Operations & inventory
Maintenance request to vendor dispatch
A tenant's text and photo become a classified work order, sent to the right vendor with the unit details, while the tenant and owner are kept informed.
Starts when
A tenant reports a problem by text, email or portal.
What happens
- Identify the problem and its urgency from the message and photo
- Check the lease and the owner's approval limit for who pays and who decides
- Choose a vendor by trade, availability and past performance at that property
- Send the work order and tell the tenant when to expect a visit
In more detail
An automation like this reads each new maintenance request from the tenant portal, a shared inbox or a text line, and matches it to the tenant and unit in the property-management system. It sorts the problem by trade and urgency, checks the owner's approval limit and the firm's vendor list, and drafts the work order, the vendor message and a reply to the tenant. A coordinator reviews and sends each one. Jobs over the owner's limit become a drafted approval request to the owner. Apparent emergencies, such as a gas smell or flooding, skip the queue and page the on-call manager by fixed rules. It needs read access to the property-management system (for example AppFolio Plus or Buildium Premium), a written emergency and routing policy, and tenant consent for texts. Reading photos needs a larger vision-capable model. Fenrir Labs could design it as a coordinator-assist screen beside the existing system.
You stay in control
Jobs above the owner's limit wait for approval; emergencies page the manager.
Connects to
- Tenant portal
- SMS
- Property management software
- Vendor list
Questions we would ask you
- Where do requests arrive today (portal, text to a manager's cell, email, phone), and what share comes through each?
- Which PMS and plan do you run? Do you already use Latchel, Property Meld or an answering service?
- What is your written definition of an emergency, and who is on call tonight?
- Are owner approval limits stored in the PMS, or in management agreements only?
- How do you choose a vendor today, and is there a vendor list with trades and insurance dates?
Discuss this further with the Live Agent
Sales & leads
Rental inquiries answered and showings scheduled
Every inquiry gets a reply within minutes that answers the actual question, covers your screening criteria and offers showing times.
Starts when
An inquiry arrives from a listing site or your website.
What happens
- Answer questions about the unit from the listing and property record
- Share your standard screening criteria up front
- Offer showing times from the agent's calendar
- Send a reminder before the showing and an application link after it
In more detail
An automation like this reads each rental inquiry from listing-site emails or lead feeds, looks up the unit's facts in the property-management system, and drafts a reply that answers the question, states the firm's written screening criteria in the same wording every time, and offers showing times or a self-showing link. Sensitive questions about safety, neighbours or schools get fixed approved answers, and a fair-housing phrase check runs on every draft. An agent approves and sends each message, and can take over any conversation. Texts need the prospect's consent and must honour stop requests. Dedicated leasing tools such as ShowMojo, Tenant Turner, Rently or EliseAI already reply automatically and are usually the better buy. Fenrir Labs could design a draft-assist version for firms that want every message reviewed, or a weekly check that criteria were stated consistently to everyone.
You stay in control
You approve the criteria wording once; agents can take over any conversation.
Connects to
- Listing sites
- Email
- SMS
- Calendar
Questions we would ask you
- How many inquiries per vacant unit per week, and what is your current median first-reply time?
- Which listing sites send most leads, and do they arrive as emails, in the PMS, or in a showing tool?
- Do you already use ShowMojo, Tenant Turner, Rently or the PMS's AI leasing assistant?
- Are your screening criteria written, and is the Texas 92.3515 acknowledgment in your application?
- Who may answer prospect questions today, and what are they told not to say?
Discuss this further with the Live Agent
Sales & leads
Lease renewals started 90 days out
Each expiring lease gets a renewal recommendation based on current rents nearby, the tenant's payment history and the owner's goals, then a drafted offer.
Starts when
A lease reaches 90 days before its end date.
What happens
- Gather comparable rents, payment history and maintenance costs
- Recommend renew, adjust or do not renew, with the reasoning
- Draft the owner summary and the tenant offer
- Track the response and prepare the renewal documents
In more detail
An automation like this checks each morning for leases 90 days from their end date. For each one it gathers the current rent, the tenant's payment history, recent maintenance costs on the unit and comparable rents nearby, then drafts a one-page recommendation: renew at the same rent, adjust, or do not renew, with the figures and reasons. All arithmetic is done by plain code, and the model only writes the explanation. The property manager edits it and sends the owner summary. Once the owner decides, the automation drafts the tenant offer letter for the manager to send, and tracks replies against the lease's notice deadline. It needs lease, ledger and work-order data from the property-management system by API or regular export, a trusted source of comps, and a written renewal policy. Fenrir Labs could design it so nothing reaches a tenant until the manager and owner have agreed the terms.
