Calgary property management companies lose hours daily to maintenance triage, tenant communication, vendor coordination, and lease document handling. AI request classification, automated vendor matching, tenant-facing chat, and document extraction recover that time — built by an architect with 15+ years of operational infrastructure experience.
For most property management companies in Calgary, the cost of one specific automation gap is $50,000+/year in either lost revenue or wasted operating expense. That number is not theoretical — it is what we calculate on the audit call for businesses your size.
A Calgary property management company with 200 units typically handles 80-150 maintenance requests per month and 200-400 tenant emails. AI triage and tenant-facing chat collectively recover 25-40 hours/month of staff time — the equivalent of a part-time admin position ($30K-$50K/year fully loaded). The build pays back in 2-3 months.
These are the automations we most commonly ship for property management companies in Calgary and across Alberta. Each is a real project we will price during the free audit.
Tenant submits a maintenance request via SMS, email, or web form. AI classifies urgency (emergency, urgent, routine), category (plumbing, electrical, HVAC, appliance, structural), and suggests the right vendor based on past performance, distance, and current load. Property manager approves in one click. Average dispatch time drops from 6 hours to 30 minutes.
24/7 chat assistant on your portal or via SMS. Answers common tenant questions (rent due dates, lease terms, parking rules, building amenities), accepts maintenance requests, processes lease-renewal questions. Reduces tenant emails to the office by 60-80%.
AI tracks every vendor interaction: response time, completion time, tenant satisfaction, cost vs. quote, recurring issues. New requests get matched to the highest-performing vendor for that category, automatically. Removes the bias of 'whoever the manager remembers calling.'
Drop a signed lease PDF into the system. AI extracts tenant info, term dates, rent amounts, deposit, special clauses, pet info, parking, utilities. Writes structured records to your PM software. Saves 15-30 minutes per lease in manual data entry.
AI monitors expiring leases. Drafts personalized renewal offers based on tenant payment history and current market rates. Sends at the optimal time. Handles back-and-forth conversation about lease terms. Books renewal signing. Manager reviews and approves before sending.
We build on top of your existing stack. No "switch to our platform" garbage. Common integrations for property management companies: AppFolio, Buildium, Yardi, Propertyware, Rentec Direct, DoorLoop, Microsoft 365, Google Workspace, Twilio, QuickBooks, Xero. If your tool is not on this list, ask — we have integrated with a long tail of niche systems and most have working APIs.
| Tier | Workhorse tier; maintenance triage + tenant chat is the most common starting build |
|---|---|
| Price range | $3,500 – $7,500 CAD, fixed-fee |
| Timeline | 3-5 weeks |
| Post-launch tuning | Included |
| Guarantee | 30-day "it works or you don't pay" |
Step 1 — Free audit (30 minutes). You describe your busiest workflow. We map the time and money it currently costs. We identify whether AI is genuinely worth deploying against it. Honest answer either way.
Step 2 — Fixed proposal. Within 2 business days, you get a written proposal with fixed scope, fixed price, fixed timeline, and the acceptance criteria the system needs to meet. You decide.
Step 3 — Build & ship. We architect, build, and test on staging. You see weekly progress in a shared workspace. We do not disappear for three weeks and surprise you.
Step 4 — Tune for 30+ days. Real usage reveals things sandbox testing never does. The tuning period is when we make the system actually reliable in your real-world conditions.
Step 5 — Hand off or retain. You either run it yourself with our documentation, or you put us on retainer to keep optimizing. Your call.
Yes. AppFolio and Buildium have strong APIs; Yardi requires more careful integration but is doable. We confirm specific integration scope during the audit. Smaller systems like Rentec or DoorLoop also supported.
Always. Every tenant-facing interaction has an explicit 'speak to a person' path that escalates to your team. AI handles volume; humans handle anything sensitive, complex, or escalated.
Emergency classification is the highest-priority rule we build. Any keyword or context suggesting safety risk (flood, no heat, gas smell, lockout, fire) bypasses normal triage and dispatches to your on-call line immediately. We tune these rules carefully during build.
English fully supported. French and Mandarin support are common adds. Discussed at audit.
We do not handle money flows directly. Payment processing stays in your PM software (AppFolio, Buildium, etc.) which is already PCI-compliant and licensed. AI can answer 'is my payment received' or 'when is rent due' but does not move money.
We design messaging templates and processes to align with Alberta RTA requirements (notice periods, deposit handling, lease changes). For legally-sensitive communications like eviction notices, the system drafts and a human reviews/sends — we never automate final decisions on legal matters.