All Case Studies
Property Management · Phoenix AZ · 3,200 units · 28 properties

Every Competitor Sold Them a Chatbot.
We Built One That Actually Does Things.

14 hrs
Avg maintenance response
→
11 min
After — first response
14h → 11m
Maintenance response — 76× faster
97%
On-time renewal outreach — was 55%
$290K
Projected vacancy loss reduction / year
15%
PM time on comms — was 60%
4.4 / 5
Tenant satisfaction — was 3.2
Industry
Property Mgmt
Portfolio
3,200 units
Properties
28 locations
Location
Phoenix, AZ
Platform
AppFolio
Engagement
5 weeks
The Problem

6 New Properties. No New Headcount.
Every AI Vendor Was a Glorified FAQ Page.

Every vendor they evaluated
Glorified FAQ Page
✕ Can only answer hardcoded questions
✕ Can't look up a tenant's actual lease
✕ Can't create a work order in AppFolio
✕ Can't check a specific unit's pet policy
✕ Always deflects to a human
What we built
System That Actually Does Things
✓ Looks up that specific tenant's lease
✓ Creates work orders with correct priority
✓ Checks pet policy for that exact unit
✓ Routes emergencies to on-call in <4 min
✓ Resolves — only escalates what needs a human
🔧
Maintenance Black Hole
14h avg · 3+ hrs emergencies
📋
Renewals in a Spreadsheet
~$380K vacancy loss / year
📧
60% PM Time on Q&A
Same questions, all day
🔀
Zero Cross-Channel Context
Conversations reset every time
14 hrs
Avg maintenance response
45%
Renewals missed or late
$380K
Annual vacancy loss
3.2/5
Tenant satisfaction
System Architecture

Connected to Real Data. Taking Real Actions.
The Integrations Are the Product.

⚡ Three-System Integration — Connected to Daily Operations
🏠
AppFolio
Property mgmt platform
Look up any tenant's lease, payments, unit info
Create work orders — property, unit, priority
Pull contact preferences and history
read + write access
🔧
Maintenance Scheduler
Technician routing system
Match right skill to right job automatically
Propose confirmed appointment windows
Escalate emergencies with full context
tech routing + dispatch
💬
Comms Layer
Email · Portal · SMS
All channels → one conversation thread
Responds in the channel tenant used
Escalates with full prior context
cross-channel stitching
↓ every request classified by urgency — reasoning, not keyword matching
🚨 Context-Aware Triage
Reasoning over full message context
⚡ EMERGENCY
Immediate Dispatch
🔴 Water damage / burst pipe
🔴 Gas smell
🔴 No AC (Phoenix summer)
On-call dispatched <4 min
⚠ URGENT
Scheduled Within 24h
🟡 Appliance failure
🟡 Lock malfunction
🟡 Hot water out
Confirmed appointment sent
✓ ROUTINE
Standard SLA
🟢 Cosmetic repairs
🟢 Minor fixtures
🟢 Dripping faucet
Estimated timeline sent
Same word, two classifications — context matters
"My toilet has been running for a few days. Can someone take a look?"
✓ Routine
"My toilet is overflowing and water is going into the hallway right now."
⚡ Emergency
↓ proactive renewal engine running daily alongside reactive triage
📋 Proactive Renewal Engine
55% → 97% on-time · $380K → <$90K vacancy loss
📊
Market Rate
Comps for similar units
💳
Payment History
Reliable payers get better rates
🏢
Occupancy Rate
High vacancy = aggressive retention
🔧
Maintenance History
Low-maintenance = more valuable
90-day scan → rate calculated → draft generated → PM review → one-click approve → ✓ tenant receives personalized offer
The Proof

Emergency in 4 Minutes. Renewals on Variables That Matter.
Every Question Resolved. Not Deflected.

maintenance-portal · incoming-requests ⚡ Real-time triage
▸ Requests last 30 min — classified on arrival
Unit 4B · Sunridge Apartments
2:14am · portal
"Water is coming through my ceiling from the unit above. It's getting worse and there's a big wet patch spreading across my living room floor."
⚡ EMERGENCY → WO-8841 created · on-call dispatched · tenant confirmed
Unit 12C · Crestview Heights
2:09am · email
"The bathroom faucet has been dripping for a while now. Not urgent but hoping someone can look at it this week."
✓ Routine → WO created · standard SLA · timeline sent
⚡ Emergency dispatch — Unit 4B · Sunridge
Water Intrusion — Active Leak
Dispatched 2:17am · 3 min from report
Unit:4B · Sunridge · Bldg 2
Tenant:Marcus Chen
Tech:Dave Ruiz · plumbing · on-call
Above:5B · Jorge Reyes
History surfaced automatically
Unit 5B had a slow drain complaint 3 months ago (WO-7204) — resolved but may be related.
✓ Report → work order → dispatch → confirmation < 4 min
📋 Renewal Offer — Unit 8A · Rachel Kim
87 days before expiry · generated for PM review
📊 Market: $1,485/mo ✓ 26 mo on-time payment ⚠ 82% occupancy — retain 🔧 2 minor requests in 2 yrs
From: Jessica Torres, Property Manager · via renewal engine · Draft
Your lease renewal — good news inside, Rachel
Hi Rachel — your lease at Unit 8A expires March 14th, and I wanted to reach out well in advance.

Given your two years and consistently on-time payments, we're offering renewal at $1,450/month — below market rate for comparable units.
Drafted · awaiting PM review · 87 days to expiry
✓ Approve Edit
💬 Tenant Self-Service Resolutions
Lease-specific answers — no generic responses
🐕 "Can I get a dog?" →
Checks pet policy for Unit 4B, confirms pet-eligible: one dog up to 50 lbs, $400 deposit, $45/mo pet rent. Sends registration form.
✓ Fully resolved — no PM needed
🅿️ "Where do I park?" →
Pulls assigned parking for Unit 12C: Space 47, Lot B. Attaches lot map and gate code reference.
✓ Fully resolved — spot + map sent
📝 "My neighbor is very loud, it's ongoing." →
Gathers details, logs incident, creates a PM ticket with unit, timing, frequency, and prior complaints.
↗ Escalated to PM — full context gathered
Business Impact

76× Faster. 4.4 Tenant Satisfaction. $290K Saved.
Six Properties More. Same Headcount.

76×
Faster maintenance response
14 hours → 11 minutes
4.4/5
Tenant satisfaction
was 3.2 · 3 months post-launch
97%
On-time renewal outreach
was 55%
Maintenance Response Time
Before
14 hours
After
11 min
On-Time Renewal Outreach
Before
55%
After
97%
PM Time on Repetitive Comms
Before
~60% of day
After
~15%
Context-Aware Triage Cross-Channel Stitching Proactive Renewal Engine Tenant Self-Service AppFolio Integration Work Order Automation Technician Skill Routing Email · Portal · SMS Unified Emergency Escalation 4-Variable Renewal Pricing
Metric
Before
After
Maintenance response
14 hours avg
11 minutes
Emergency triage
3+ hours
< 4 minutes
On-time renewals
~55%
97%
Vacancy loss
~$380K/yr
Proj. <$90K
PM time on comms
~60%
~15%
Tenant satisfaction
3.2 / 5.0
4.4 / 5.0
Why the Industry Got This Wrong
Property management software companies keep building chatbots that deflect to a human. They can tell a tenant what the pet policy says — if the answer is hardcoded. They can't look up whether this specific tenant in this specific unit at this specific property is eligible — and then take the action. That's the gap we close.