Property & Asset Management · Document & Inbox AI
An AI agent for property management: your inbox sorted, routed and followed up, with human review of the uncertain cases.
For property and asset managers who receive hundreds of asset-related emails every week and still decide by hand who handles what.
What happens today
- Tenant requests, supplier documents and letters arrive in the same mailbox.
- Sorting depends on who is available, with variable delays.
- Lease obligations sleep in PDFs and resurface too late.
- Owner reporting is rebuilt every quarter.
The workflow
01 · Inputs
- Shared mailbox
- Attachments (photos, PDFs, invoices)
- Tenant portal
02 · Processing
- Classification by type and urgency
- Identification of the asset and the unit
- Extraction of the useful information
- Ticket creation and assignment
03 · Human checks
- Uncertain category → human review
- Any binding reply validated
- Spending and access subject to validation
04 · Outputs & actions
- Ticket in your tool
- Acknowledgement to the tenant
- Follow-up tasks
- Reporting per asset
What changes
Today
With the system
Manual sorting of every email.
Automatic sorting, exceptions sent for review.
Lease obligations tracked from memory.
Deadlines extracted and turned into reminders.
Reporting rebuilt by hand.
Reporting generated from tickets and data.
Example
E4Workflow exampleA tenant email with a photo of a leak becomes a "water damage" ticket, assigned to the unit's manager, with an acknowledgement sent and a follow-up reminder created.
Illustrative example of how the process can work.
What drives the economics of the project
No savings are guaranteed. The variables below are the ones we measure in Discover.
01
Volume of emails per week and breakdown by type
02
Average sorting and reply time today
03
Share of emails that can be automated without review
04
Number of systems to connect
Any estimate shows its assumptions: current time, fully loaded hourly cost, expected exception rate.
Implementation
- 01
Discover
Measurement on your real emails, mapping of managers and assets.
- 02
Data & access
Access to the mailbox, the ticketing tool and the asset data.
- 03
Build
Classification, extraction, routing and control rules.
- 04
UAT
Your managers test on real emails; thresholds are adjusted.
- 05
Go-live & RUN
Gradual rollout, monitoring and optional optimisation.
Security and privacy
Regions, providers, logs and backups are documented before going into production and validated with you. No general claim is made before that review.
Frequently asked questions
Compatible with our property management software?
If an API, a connector or a viable import exists, yes. Confirmed after assessment.
Do tenants receive automatic replies?
Acknowledgements and requests for additional information, yes. Binding replies go through human validation.
How long to get started?
It depends on access and on the availability of your teams for testing. The estimate is given after Discover.
What if the sorting is wrong?
Each classification carries a score. Below the threshold, the email goes to human review rather than being routed incorrectly.
Show us your inbox.
Describe what arrives in it and who handles it. We'll tell you whether a routing system is justified.