You stay in control
The manager and the owner decide the terms before any offer is made.
Connects to
- Property management software
- Market data
- Email
- E-signature
Questions we would ask you
- How many leases expire per month, and when do you start renewals today?
- Where do comps come from now, and who decides the number?
- Are owner goals written down anywhere?
- What does your management agreement say about renewals the owner does not answer?
- Which PMS and plan, and can you export lease expirations and ledgers as CSV?
Discuss this further with the Live Agent
Documents & compliance
Application packets checked for completeness
Applications arrive with the documents already checked against your list and the stated figures compared with the paperwork, ready for a decision.
Starts when
A rental application is submitted.
What happens
- Check that every required document is present and readable
- Compare stated income and employment with the documents provided
- Ask the applicant for anything missing
- Summarize the packet against your written criteria
In more detail
An automation like this opens each new rental application packet from the application portal or a leasing inbox, checks every document against the firm's written list for that type of applicant, and confirms the files are readable. It pulls income and employer details from pay stubs and statements, and plain code compares them with the stated income and the firm's written criteria. It drafts a polite request for anything missing and a one-page summary that links every figure to its source page. A person makes every approval decision using the same criteria for every applicant, and the automation never recommends approve or deny. Because bank statements and IDs are sensitive, the language work can run on a local model on the firm's own computer. It needs PDF and image text extraction and written criteria. Detecting edited documents is better left to a dedicated tool such as Snappt.
You stay in control
A person makes every approval decision using the same written criteria for all applicants.
Connects to
- Application portal
- Email
- Screening service
Questions we would ask you
- How many applications per month, and how many arrive incomplete?
- Where do applications and documents land today: PMS portal, screening portal or email?
- Are your selection criteria written and identical across properties, or set per owner?
- Do you use Snappt or another document-verification tool today?
- Who makes the decision, and how is it recorded?
Discuss this further with the Live Agent
Finance & billing
Move-out inspection to deposit statement
Inspection photos and notes are compared with the move-in report, and an itemized deposit statement is drafted with the supporting photos attached.
Starts when
A move-out inspection is completed.
What happens
- Compare move-out photos and notes with the move-in condition report
- Separate normal wear from chargeable damage under your policy
- Price each item from vendor quotes and your schedule of charges
- Draft the itemized statement with photo evidence
In more detail
An automation like this takes the finished move-out inspection and the move-in report for the same unit, usually PDFs from an inspection app such as zInspector synced into the property-management system. It lines them up item by item and lists what got worse, with photo references. It proposes whether each item is normal wear and tear or damage under the firm's written policy, and prices damage from the firm's schedule of charges. It then drafts an itemized deposit statement. In Texas the statement must go out within 30 days of move-out, may not charge for normal wear and tear, and must describe and itemize every deduction. The manager reviews and approves every line before anything is sent or posted. It needs consistent move-in reports, a written wear-and-tear policy and a charge schedule. Comparing photos needs a larger vision-capable model.
You stay in control
The manager reviews every charge before the statement is issued.
Connects to
- Inspection app
- Property management software
- Accounting
Questions we would ask you
- How many move-outs per month, and how long does a deposit statement take today?
- Which inspection app do you use, and do move-in and move-out reports use the same template?
- Do you have a written wear-and-tear policy and a schedule of charges?
- How often are deposit statements disputed, and how many have gone to justice court?
- Do you ever miss the 30-day deadline? What usually causes it?
Discuss this further with the Live Agent
Reporting
Owner statements with an explanation attached
Monthly owner statements go out with a short note explaining unusual expenses, vacancies and upcoming work: the things owners usually call to ask about.
Starts when
The monthly owner reporting run.
