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Automation for property managers
Property management runs on the same loop every day: a tenant reports something, someone finds the right vendor, two messages get written by hand, and the owner wants to know what happened. I have built the AI assistant that turns that loop into one step for a property management company in Ontario, Canada (7 buildings), and a dedicated landing for this niche lives at property.makeflows.pro.
What gets automated
- Maintenance intake — tenant request from a form, email or Telegram → logged, categorised, acknowledged in minutes.
- Vendor dispatch drafts — the right vendor for that building and equipment, with the request pre-written and data gaps flagged.
- Tenant communication — status updates, access arrangements, reminders — drafted by AI, sent by a human.
- Owner reporting — monthly summary per building from your records, without copy-paste.
- Rent and lease events — reminders, renewals and escalations from your spreadsheet or PM software.
How it is built
Small portfolios usually start with Make.com or n8n connected to the tools already in use (Google Workspace, Buildium/AppFolio exports, Telegram, email). When a conversational interface over building records is the right answer, I build a web app — PropDesk is React + FastAPI + Claude, installable as a PWA, with every draft reviewed by staff before it goes out. Nothing is sent automatically unless you decide it should be.
How a project runs
- Discovery call (free, 30 min). You walk me through the process; I ask about volumes, tools and who maintains the result.
- Written scope. Every step mapped, tools named, what "done" looks like, timeline and a fixed price. Nothing starts before you approve it.
- Build with test data. Error handling, retries and alerts are part of the build, not an extra.
- Review. You test against the scope checklist; fixes to anything off-scope are included.
- Handoff. Walkthrough video, step-by-step documentation, credentials in your accounts. Then 30 days of support.
Related work
PropDesk — AI Staff Assistant
Staff at a property management company describe a tenant issue in plain words and get vendor + tenant drafts with data gaps flagged. Human reviews, nothing auto-sends.
Read the case →Lead Processing Pipeline
Website form → HubSpot CRM → Telegram alert to sales → personalised email auto-reply. Zero manual steps.
Read the case →AI Report Generator
Google Sheets data → Claude API summary → formatted report in the owner's inbox every Monday at 9:00.
Read the case →Questions
Our case is pretty unusual — can you still help?
We already use a specific CRM or tool — can you work with what we have?
How much does this actually cost?
Who owns the automation afterwards?
Describe your process
Which tools are involved, what is done by hand today, how often. I reply within 24 hours with a fit/no-fit answer and, if it fits, a fixed quote.