Repair requests, rent reminders, and renewals handled before you open the laptop
A rent roll runs on the same jobs every week. Repair requests come in, reminders go out, and leases come up for renewal. We set those steps to run on their own, so a request is sorted, the tenant is asked for photos, and the tradie's job sheet is drafted before you've finished your coffee. We work with a solo property manager with 140 rentals whose repair requests are now logged the same day. Urgent jobs still go to a phone call.
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Property management jobs that run on their own
Repair request sorting
Requests from text, email, and the tenant portal land in one Airtable list, sorted by urgency, with a reply asking the tenant for photos.
Tradie job sheets
Each sorted request becomes a drafted job for your preferred tradie, with the address, access notes, and photos attached, ready for you to approve.
Arrears and renewal reminders
Polite reminder emails go out on the days you choose, and leases coming up for renewal are flagged to you 60 days ahead, or whenever your agency prefers.
Routine inspection booking
Inspection notices are drafted to each tenant in the run, and replies asking to move the time come back to you in one place.
Where a property manager’s week goes
A property manager’s day is broken up by the same small jobs, over and over. A tenant texts about a dripping tap. Another emails about a broken heater. A third logs a request in the portal at midnight. Each one needs a reply, a photo, a tradie, and an update to the owner. Around those come arrears reminders, routine inspection notices, and leases quietly coming up for renewal. None of it is hard. It’s the volume, and the fact that it arrives from three directions at once.
How the repeat work runs itself
Automating repeat work (the industry calls it workflow automation) means writing down the steps you already follow and setting them to run on their own. For a rent roll, we start with repair requests. Every request, whatever channel it came from, lands in one Airtable list. An AI helper reads it, works out whether it’s urgent, replies to the tenant asking for photos, and drafts the job for your tradie. You open the list, check the drafts, and approve.
Once that runs well, we add the next job, often arrears reminders sent on a fixed day, or lease renewals flagged to you well before they’re due.
A rent roll we work with
We work with a solo property manager with 140 rentals. Tenant repair requests came in by text, email, and the portal, and some sat for days before they were written down. Now an AI helper sorts each request, asks the tenant for photos, and drafts the job for the tradie. Requests are logged the same day they arrive. Urgent jobs still go to a phone call, because a tenant with no hot water needs to hear a person.
What still goes to the property manager
The automation doesn’t decide whether a repair is the owner’s cost or the tenant’s, and it doesn’t approve spending. It also can’t judge a messy situation, like a tenant who reports a leak and mentions they’re behind on rent in the same message. Those come to you whole. We set it up so anything unusual is passed to a person rather than guessed at.
If your Mondays start with forty unread repair messages, get your AI Starter Plan and tell it where the time goes.
Related
Read about our Automating repeat work service, and how we help small teams in real estate.
Small teams we work with
How a solo property manager with 140 rentals logs every repair request the same day
How an animal rescue builds its 45-volunteer roster in an hour instead of an evening
How a five-person online homewares store stopped typing 60 supplier invoices a month into Xero
Common questions
Will tenants know they're dealing with automation?
What happens with an urgent repair like a burst pipe?
Do I need new software?
How much does this cost?
Can it approve a repair on its own?
See which part of your rent roll can run itself
Tell us which property management jobs repeat every week. Get your AI Starter Plan and you'll see which ones to set running first.
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