The client playbook
How great property management companies run on PropertyAssistAI
A guided tour of the platform — what every role in your company gets, how the AI works (and where it never acts alone), how resident data is protected, and what your first 90 days look like.
Prepared for prospective partners · propertyassistai.ca
Chapter 01
One platform, the whole operation
Sixteen connected modules share the same company, property and access context, so records can move through one accountable workflow.
AI email inbox
Risk-aware triage, editable replies and extracted tasks
Dashboards
Portfolio health for owners; a daily queue for managers
Work orders & vendors
Dispatch, SLAs, approvals and vendor history
Tasks & approvals
Spend thresholds route big-ticket work to approvers
Contacts & residents
Owners, tenants and boards per unit and building
Financials
Budget vs. actual, arrears, invoices, audit packages
Compliance
Jurisdiction packs, statutory deadlines, reminders
Board packages
Versioned, approvable, redacted, exported to PDF
AGM & governance
Timelines, proxies, notices and minutes
Disclosure
Status certificates with statutory turnarounds
Documents
Versioned library with AI extraction and search
Incidents
Severity-driven escalation and insurance linkage
Capital projects
Reserve-funded work tracked to budget
Portals
Residents, vendors and boards, scoped to their own records
AI copilot
Grounded answers and proposed actions, always approved by you
Private AI
Self-hosted models with no per-token provider fee
Representative dashboard with illustrative data: portfolio health, today's priorities and the AI copilot on one screen.
Chapter 02
What success looks like, role by role
Every seat in your company sees exactly what they need — scoped by role and by property, enforced on the server, never just hidden in the UI.
The owner / executive
Grow the portfolio without losing control of quality.
- One health view across every building, manager and company function
- AI ROI and local-AI savings dashboards that justify the investment
- Audit-ready records for important approvals, financial changes and document history
- Spend guardrails: high-value work orders and invoices route to approvers
The regional manager
Standardize how every team works and catch risk early.
- Roll-up dashboards by portfolio with SLA and workload signals
- Compliance status across all buildings — overdue items surface themselves
- Approve packages and spend from one queue instead of chasing email
- Templates and jurisdiction packs put best practice in every building
The property manager
Run more buildings well — without working evenings.
- AI triages the inbox and drafts replies in your voice for approval
- Email triage creates reviewed replies and follow-up tasks without retyping
- Portal maintenance requests convert into tracked work orders when field work is required
- Statutory deadlines tracked per building with calendar sync
- Board packages and AGM notices generated from live data
The office admin / client relations team
Answer every resident quickly, with full context.
- Resident requests triaged with photos, urgency and unit history
- Contacts, correspondence and documents on one screen per person
- Templates for notices and letters that keep every message consistent
- A role scoped to exactly what front-of-house needs, nothing more
The controller / finance team
Close the month with confidence, answer the board with data.
- Budget vs. actual variance with AI explanations per building
- Invoice approvals with separation of duties and full audit trail
- Arrears tracking with statuses, imports and board-ready summaries
- Audit packages assembled from records that were organized all year
Representative AI Inbox with illustrative data: risk-aware triage, an editable reply and extracted follow-up tasks.
Chapter 03
AI that does the work — under your control
The AI layer is woven through email, documents, financials and reporting. It drafts, extracts, summarizes and recommends; your team approves. Every AI action is logged with its cost, model and outcome.
The copilot grounds every answer in your buildings' own records — and shows its sources.
Private AI, public AI, or both — you decide
PropertyAssistAI supports Ollama and other self-hosted, OpenAI-compatible endpoints, plus supported public providers under your own keys. Platform admins configure the available providers and models per company. Work routed to a self-hosted endpoint is processed on your configured infrastructure with no per-token provider fee. AI analytics record model, latency and estimated cost, including comparison reporting for local calls.
Chapter 04
Built for the trust your clients place in you
Property managers hold sensitive personal, financial and legal records. The platform is designed so you can answer any board's security questions with confidence.
Tenant & property isolation
Each company is isolated; protected workflows apply role permissions and property scope before records are read or changed.
Human-reviewed AI
Outbound AI-assisted replies and suggested tasks or work orders require confirmation by a permitted user.
Auditable operations
Important financial approvals, document versions, access changes and AI activity are recorded and exportable.
Enterprise controls, in-house
First-party MFA, AES-256-GCM encrypted secrets, role and property scoping, API tokens, retention windows and full data export.
Jurisdiction packs track every statutory obligation per building — overdue items can't hide.
Chapter 05
Numbers your board will trust
From invoice intake to variance explanations to the audit package, the financial story is assembled continuously — not reconstructed at month-end.
Budget vs. actual with an AI variance summary a board member can actually read.
Chapter 06
Your first 90 days
Onboarding is measured in weeks, not quarters. Bulk imports, guided setup checklists and role-aware training content are built into the product.
Days 1–30
Foundation
- Company, roles and property setup
- Bulk import of units, contacts and opening financials
- Team logins with property assignments
- Compliance packs applied per building
Days 31–60
Daily operations live
- Outlook mailboxes connected; AI inbox in daily use
- Work orders and vendor flows replace spreadsheets
- First AI-generated board package approved and delivered
- Resident and board portals invited
Days 61–90
Optimization
- AI routing tuned (local vs. cloud) with the savings dashboard
- Spend-approval thresholds and SLAs set to your policy
- Analytics review: time saved, acceptance rates, workloads
- Rollout to the rest of the portfolio
What we need from you: a list of buildings and units (spreadsheet is fine), your contact lists, last year's budget and current arrears, and an hour with your IT contact to connect Microsoft 365. We handle the rest with you, step by step.
Let's walk through it with your buildings in mind
A demo takes 45 minutes and is built around your property types and portfolio size. Pricing follows how you operate — not a one-size plan.
propertyassistai.ca · propertyassistai.ca/demo