AI matches every message to tenant, property and request, checks deadlines and files it with the responsible team. Complaints and sensitive cases it flags for people.

Your team decides

Which request types exist and who is responsible.

Reply to Ms RothDraft

Your second front door key

Dear Ms Roth, thank you for your message.

We will order the key from the maker of the locking system.key plan

The cost of €38.00 is borne by the tenant.lease § 9

Collection at the office after about two weeks, we will let you know.

The reply is drafted.

For standard requests the AI writes the reply from the lease, house rules and property data and shows the source of every statement. If it finds none, it says so.

Your team decides

What the reply says and whether it goes out.

Case M-26-2207Management software
TenantMr Albers
PropertyRosenweg 8, unit 05
RequestNotice received 7 Oct 2026, tenancy ends 31 Jan 2027
Deadline3 months, checked
Next stepConfirmation, handover date
Send for approval

Case created, reply approved.

Every message becomes a case in the management software, with property, deadline and next step. Your team checks the draft and sends it with one click.

Your team decides

Who takes the case and when it is closed.

What it delivers and what it connects to.

  • 70 %

    of German property management companies report overloaded staff

    Source: VDIV Deutschland, Branchenbarometer 2025

  • 2 min

    instead of about 6 for a standard request, when matching and draft are done

    Assumption for a typical company

  • same day

    for the first reply to standard requests

    Assumption for a typical company

Works with the systems you already use

Who does what.

What the AI takes on

  • Reads mails, portal messages and letters
  • Recognises request, property and deadline
  • Files with the responsible team
  • Drafts replies with sources

What your team decides

  • Sets request types and responsibilities
  • Checks and sends the replies
  • Handles complaints and conflicts
  • Decides on notices and special cases

Who it fits.

A good fit if

  • Many emails, portal messages and letters land in one inbox
  • Properties, tenants and responsibilities live in your management software
  • Leases and house rules are digital
  • Many requests come up again and again

Less of a fit if

  • You manage only a few units
  • Leases exist only on paper, in folders

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.

Built fromAI agentsAI knowledge systems

Further reading

All posts
Claude Code mods: what the new feature brings and why AI tools are becoming customisableAI toolsTiemo Timtschenko
Claude Skills: How to teach an AI the way your company worksAI toolsTiemo Timtschenko
MCP explained: how AI assistants reach your systems and what that means for your ITAI toolsTiemo Timtschenko

Frequent questions

Common questions about it.

The questions that almost always come up about this use case.

Does the AI reply on its own?

Only if you explicitly want that for single request types, such as an acknowledgement of receipt. The default is a draft your team checks and sends.

Can the AI read letters too?

Yes, once incoming post is scanned. It reads handwriting in most cases as well. Whatever it cannot read reliably, it flags for review.

How does the AI learn our responsibilities?

From your rules and the management software: which team looks after which properties and requests. Where it is unsure, it files into a clarification folder instead of guessing.

More use cases

The next step

Let us find out where AI pays off for you.

30 minutes, free and without obligation.

Free intro call