Back Office Automation
Back Office Automation for Property Management
A property management company with 500 units responds to thousands of tenant inquiries per year - most of them about the same topics. Utility billing, craftsman coordination, protocols. AI automates paperwork for administrators to manage.
The problem: typical back office bottlenecks
- Tenant inquiries about additional costs, repairs, house rules - always the same questions
- Utility billing: weeks of manual work per property
- Tradesman coordination via telephone and email ping pong
- Minutes of owners' meetings: take notes, type, distribute
- Object documentation across scattered folders and systems
What we automate
Tenant inquiries
AI answers standard inquiries automatically: additional cost details, house rules, repair status. Complex cases go to the administrator - with context.
invoice for additional costs
Automatic data collection from utility bills, distribution key calculation and draft creation. Weeks turn into days.
Craftsman coordination
Damage report → Craftsman selection → Appointment → Tenant information. An automated workflow instead of 15 emails.
Protocol creation
Automatically record and structure owner meetings. Extract resolutions, assign tasks, send minutes.
Results that matter
70%
Tenant inquiries answered automatically
significantly faster
Billing of additional costs faster
+40%
Units managed per employee
Frequently asked questions
Can tenants communicate directly with the AI?
Yes - via a portal or by email. The AI answers standard queries immediately and escalates complex cases to the responsible administrator.
Does this work with our property management software?
The automation is integrated via standard interfaces. Common systems such as DOMUS, Karthago or Haufe are supported.
How quickly is this set up?
Typically 2-4 weeks from initial analysis to productive use. Pilot phase with one object, then gradual rollout.
Start back office automation
Free first assessment of your back-office workflows. We show where AI can create immediate operational impact.
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