Construction and facilities In active development
A facility management platform that replaced spreadsheets and phone calls
Every request, inspection and cost for every building now lives in one place, with a clear owner and status.
Industries
Software and AI for property management companies
Tenants, owners and contractors all need something from you, usually by email and usually today. We build the portals and automation that bring order to that work.
Common challenges
What slows this industry down
Property management is a service business built on paperwork. Every building produces rent records, maintenance requests, contractor invoices, inspections, lease renewals and owner questions. Most teams run on a property management package, a shared inbox and spreadsheets that fill the gaps between them.
The gaps are where time goes. A tenant reports a leak by email, someone forwards it, a contractor is called, the invoice arrives as a PDF and the cost is typed into the owner statement by hand. Each step is simple, but together they fill the day and leave room for mistakes.
We build tenant and owner portals, maintenance workflows and inbox automation that fit around the system you already use. AI helps sort requests, read invoices and draft replies. Your team still approves spending, talks to tenants about sensitive issues and makes decisions for owners.
A shared inbox that never empties
Tenant requests, owner questions, contractor quotes and invoices all arrive in the same place.
Maintenance tracking
Requests move between tenants, managers and contractors with no single record of status.
Invoice and cost entry
Contractor invoices arrive as PDFs and photos and are typed into the accounting system by hand.
Owner statements
Monthly statements are assembled from several systems, and owners ask for details that take time to find.
Many buildings, many rules
Each property or owner has its own approval limits, contractors and reporting needs.
What we build
What we build for this industry
The services property managers ask us for most often.
Customer portals
A secure place where your customers upload documents, check status, pay and message your team.
Web applications
Custom browser-based software for the work your team does every day, from booking tools to operations systems.
Business process automation
Map a process that runs on email and spreadsheets and turn it into software with clear steps and owners.
Multi-tenant architecture
One product serving many customer accounts, with each account's data kept separate and secure.
Solutions that fit
Problems we solve here most often
Approval workflows
Requests, approvals and reminders in one place, with clear owners and deadlines instead of long email threads.
Email triage
Sort a shared inbox by topic and urgency, pull out the key details and draft replies for a person to send.
Automated reporting
Reports that build themselves from your systems on schedule, with a plain-language summary of what changed.
AI automation and integrations
Connect the tools you already use so data moves once, correctly, and AI reads the parts that arrive as text or documents.
Case studies
Work in this industry
In practice
What it looks like in practice
An illustrative walk-through, not a client story.
A management company looks after six hundred units across thirty buildings. A tenant submits a maintenance request through the portal with a photo of a leaking pipe. The system reads the request, sets it as urgent, and assigns it to the plumber the building uses. The tenant sees the status change in the portal without calling the office.
The plumber emails an invoice as a PDF. The system reads the amount, matches it to the job and the building, and checks it against the owner's approval limit. Because it is under the limit, it goes straight to the accounting queue. A larger invoice for a roof repair the same week is held for the manager to approve, with the quote and photos attached so the decision takes a minute. At month end, both costs appear on the right owner statements with the invoice attached.
Where to start
Where most property management teams start
Most property managers get the fastest return from email triage on the shared inbox, followed by approval workflows for maintenance and spending. Both work alongside your current property management system.
Firms with many units then add a tenant and owner portal so people can check status themselves, and automated owner reports. Firms building their own platform for several companies need multi-tenant architecture from the start.
Models and tools
MCP servers and AI models that matter here
These connect AI to the tools this industry already uses. We pick per project and test on real data first.
- GmailGoogle's own Gmail MCP server lets AI search and read threads, manage labels and create drafts. It has no send tool.
- Google DriveGoogle's own Drive MCP server lets AI search, read and create files in Google Drive, with your Google Workspace sign-in.
- QuickBooks OnlineIntuit's official QuickBooks Online MCP server lets AI search and create customers, invoices, bills and payments and pull financial reports.
- Claude Haiku 4.5Anthropic's fastest and lowest-cost Claude model, with near-frontier intelligence for high-volume and real-time work.
Keep exploring
More for property management
Related services
View all related services- Customer portals A secure place where your customers upload documents, check status, pay and message your team.
- Web applications Custom browser-based software for the work your team does every day, from booking tools to operations systems.
- Business process automation Map a process that runs on email and spreadsheets and turn it into software with clear steps and owners.
- Multi-tenant architecture One product serving many customer accounts, with each account's data kept separate and secure.
- Data migration Move data from an old system to a new one, cleaned, checked and without losing a record.
- SaaS Product Development MVPs, subscription platforms, admin panels and multi-tenant products, planned to grow past the first launch.
