For property managers
AI automation for property managers
70 percent of German property management firms report overload, and around 14 percent accept no new mandates at all (VDIV industry barometer 2025). A third of owners' associations struggle to find a manager. Hiring will not close that gap. Taking routine work off your team's desks will.
30 minutes, no obligation. German or English. Clicking loads Cal.com (USA); the call runs on Google Meet. Prefer to write first? Ask by email. We send the draft data processing agreement and our terms on request.
- 70%
- of German property management firms report overload, a third of them severeVDIV industry barometer 2025
- 14%
- of firms accept no new mandates at allVDIV industry barometer 2025
- 68%
- of firms still handle settlement and standard tasks in Microsoft OfficeEBZ digitization study 2025
In short
Tenant and owner inquiries get lost in the shared inbox. The AI sorts them by building and urgency and drafts replies to routine questions in your firm's tone. Your team checks and approves before anything goes out. The trial run starts at €2,500.Last updated:
The gap
Your ERP runs the books. The hours go to the inbox, the phone and spreadsheets.
The hours go to the phone, the shared inbox and the same tenant and owner questions every week, plus settlement work that still sits in Office spreadsheets. That is what we automate. The software vendors cover it least: casavi offers its assistant Aurea, Aareon its Aareon.ai family, Immoware24 an AI inbox, and Austria's market leader domizil+ advertises no AI at all.
Sorting inquiries, drafting replies
Tenant and owner inquiries get lost in the shared inbox. The AI sorts them by building and urgency and drafts replies to routine questions in your firm's tone. Your team checks and approves before anything goes out. A damage report at 10 pm is logged, categorised and sent to the right property manager instead of sitting in the inbox overnight.
Invoices and documents
68 percent of firms still handle this part in Office spreadsheets and carry it between systems by hand. The AI reads incoming invoices, assigns them to buildings and accounts and passes them to your ERP as booking proposals.
Preparing owners' meetings
Meeting season and settlement season land on the same desks. The AI compiles the documents, prepares invitations in time for the notice period (at least two weeks in Austria, normally three in Germany) and drafts minutes from the agenda. The property manager reviews everything.
Owner reporting
One-off owner questions interrupt your caseworkers. A regular report shows status per building, open cases and upcoming deadlines. Owners get answers before they ask, and your team stays focused.
Data protection first
Tenant data protection built in from the start
Property managers handle a lot of tenant data, and the industry has a warning example: in June 2026 the Berlin Regional Court confirmed that Deutsche Wohnen broke the GDPR with undeletable tenant data and set the fine at €900,000 (not yet final). Our setup starts from that lesson.
- A data processing agreement under Art. 28 GDPR
- Signed before we access any data, with access limited to what the service needs. Tenant and owner data is processed under contract, not on trust.
- Deletion schedules built in
- The €900,000 Deutsche Wohnen fine was about tenant data that could not be deleted. We plan retention and deletion periods into the system from day one, not as a cleanup project later.
- EU hosting, no training on your data
- Tenant data is processed on EU infrastructure, or on your own servers where required. We configure model providers so nothing is used for training. In typical EU deployments we use the models through AWS Bedrock and Azure OpenAI in EU regions. Your data stays in your accounts.
- The AI says it is an AI
- Since 2 August 2026 the EU AI Act has required AI that talks to tenants to disclose that it is not a person. Ours says so in the first sentence, and your team checks and approves before anything leaves the office.
How it starts
How a project runs
Intro call
Free
30 minutes on where your firm loses time. If AI is not the right tool, we tell you.
Trial run
from €2,500 · credited to the implementation
We find out where the hours actually go, from incoming mail to deadlines, and rank the use cases by payback. You get a shortlist with expected effort, not a slide deck.
Implementation
Fixed fee, named in your proposal
We implement and test one workflow with your team, typically within two to four weeks once prerequisites are confirmed. We train your team, and your team checks and approves every draft before client data goes out.
The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. 30 min · remote · no obligation. And if AI isn't the right tool, we'll say so.
Fair questions
What property managers ask us first
01Does this replace staff?
No, that is not the goal. Firms turn away mandates because they lack capacity, not demand; a third of owners' associations struggle to find a manager at all. Every hour saved on retyping and forwarding makes room for more units, at roughly €27 to €42 gross per unit per month on new condominium contracts (current fee study).
02We run casavi, Aareon, Immoware24 or domizil+. Does this replace it?
No. Your ERP stays the main system. Where your vendor's AI features cover a case, use them; we tell you so in the intro call. We automate what they cover least: what arrives by phone and mail, what needs sorting to buildings and accounts, what owners keep asking. Where interfaces exist, we use them.
03May tenant data go into an AI system at all?
Only under conditions, and our setup is built around them: a data processing agreement under Art. 28 GDPR, EU hosting, clean deletion schedules, no training use, and your team checks and approves before anything reaches a tenant or owner. The June 2026 ruling against Deutsche Wohnen, a €900,000 fine over undeletable tenant data (not yet final), shows what the alternative costs.
04What does it cost?
The trial run starts at €2,500. If you go ahead, we credit it in full against the implementation. If we advise against automating in writing, we refund the fee. The implementation gets its own fixed-fee quote. We published what AI automation actually costs, with sources, on our blog. The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. Read the article with the cost examples. Calculate with your own numbers.
Robert Van YsendyckFounder & Managing Director
In 30 minutes we can tell whether automation makes sense for your firm. If it does not, we say so.