AI Receptionist for Property ManagementAn AI answering service for property management that sorts every call
For property managers and small management companies: an AI receptionist answers your calls, chat or web forms after hours, sorts each caller into a prospect, a resident with a maintenance request or an owner, takes the right details for each and logs every request. The AI Receptionist Build also sends urgent maintenance to the person on call.
Simon Dziak builds it on your own phone number, calendar and property software, and you own it. One channel, the phone line, website chat or web forms, is a fixed $2,500. Phone, chat and forms in English and Spanish, with missed-call text back, is the AI Receptionist Build at a fixed $5,000. The optional AI Care plan keeps the intake script and urgency list current for $297 a month.
Fixed prices
All fixed-price offers- $2,500AI Feature or Agent BuildOne LLM feature or agent wired into your app or tools, with an eval set that shows how well it works.See scope and start
- $1,200API IntegrationTwo systems connected through their APIs, with retries, logs, failure alerts and tests.See scope and start
Something else? Describe your project
Plans
Two builds and a care plan, each at a fixed price
Tier 1
One channel
$2,500fixed
10 business days after the spec is agreed and access arrives.
For a business that wants one front door answered first.
- One channel: the phone line, website chat or web forms
- Answers, asks your intake questions, and books or hands off to a person
- Every lead logged
- An eval set of up to 50 cases, scored before handover
Tier 2
AI Receptionist Build
$5,000fixed
15 business days after access arrives, from a one-page spec you approve first.
For a clinic, law firm or office that wants every call, chat and form answered, booked and logged.
- Phone, website chat and web forms answered 24/7, on your own Twilio number and model account
- English and Spanish
- Booking into one calendar, with a confirmation by text or email
- Missed-call text back from a registered number, with STOP opt-out
- Urgent calls transferred or flagged, and every conversation logged to one CRM or inbox with a summary and transcript
- An eval set of up to 50 cases scored before handover, then 30 days of tuning after launch
After launch
AI Care plan
$297a month
For a receptionist Simon built, on either tier. Cancel any time.
For keeping it accurate as your hours, prices and questions change.
- Hosting and monitoring on your own cloud account
- Prompt and knowledge tuning
- A monthly call-log review, with a short report of missed questions and the fixes made
Cloud, phone and model usage are billed to your own accounts. Each build connects one calendar and one CRM or inbox, named in the spec; more are quoted in writing. Texting starts once your number is registered. Missed-call text back on its own is the API Integration, $1,200. Not included: outbound AI calls, recording without a consent step, a guaranteed accuracy score, and HIPAA work without a business associate agreement from every vendor.
Built for property management
What a property management receptionist has to get right
01
Prospect, resident or owner, sorted first
It asks who is calling before anything else. A prospect gets the leasing questions: which property or unit, the move-in date and whether they want a showing. A current resident gets the maintenance intake. An owner gets a message taken for their property manager, never account details over the phone.
AI Feature or Agent Build02
Maintenance requests your team can act on
The unit, the problem in the resident’s own words, when it started, whether staff may enter while they are out, and the best way to reach them. Every request is logged where your team works. With the AI Receptionist Build it arrives with a short summary and the transcript.
How the AI receptionist works03
Urgent maintenance goes to the person on call
A caller who reports a fire, smoke or someone hurt is told to call 911 first. With the AI Receptionist Build, anything on your urgency list, such as a lockout or a door that will not lock, goes to the person on call by transfer or text with the summary. The one-channel build takes an urgent message for your staff. It can misjudge a call, so the eval set tests your urgency list, and you check it before launch.
04
Fair housing: facts about the unit, not opinions about the neighborhood
It answers facts about the unit, the rent you publish and your application steps, and passes questions about who lives in the building, whether it suits families, or how safe the area is, to your staff. It never screens or approves an applicant; that stays with your team and your screening process.
05
Into your property software
Buildium describes its Open API as a way to “Get programmatic access to your company’s data within Buildium and link it to outside tools and systems”, so the build can log requests to your Buildium account as the one system it connects, where your plan includes API access and the API accepts that record; the spec names it. Other property software can take that slot where it offers an API you can use; otherwise requests arrive by email in the inbox the spec names.
