Automation for property managers
Meeting notices, minutes, levies and incidents that generate themselves, from the data you already hold.
A mid-sized property management firm runs hundreds of buildings, and each one produces the same cycle: call the meeting, hold it, write the minutes, notify, collect, and handle incidents. The work isn't hard, it's repetitive and it doesn't scale — every new building adds the same hours. Most of the time goes on moving information between the management system, email and a Word document.
What we automate here
- 01
Notices and minutes
Meeting notices generated from the building's own data, with agenda, quorum and attachments. After the meeting, minutes are drafted onto your template with the resolutions and distributed to owners with delivery receipts. Numbering and the minute book stay current without being touched.
- 02
Levies and fees
Fees calculated by ownership share, receipts issued, SEPA batches sent and payments reconciled. Arrears surface on their own and trigger whatever escalation you decide, without reading through statements.
- 03
Incidents and contractors
Incident reports from WhatsApp, a form or email, triaged by urgency and building, assigned to the right trade and tracked to closure. Owners get status without having to phone.
- 04
Owner communication
Circulars, water shut-off notices, meeting reminders and answers to the recurring questions, segmented by building and sent through whichever channel each owner actually uses.
- 05
Documents and compliance
Contracts, insurance, building inspections, certificates and minutes filed per building with expiry dates tracked, so renewals surface before they lapse rather than after.
What we build on
We work on top of what you already run — Gesfincas, Fincapp, TAAF, Netfincas or your own spreadsheets — connecting by API, database or scheduled export. We don't replace your management system.
Questions from this sector
- Do I have to change my property management software?
- No. We connect to whatever you already run. If it exposes no API, we work with scheduled exports or directly against the database. Replacing the system is a project in itself and is almost never necessary in order to automate.
- Is an AI writing the minutes? Can I trust it?
- Minutes are generated onto your template from the meeting's structured data: attendees, ownership shares, resolutions and votes. Free-text passages are held for human review before anything is sent. We don't sign anything on your behalf.
- How many buildings before this pays off?
- The break-even is usually around 40-60 buildings, because the saving comes from repetition. Below that it's worth automating only the collections cycle and incident handling.
- What happens to owners' personal data?
- It stays where it already is. We design to minimise copies and to meet GDPR: role-based access, access logging, and no exporting personal data to third-party services unless you explicitly authorise it.