The inquiry that toured elsewhere
A renter messages three listings. The first manager to answer gets the tour, the application, and the lease. If your reply waits until Monday, that door sits empty another month.
AI automation for property managers
You manage the doors. Your systems should handle the noise.
We build AI workflows for property management companies that answer leasing inquiries in under a minute, triage maintenance at 2 AM without waking you, chase renewals before leases lapse, and keep owners in the loop — so vacancies fill faster and your team stops living in the inbox.
Talk to a real person — fast.Call or text us at (214) 744-3297. No phone tree, no ticket queue.
Built for single-family portfolios & small multifamily — roughly 25 to 500 doors · Works alongside the software, inbox & phone you already use · properties.vaivin.com — part of vaivin.com, no separate domain to buy
Vacancy and churn rarely start with the property. They start with a slow reply.
The maintenance call that became a review
A small leak at night becomes water damage, a frustrated tenant, and a 1-star review by morning — not because you don't care, but because intake depended on someone being awake.
The renewal nobody chased
A good tenant drifts to month-to-month, then moves — because renewal started too late and follow-up stopped after one email. Turnover is your most expensive line item, and it's often preventable.
Who feels it first
One system, three quieter jobs
Good automation doesn't replace your team. It removes the repetitive chasing so leasing, maintenance coordination, and owner relations each get done the same way, every time.
Every inquiry answered, every tour followed up
Instant response, pre-screening questions in your criteria, tour booking and reminders, and polite follow-up for prospects who go quiet — until they apply or opt out.
Requests captured cleanly, 24/7
Tenants get an immediate acknowledgement, the right troubleshooting questions, and status updates. Emergencies escalate to a human fast — with photos and details already collected.
Fewer “just checking in” calls
Vacancy updates, showing feedback, renewal status, and monthly summaries drafted from what's actually happening — so owners see progress without you writing it from scratch.
What we automate
Six workflows that run while you're on site
Tap a workflow to see how it runs. Every message is written in your voice, approved by you, sends from your number and inbox, and hands off to a person the moment judgment is needed.
The maintenance promise
No ticket disappears into a voicemail box.
Every request gets a timestamp, a category, photos when they matter, and a next step the tenant can see. Your vendors get a clean work order — address, access notes, urgency, and tenant availability — not a forwarded “sink broken??” text.
- ✓ Emergency keywords escalate immediately to your on-call path
- ✓ Routine tickets queued with tenant-confirmed windows
- ✓ Automatic status updates so tenants stop calling to ask
How it works
Audit first. Build second. Autopilot third.
We look at how inquiries, tickets, and renewals actually move through your business today, build only what fixes the leaks, then run it for you.
Free workflow audit
Free — your first step
A working session on your portfolio: where inquiries come from, how fast they're answered, how maintenance is intake'd, and when renewals start.
- Full map of leasing → move-in → renewal flow
- The 3–5 workflows worth building first, in order
- Written plan you keep either way
The Setup Sprint
Included in the flat fee
We build your priority workflows inside the tools you already pay for and test them against real scenarios — a midnight leak, a ghosted prospect, a lease ending in 60 days — before anything goes live.
- Messages in your voice, approved by you
- Connected to your inbox, phone & calendar
- Emergency handoffs tested end-to-end
Workflow Partner
$499 / month · flat
Your automations, managed. We monitor what's running, fix what breaks, tune what's underperforming, and report what it produced.
- Monitoring, fixes & ongoing tuning
- Monthly report: inquiries answered, tours booked, tickets triaged, renewals started
- New workflows added as your door count grows
Do your own math
How many hours is chasing actually costing you?
Slide to your real numbers. This is your arithmetic, not our marketing — the estimate updates as you move. We use 4 minutes per leasing touch and 18 minutes of coordination per maintenance ticket.
Zillow, Apartments.com, your site, calls & referrals combined
Reply, tour invite, reminder, and follow-ups before they apply or go cold
Intake, vendor coordination, tenant updates, and close-out for each ticket
Rent reminders, renewal chasing, owner updates, review requests
37 hrs / month
That's the repetitive leasing, maintenance coordination, and admin workload these workflows are built to take off your plate — including at 10:14 PM on a Friday.
