Where the AI helps
Nine surfaces, with real examples of what the AI produces.
1. Maintenance triage
Input: Tenant types "water under the kitchen sink, dripping when I run the tap" and attaches a photo of the puddle.
AI output (in ~2 seconds):
- Category: PLUMBING
- Urgency: URGENT
- Likely causes: Loose drain trap, cracked S-bend, failed cold-water inlet
- Reasoning: "Photo shows steady drip puddling on cabinet base — more than a slow seep; recommend dispatch within 24h."
- Suggested actions:
- Ask tenant to place a bucket and not run the tap
- Dispatch plumber within 24h
- Note for next inspection
PM's role: Glances at the suggestion, sees the photo confirming the AI's reasoning, accepts. ~3 seconds.
2. Duplicate detection
Input: Same tenant submits "kitchen tap leaking" 15 minutes after their first report.
AI output: Flags as a likely duplicate of MR-abc12345 — both at same property, same kitchen, same time window.
PM's role: Sees a "Possible duplicate" banner with a link to the prior report. One click to merge or dismiss. ~5 seconds.
3. Work-order scope drafting
Input: PM picks "Watertight Plumbing" for the kitchen leak above.
AI output:
"Diagnose dishwasher water leak at 12 Chapel St, South Yarra. Confirm tenant has isolated water supply. If repair feasible under $500, proceed; if replacement required, photo the unit and call the agency before committing. Report final cost and any tenant-relevant follow-ups in completion notes."
PM's role: Sets the cost ceiling, hits Send. ~10 seconds.
4. Contractor matching
Input: PM opens the contractor picker for the kitchen plumbing job.
AI output (ranked list):
- Watertight Plumbing Pty Ltd ⭐ preferred · 4.8★ · last job 12 days ago
- Aqua-Pro Plumbing · 4.6★ · last job 3 weeks ago
- Big Smoke Plumbers · no rating yet
Northside Plumbing — insurance expired 12 days ago
PM's role: Picks Watertight. ~2 seconds.
5. Owner digest drafting
Input: PM clicks "Draft digest" for owner Maria, who has 3 properties.
AI output:
Subject: Fortnightly update — 12 Chapel St, 23 Beach Rd, 45 Bourke St
Hi Maria,
Quick fortnightly update on your three properties.
12 Chapel St — Plumbing repair completed Tuesday after a kitchen drain leak. Watertight Plumbing fixed in ~2 hours, final cost $340 (well within the budget you signed off on). Tenant has been advised on preventive maintenance.
23 Beach Rd — Quarterly inspection completed Wednesday. Property presents very well; only one minor item flagged (range-hood filter needs replacement, ~$45 — happy to handle within your standing approval limit).
45 Bourke St — Quiet fortnight. Smoke alarm annual due late May, we'll book Tuesday morning.
Let me know if you'd like more detail on anything.
Sarah
PM's role: Reads, edits the salutation, hits Send. ~90 seconds.
6. Inspection report writing
Input: PM has walked through with a checklist on her phone, marked 2 items as Fair, 1 as Poor, added 4 short notes.
AI output: A 1.5-page prose inspection report, organised by room, in AU English, with safety flags + follow-ups extracted automatically.
PM's role: Reads, edits a phrase or two. ~3 minutes.
7. Legal notices
Input: PM picks VIC, "10 days overdue", $1,280, tenant + property details.
AI output: A Notice to Remedy Breach naming s 91ZM RTA, with specific outstanding amount, 14-day remedy window, formal phrasing.
PM's role: Reviews, sends. ~3 minutes.
8. Tribunal case packs
Input: PM picks property + 6-month window + "Rent arrears + termination" + types a paragraph of background.
AI output: A Statement of Facts + chronology + relief paragraph, with every event referenced to a real exhibit ID. 8 seconds end-to-end.
PM's role: Verifies the facts, takes to principal for sign-off. ~12 minutes.
9. Import from contracts
Input: A new pilot building whose leases live as PDFs and phone photos, no spreadsheet. The PM drops the pack on Import → From contracts. One of them is a bilingual furnished lease: Apartment 1204, Lusail, two tenants, QAR 8,500 a month by twelve cheques, an 8-line furniture and appliance annex.
AI output (about 30 seconds per contract, in the background):
- Unit: Apartment 1204, Fox Hills Tower 4, Zone 69, Lusail, furnished
- Tenants: two, with their mobiles and e-mail
- Lease: 1 Nov 2026 – 31 Oct 2027, monthly, QAR 8,500, deposit QAR 8,500, 12 cheques
- Inventory: 3 split ACs, fridge, cooker, washing machine, water heater, sofa, bed
- For every field: how sure the reading is, and the sentence of the contract it came from
- Never read: the tenant's QID, passport or bank details
PM's role: Checks the fields next to the original, fixes anything amber, clicks Confirm. The unit, owner, tenants, lease and nine pieces of equipment are created, and the contract is filed on the lease. ~2 minutes instead of retyping it.
What this adds up to
In a typical PM day at a 150-property portfolio, the AI saves something like:
| Task | Without AI | With AI |
|---|---|---|
| Triage 5 maintenance reports | 30 min | 5 min |
| Write 1 inspection report | 50 min | 12 min |
| Draft 12 owner digests | 5 hours | 30 min |
| Compose 3 legal notices | 45 min | 9 min |
| Build 1 tribunal pack | 4 hours | 12 min |
That's ~10 hours a week back per PM. At a 4-PM agency, that's 40 hours — a full extra headcount of capacity, without a hire.