API IntegrationAI answering serviceSpeed to lead and missed-call text back06
Built from Miami, for property managers across the US
Simon works from Miami and builds for property management companies anywhere in the US, by email and shared documents.
App369 in Miami
Parts already in production
Intake, booking and texting already run in Workspace369
Workspace369 is App369’s own client-work platform, live on the App Store. It is not property management software and does not run an AI phone agent; it runs the parts a leasing and maintenance desk is wired from.
Forms that start the record
Intake forms that create the contact and keep every answer with it.
Booking from availability
Booking pages that offer open times from a connected Google Calendar and create the event with a confirmation.
Texting from a business number
Two-way SMS on Twilio with STOP opt-outs, kept with the contact in a shared inbox.
- Twilio
- Claude API
- Gemini API
- Google Calendar API
- Buildium Open API
- Webhooks
- TypeScript
FAQ
Questions before you start
How much does an AI receptionist for property management cost?
$2,500 fixed for one channel, delivered 10 business days after the spec is agreed and access arrives. $5,000 fixed for the AI Receptionist Build, which answers phone, website chat and web forms in English and Spanish with missed-call text back, delivered 15 business days after access arrives, plus 30 days of tuning. The AI Care plan is $297 a month; cancel any time. Phone and model usage are billed by Twilio and your model provider to your own accounts.
Is this a property management answering service?
Yes. It answers after hours, on weekends and when every line is busy, and takes the maintenance request or the showing request. With the AI Receptionist Build it also texts back missed calls. The difference from a message-only service is the intake: it sorts prospects, residents and owners, and runs your urgency list. If your residents expect a person on every call, keep the human service, or use this for overflow and after hours.
What does it not do that a human answering service does?
It does not call vendors, dispatch work, take rent payments, make outbound calls or handle an upset caller the way a trained person does. It takes the request, runs your urgency list and logs it. Keep the human service if residents expect a live person on every call or you want staff to dispatch vendors for you. Use this for overflow, after hours and weekends, or in place of a per-minute service where the calls are mostly intake. App369 charges no per-minute fee; Twilio and model usage are billed to your own accounts.
How does it handle fair housing?
The Fair Housing Act makes it unlawful to make “any notice, statement, or advertisement, with respect to the sale or rental of a dwelling” that indicates a preference, limitation or discrimination based on race, color, religion, sex, handicap, familial status or national origin. An AI receptionist makes statements to callers, so by default it answers facts about the unit and passes questions about who lives in the building, whether it suits families, or how safe the area is, to your staff. The eval set includes those questions, and you review the answers before launch. Your state and city may add protected classes. This is not legal advice.
Does it screen applicants?
No. It answers the application steps you publish and sends the link to your application. It does not ask about income, credit or background, and never says whether someone would be approved. Screening and approval stay with your team and your screening process. This is not legal advice.
Do callers have to be told the call is recorded?
In some states, yes. Florida Statutes § 934.03(2)(d) makes recording lawful when all of the parties to the communication have given prior consent. By default the receptionist opens with an AI and recording notice and is built to work without recording when the caller says no; the eval set tests that. You approve the wording. This is not legal advice.
Can it text residents and prospects back?
With the AI Receptionist Build it texts back missed calls, from a number registered in your own Twilio account, with STOP opt-out handled. Twilio’s docs say anyone sending SMS/MMS messages over a 10DLC number from an application to the US must register for A2P 10DLC. It texts only people who called you, and does not start texts to people who have not contacted you; consent for any other texts is yours to confirm with your counsel. This is not legal advice.
Can it answer in Spanish?
Yes. The AI Receptionist Build answers in English and Spanish, and the summary for your team is in English.
Does it tell callers it is an AI?
Yes. It says it is an AI assistant for your company at the start, and offers a booked time or a logged callback whenever the caller asks for a person. With the AI Receptionist Build it can transfer the call to your team during the hours they take calls.
Do I need a call first?
No. The spec and the build happen in writing by email. If you want to talk it through, consultations are paid: $100 per 15 minutes, paid upfront.
Not a fixed-price job?
Describe it and get a written quote
Send what you need built or fixed. You get a written scope, a fixed price and a timeline; Simon replies by email, usually within one business day.
Prefer a call? Consultations are $100 per 15 minutes, paid upfront.