Leasing follow-up: 10.7 hrsMaintenance coordination: 9.0 hrsOther admin: 17.3 hrsYour $499/mo works out to $13 per hour handed back
Pricing
One flat fee. No per-door surprises.
Same Vaivin pricing as every vertical: one flat monthly fee for the build-out and management, plus a one-time $49 service fee. No per-lead or per-ticket charges.
Workflow Partner — flat fee
$499 / month
The service itself: your AI automation, built and managed.
- Free workflow audit & workflow plan included to start
- Build-out of your priority workflows
- Instant leasing response, 24/7
- Maintenance triage, rent & renewal sequences kept running
- Monthly report in plain English: what ran, what it booked & resolved
$499/mo + one-time $49 = $548 first month
$548 first month, then $499/mo
The flat monthly fee, plus the one-time fee to get your systems live.
- $499/mo — Workflow Partner flat fee (above)
- +$49 one-time — service fee: workflows get hosted, connected & set up
- = $548 due first month — then $499/mo after that, everything included
- No setup surprise: audit & build-out are part of the flat fee
Best fit for managers who feel every vacancy and every after-hours ticket personally. If you manage a handful of doors for yourself, start with the free workflow audit conversation — we'll tell you straight if the math doesn't work yet.
A week with it running
What changes, day to day
Monday
Weekend inquiries, already toured
Friday and Saturday prospects were answered, screened, and two tours are already done — with feedback waiting for the owner.
Tuesday
Rent reminders, without the awkward calls
Friendly due-date and late notices went out on schedule, in your tone. Payments and promises-to-pay are logged, not buried in texts.
Wednesday
A ticket closes itself out
Vendor marked the repair complete, tenant confirmed it works, and the owner sees it in the summary — no one had to chase three people.
Thursday
Renewals start 90 days early
Three leases ending this quarter got their first renewal touch, with your terms. Replies land in your inbox, warm and ready for a conversation.
Friday
Move-in day feels organized
New tenants got their checklist, utility reminders, and first-week check-in automatically. You just hand over the keys.
Questions
Asked by property managers, answered straight
No. The workflows are built to work alongside the tools you already use — your inbox, phone / texting, calendar, and your current management software for records. The Audit starts with your stack, and we only add what's genuinely missing. You're not migrating your portfolio to learn a new system.
Messages are written from your real communications, in your voice, and you approve every word before anything sends. Automation handles the routine — acknowledgement, scheduling, status updates, reminders — and hands off immediately for anything sensitive, disputed, or unusual.
Emergency handling is designed with you in the Audit: keywords and situations you define (active flooding, no heat, security issues) trigger your on-call escalation path right away, while the system collects address, photos, and shut-off details so the human who responds isn't starting from zero. Routine issues wait safely in queue for business hours.
Carefully, and with you in control. Pre-screening questions use only the criteria and wording you approve, applied the same way to every inquiry. The system doesn't make approval decisions — it collects information consistently and hands applications to you and your existing screening process.
Only what you want them to see. Typical owner workflows are vacancy and showing updates while a unit is listed, renewal status before a lease ends, and a clean monthly summary. Drafts are built from real activity in your workflows — you approve the format once, then it runs.
Thirty doors is often where it starts to pay — you're big enough to feel every missed inquiry and midnight ticket, but too small for a full-time leasing or dispatch hire. At a few hundred doors, the same workflows matter even more because consistency across a team is the problem. The Audit will tell us which end you're on and what to build first.
Start with a discovery call
Tell us a little about your portfolio and we'll reply with times to talk through your free workflow audit. One flat $499/mo plus a one-time $49 fee — $548 due the first month, then $499/mo — if we move forward. The form opens your own email app with everything filled in; nothing is sent until you hit send.
- A map of where leasing & renewals leak
- How your maintenance intake really works after hours
- The priority builds, in order, with the why
Rather just call or text?
Fastest way to reach us — call or text (214) 744-3297 and we'll set up your discovery call from there.
Prefer email directly? [email protected] · [email protected] · This page: properties.vaivin.com
