AI for property management
Your autonomous AI employee for property management.
It takes on the work – your team keeps the decisions.
The problem
Property management runs on interruptions.
- 01
Everything arrives at once.
Phone, email, portal: requests come in through many channels – often when nobody is in the office.
- 02
Routine eats the day.
Damage, questions, statements: recurring cases tie up your team instead of leaving time for owners and properties.
- 03
Knowledge sits in folders and heads.
Answers are scattered across documents, mailboxes and the experience of individuals.
What VoroAI takes on
From tenant requests to annual statements.
In every field, VoroAI works through cases step by step. You approve what goes out – or enable it per task.
01
Communication
VoroAI understands requests from tenants and owners, finds the answer in your documents and drafts it – by phone, email or portal.
- Tenant and owner requests
- Phone, email, portal
- Circulars
- Complaints
- Owner asks by email about the status of the facade renovation · Sample Street 1
- Intake: Request understood and matched to the property (internal, automatic)
- Research: Status summarised from minutes and orders (internal, automatic)
- Reply: Reply to the owner drafted (awaiting approval)
- Acknowledgement: Acknowledgement sent (completed on its own – enabled)
Illustration with fictitious data 02
Technical management
From the first report to completion: VoroAI records damage, coordinates contractors and insurers and keeps maintenance and inspection duties in view.
- Damage management
- Contractors
- Insurance
- Maintenance & inspections
- Duty of care
- Tenant reports: water leaking from the bathroom ceiling · Sample Street 1, flat 3
- Intake: Report recorded and matched to the property (internal, automatic)
- Order: Commission leak detection (awaiting approval)
- Insurance: Damage reported (approved by your team)
- Communication: Tenant informed (completed on its own – enabled)
Illustration with fictitious data 03
Financial management
VoroAI matches payments, prepares reminders, checks invoices against orders and supports you with statements and the annual budget.
- Incoming payments
- Dunning
- Invoice checks
- Service charge and annual statements
- Annual budget
- Monthly reconciliation of incoming payments · Sample Street 1
- Matching: Payments matched to tenant accounts (internal, automatic)
- Check: Outstanding rent in flat 4 detected (internal, automatic)
- Dunning: Payment reminder prepared (awaiting approval)
- Invoices: Contractor invoice matched with the order (internal, automatic)
Illustration with fictitious data 04
Letting
VoroAI answers prospective tenants, coordinates viewings and checks applications for completeness. Your team always chooses the tenants.
- Prospects
- Viewings
- Applicant checks
- Handovers
- Deposits
- New enquiry about the vacant flat · Sample Street 1, flat 6
- Prospect: Enquiry answered, documents requested (completed on its own – enabled)
- Viewing: Viewing appointments proposed (awaiting approval)
- Application: Application documents checked for completeness (internal, automatic)
- Decision: Choice of the new tenants (decision by your team)
Illustration with fictitious data 05
Owners & associations
VoroAI prepares owner meetings, drafts minutes, maintains the register of resolutions, drives implementation and prepares owner reports.
- Invitations
- Minutes
- Register of resolutions
- Implementation
- Owner reports
- After the owners’ meeting · Sample Street 1
- Minutes: Draft minutes prepared (awaiting approval)
- Resolutions: Register of resolutions updated (internal, automatic)
- Implementation: Quotes requested for the approved roof repair (approved by your team)
- Report: Owner report prepared (awaiting approval)
Illustration with fictitious data
We are building VoroAI step by step together with property management companies. In a demo we show you which tasks already run today.
Autonomy
You decide per task: prepare or complete on its own.
You start with preparation and approval and extend it where you trust VoroAI. You can change the setting per task at any time.
- Prepare
VoroAI prepares, your team approves.
The default for every task: drafts are ready, your team reviews, adjusts and approves with one click.
- Complete on its own
Routine that you enable.
For clearly defined tasks – such as an acknowledgement – you switch off approval. VoroAI completes them on its own and every action is logged.
- Always with people
Decisions about people.
Choosing tenants, terminations and other decisions about people are always made by your team. VoroAI only prepares the documents.
Nothing goes out that you have not approved or explicitly enabled. Your team receives internal summaries automatically.
Integration
Your systems stay.
VoroAI does not replace any software. It works with your existing systems and prepares cases where your team already works.
Property management software
Your existing software remains the leading system.
Phone
Your number stays – calls are forwarded when nobody answers.
Email
Your existing mailboxes, replies as drafts.
Documents
Your existing filing system, suggestions for filing.
Data protection
GDPR-compliant.
What applies contractually and technically – without certification promises we cannot keep.
- Storage in the EU, primary storage in Frankfurt
- Data processing agreement under Art. 28 GDPR
- No training on your data
- All service providers disclosed in the DPA
- Encrypted transmission (TLS) as well as encrypted disks and backups
You receive the full list of service providers and our technical and organisational measures with the DPA.
FAQ
Frequently asked questions
What exactly is VoroAI?
VoroAI is an AI employee for property management companies. It takes on work from every field – communication, technical and financial management, letting, owners and associations – and works through cases step by step. You approve what goes out or enable it per task.
Does VoroAI work fully automatically?
Only where you explicitly enable it per task. The default is: VoroAI prepares, your team approves. Decisions about people – such as choosing tenants or a termination – are always made by your team.
What if the AI gets it wrong?
That is why the draft is the default: your team sees every step before it goes out and can adjust or reject it. If VoroAI is unsure or finds no evidence in your documents, it hands the case to your team instead of guessing. Only what you have enabled is completed on its own.
What can VoroAI do today?
We are building VoroAI step by step together with property management companies. In a demo we show you which tasks already run today.
Do we have to replace our existing software?
No. VoroAI works with your existing property management software, your phone number and your mailboxes. Your systems remain the leading systems.
How does the introduction work?
Together we analyse your most important workflows, set up VoroAI with your property information and contacts, and connect it to your phone number and mailboxes. Then we start with selected cases.
Where is our data processed?
Your data is stored in the EU, with primary storage in Frankfurt. We disclose all service providers we use in the DPA – with EU standard contractual clauses where required.
Does VoroAI work outside office hours?
That is what VoroAI is built for: if nobody answers, VoroAI takes the call, says openly that it is an AI, records the request and sends your team a summary. Replies to tenants are prepared as drafts.
What does VoroAI cost?
The price depends on scope and workflows. In the pilot we agree on it together after the first conversation.
Which property management companies is VoroAI suited for?
For companies that receive many requests by phone and email every day and want to relieve their team without giving up control.
See VoroAI in 15 minutes.
Free of charge and without obligation. We show you the workflows live in a demo environment.
Or write to us at info@voroai.de