Where the AI helps
Eight 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".
AI output (in ~2 seconds):
- Category: PLUMBING
- Urgency: URGENT
- Likely causes: Loose drain trap, cracked S-bend, failed cold-water inlet
- 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, 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.
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.