Solutions
View all solutions- Approval workflows Requests, approvals and reminders in one place, with clear owners and deadlines instead of long email threads.
- Email triage Sort a shared inbox by topic and urgency, pull out the key details and draft replies for a person to send.
- Automated reporting Reports that build themselves from your systems on schedule, with a plain-language summary of what changed.
- AI automation and integrations Connect the tools you already use so data moves once, correctly, and AI reads the parts that arrive as text or documents.
- Onboarding automation Every new hire gets the right accounts, documents, training and check-ins on time, tracked in one place.
- Scheduling automation Let customers book, change and confirm appointments themselves, by web, chat or phone, with reminders that cut no-shows.
Industries
View all industries- Tax and compliance services Client portals, document checklists, case queues and deadline tracking for tax preparers and compliance firms.
- Vacation rentals Booking websites, owner and guest portals, turnover scheduling and guest messaging for rental operators.
- Construction and facilities Job tracking, maintenance requests, inspections, quotes and proof-of-work photos for builders and facility teams.
- Finance and accounting Client portals, document collection, invoice and receipt processing, and reporting for accounting firms and finance teams.
- Real estate Listing sites, lead handling, CRM automation and document workflows for agencies, brokers and developers.
- Legal Contract review assistants, knowledge search, intake and document automation for law firms and in-house legal teams.
Guides and articles
View all guides and articles- How to measure the ROI of AI automation Measure the return on AI automation with a baseline, the right metrics and honest accounting of costs.
- AI automation vs traditional automation How rule-based automation and AI automation differ, where each fits and how to combine them.
- No-code vs custom development Where no-code tools shine, where they hit limits, and when custom software pays off.
- How to automate payroll Turn a manual monthly payroll into a reviewed, tested process with accurate payslips and a full audit trail.
- How to build a customer portal Plan and build a portal where customers see status, share documents and help themselves, safely.
- How to write a software requirements document Write a clear requirements document that gets accurate estimates and fewer surprises during the build.
AI models
View all ai models- Claude Haiku 4.5 Anthropic's fastest and lowest-cost Claude model, with near-frontier intelligence for high-volume and real-time work.
- Gemini 3.5 Flash-Lite Google's lowest-cost current Gemini model for high-throughput work such as sub-agent tasks and document parsing.
- GPT-6 Luna OpenAI's most efficient model for focused, high-volume tasks, with vision, tool calling and structured outputs at the lowest price level in the family.
- GPT-4o mini A compact, low-cost older OpenAI model for focused tasks, with vision, tool calling and structured outputs and a 128K token window.
- DeepSeek V4.1 Flash DeepSeek's default, best-value model: open weights under MIT, image input, tool calling, JSON output, optional thinking and a 1 million token window.
MCP servers
View all mcp servers- Gmail Google's own Gmail MCP server lets AI search and read threads, manage labels and create drafts. It has no send tool.
- Google Drive Google's own Drive MCP server lets AI search, read and create files in Google Drive, with your Google Workspace sign-in.
- QuickBooks Online Intuit's official QuickBooks Online MCP server lets AI search and create customers, invoices, bills and payments and pull financial reports.
- Google Sheets Google's own Sheets MCP server lets AI read and update cell values and formulas, change spreadsheet structure and insert rows or columns.
- Make Make's official MCP server turns your Make scenarios into tools AI can run, and on paid plans lets it view and modify scenarios and connections.
- n8n n8n's official instance-level MCP server lets AI search, run, build, update and publish workflows and look up nodes and credentials.
Glossary terms
View all glossary terms- Multi-tenant Multi-tenant describes software where one application and database serve many customers, called tenants, while keeping each customer's data separate.
- Workflow automation Workflow automation uses software to move work through a series of steps, such as routing, approvals and notifications, based on rules and events.
- Automation Automation is using software to perform a task or process with little or no human effort each time it runs.
- No-code No-code tools let people build apps, websites and automations with visual editors instead of writing code.
- Backend The backend is the part of an application that runs on servers, storing data, applying business rules and serving the frontend through APIs.
- Business process automation Business process automation uses software to run a multi-step business process, such as approvals or onboarding, from start to finish with less manual work.
FAQ
Questions from property management teams
Have a question that is not here? Ask us directly.
Yes, with maintenance requests, documents, notices and payments where your accounting system allows it. See customer portals.
It can read each request, set a category and urgency, route it to the right person or contractor and draft a reply. People approve spending and handle sensitive cases. See email triage.
Usually not. Most clients keep their existing system and add portals and automation around it. We only suggest a custom platform when the existing tools cannot do the job.
Yes. Invoices are read, matched to jobs and buildings, checked against limits and sent to your accounting system, with people approving anything unusual. See data entry automation.