What happens
- Produce the statement for each property
- Identify anything that differs from a normal month
- Explain each item using work orders, invoices and lease events
- Mention upcoming renewals and planned maintenance
In more detail
An automation like this runs after the monthly books are closed. It reads each owner's statement from the property-management system, compares it with a normal month for that property, and picks out what an owner would ask about: a large repair, a vacancy, a late-paying tenant, a lower distribution, an upcoming renewal. For each item it looks up the work order, invoice or lease event and writes a short plain-English note, while code checks that every figure matches the statement. The manager reviews and approves every note before statements go out through the usual portal or email. The figures always come from the property-management system. The note only explains them and gives no financial or tax advice. Owner finances are confidential, so the writing can run on a local model on the firm's own computer. It needs statement and work-order data by API or monthly export.
You stay in control
The manager approves the notes before statements are sent.
Connects to
- Property management software
- Accounting
- Email
Questions we would ask you
- How many owners and statements per month, and when is your reporting deadline?
- What do owners call or email about after statements go out? Can you show a few recent examples?
- Which PMS and plan, and can you export statements and work orders as CSV?
- Do work orders and invoices consistently carry descriptions and amounts?
- What threshold makes an expense worth explaining?
Discuss this further with the Live Agent
Marketing & reviews
Listing copy and syndication from property facts
From the property record and photos, a listing is written in your style, checked against fair-housing wording rules and formatted for each site.
Starts when
A unit is marked available.
What happens
- Pull the features, measurements and photos from the property record
- Write the description and a shorter version for each listing site
- Check the wording against a fair-housing phrase list
- Prepare the listing for each channel
In more detail
An automation like this starts when a unit is marked available. It takes the facts from the property record or a fact sheet and drafts a listing in the firm's style, with a full description and shorter versions for each listing site. It only states features found in the record, and code checks every claim. It then runs the text against a fair-housing phrase list and flags wording that could suggest a preference about who should live there, such as describing ideal tenants or neighbours. An agent reviews, edits and publishes through the property-management system's normal syndication, and the automation never posts anything. Many agents already use AI to write listing descriptions, so the useful part is the fact check, the fair-housing review and a record of who approved each listing. It can run from files in a folder with no integration.
You stay in control
An agent reviews and publishes each listing.
Connects to
- Property management software
- Photo library
- Listing sites
Questions we would ask you
- How many units are listed per month, and who writes listings now?
- Do you use the PMS's built-in AI description tool or ChatGPT today?
- Do you have a written fair-housing word list or ad review step?
- Are unit records complete enough to write from, or do agents rely on memory?
- Which channels do you list on, and does the PMS syndicate to all of them?
Discuss this further with the Live Agent
Documents & compliance
Contract-to-close deadline tracking
A signed purchase contract is read once, and every contingency date becomes a reminder to the right party, with a weekly status note for the client.
Starts when
A purchase contract is fully signed.
What happens
- Extract the option period, financing, appraisal and closing dates
- Build the checklist and assign each item to an agent, lender or title contact
- Remind each party ahead of their deadline
- Draft a weekly update for the client
In more detail
An automation like this reads a fully signed purchase contract, typically a Texas TREC resale contract saved from dotloop, SkySlope or email. It extracts the effective date, earnest money and option fee, the option period, financing, survey and title deadlines, and the closing date, and shows each one next to the contract wording it came from. The agent or transaction coordinator must confirm every date before anything is scheduled. Code, not the model, computes the deadlines, including the 5:00 p.m. option deadline and weekend rules for earnest money. It then builds a checklist, a calendar file and drafted reminders for the agent, lender and title company, plus a weekly factual client update. A person sends each message, and updates never give legal advice. ListedKit already sells a cloud version, and Fenrir Labs could design a local one for brokerages that want contracts kept on their own computers.
You stay in control
The agent confirms the extracted dates against the contract before reminders start.
Connects to
- E-signature
- Calendar
- Email
- Transaction checklist
Questions we would ask you
- How many contracts close per month, and who coordinates them: an in-house TC, a freelance TC, or the agents?
- Which transaction platform holds executed contracts: dotloop, SkySlope, Lone Wolf or DocuSign?
- How do you track deadlines today: spreadsheet, platform checklist or calendar?
- Have you had a missed option or earnest-money deadline? What happened?
- Who confirms dates, and how fast after execution?
Discuss this further with the Live Agent
