Property management: every request sorted and summarised
For operations leads and property managers at companies managing 200 to 2,000 units. Workflows capture and summarise requests; your team commits to repairs and dates.
Your week, in your words
iSystematic works with property management companies whose week goes on maintenance requests, after-hours calls, emergencies, work orders, tenant questions, rent arrears and monthly owner reports.
Leah (fictional), the operations lead at a company managing 800 units, starts each Monday with the weekend's messages and works out which ones could not wait. The workflows on this page are written for a week like hers.
Where most start
Most companies start with W02 Inbox Triage and Draft Replies for requests and the W03 Approved FAQ Assistant for tenant questions, configured with you in a setup session. Requests are sorted and summarised, and urgent ones are marked for a person.
A different start fits portfolios where arrears or tenant onboarding take the most time: the Receivables Assistant or Intake to Onboarding, built and run for you.
What we set up
Each workflow prepares work for a person to check. Status on 9 October 2026: free cards in testing, packs proposed. Workflows without a link are designed and not yet published.
Inbox Triage and Draft Replies
Sorts maintenance requests and tenant messages by kind, marks urgent ones for a person, and drafts replies from approved facts only.
Approved FAQ Assistant
Answers tenant questions only from your approved FAQ, cites the section, and says when staff must confirm.
Weekly Owner Review
Adapted for monthly owner reports: figures you supply only, missing data shown, observations kept apart from interpretation.
Intake to Onboarding
Tenant onboarding: missing items listed, the pack prepared, tasks opened after approval.
Receivables Assistant
Arrears reminders for amounts confirmed unpaid only; disputed or paid items blocked.
Works with your systems
Requests are captured and summarised without any integration; creating work orders in your platform is assessed first.
| What it does | What it needs |
|---|---|
| Capturing and summarising requests | No integration. It runs in your own assistant account. |
| Creating work orders in your property management platform | A connector (level 3) or a custom integration (level 5), assessed first. |
Software is named here only to say what has been tested with it. Nothing on this page implies an integration that has not been built.
How it is built
Every system we build for a property company keeps the promises below; each is the plain-words form of a framework explained on How we build.
| What we promise | What stands behind it |
|---|---|
| It never promises a tenant anything you have not approved | The Boundary Invariant |
| It checks every answer against your own sources before anyone sees it | PEVG: the verifier |
| It cannot change its own instructions; you approve what it learns | PARA: adaptation bounded like action |
| Nothing goes live until a named person at your company signs it off | Five-Gate Deployment Model™: G3 Approval |
| Confidential questions go only to the AI services you approved, in Canada where required | Governed Routing Policy; Cross-Border AI Architecture Patterns™ |
| It has a monthly spending limit it cannot exceed | Budget as Boundary |
| We check every service we put into your setup | AI Vendor Risk Framework (AVRF)™ |
| If something goes wrong, we can show exactly what happened, and fix the cause | AI Incident Response Protocol (AIRP)™ and the event identity |
| You can see what it did and why | The BOE Declaration |
These promises describe the systems we build and run for you. A free card is a manual routine: you run it and check its output yourself.
What always stays with you
Your team decides these, every time.
- Any commitment to a repair date
- Any charge
- Any notice to a tenant
- Anything about a deposit
What we never do
We never build any of these into a property company's setup.
- Legal notices drafted as final
- Arrears reminders that do not follow the tenancy rules where the property is
- Tenant screening on personal attributes
Start
One step is enough to begin. The free card is a complete manual routine and stays free.
Get the free card
W02 Inbox Triage and Draft Replies: the prompt, the flow and the approval rules, as a routine you run yourself.
Book a setup call
We configure W02 and W03 with you in your own ChatGPT, Claude or Perplexity account, in a 60 to 90 minute call. Priced on the call.
Where to go next
Service businesses
Service businesses: iSystematic sets up AI workflows that sort messages, draft replies from facts you approve and prepare invoice reminders. Prices stay yours.
Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Clinics
Clinics: iSystematic sets up AI workflows that sort messages, draft answers from your approved FAQ and prepare requests. Nothing clinical is automated.
W02 Inbox Triage
W02 Inbox Triage sorts messages by kind and drafts replies from your approved facts only. Unclear messages go to a person; nothing is sent until you approve.
W03 Approved FAQ
W03 Approved FAQ Assistant answers only from your approved FAQ and cites the section. If the answer is missing, out of date or conflicting, staff must confirm.
Receivables Assistant
The Receivables Assistant prepares reminders only for invoices confirmed unpaid, with exact amounts, and blocks paid or disputed items before anything is sent.
Leah is a fictional persona. Workflows prepare; people decide.
Tell us what arrives after hours
We reply with one recommended start.