AI for property management: questions and answers

Tenants are told they are speaking with an AI agent, your office number stays the same, and urgent jobs go only to your approved tradespeople within each landlord’s limit. Plans start at $299 per month for business hours, or $599 per month with after hours and weekends, ex GST.

The answers below cover what heads of property management, principals and strata managers ask before they switch on AI answering. Each answer links to the page with the full detail.

Will tenants know they are talking to an AI?

Yes. The agent is set up to introduce itself as an AI assistant answering for your agency, in an Australian voice, at the start of every call. It does not pretend to be a person. If a caller asks for a person, the agent either transfers the call to your nominated staff member or takes a message and tells the caller when to expect a call back. You can also print a line on tenancy welcome packs explaining that after hours calls are answered by an AI agent.

Which property management software does it work with?

The agent connects to other systems through their API where the system has one, or through email where it does not. Yes AI’s site names these integrations: Xero, HubSpot, Salesforce, Zoho, ServiceM8, Microsoft 365 and Google Workspace. For your property management software, Yes AI checks what the system exposes during scoping, and the written quote states exactly what will be read and written. At a minimum, every call summary reaches your team by email, and on the Professional plan by SMS as well.

Can we keep our existing office phone number?

Yes. Your number stays with your current carrier and calls are forwarded to the AI agent; how forwarding works on your phone system is confirmed during scoping. Common setups are forwarding all calls after hours, forwarding calls your team does not answer within a set number of rings, or forwarding every call during a busy period. Connecting your phone system is part of the setup fee. Tenants, landlords and tradespeople keep ringing the number printed on their agreements and your signboards.

How does after hours tradie dispatch work, and what are the limits?

You give the agent three things: your approved tradespeople for each type of job, the order to call them in, and each landlord’s spending limit from the management agreement. When a tenant reports a fault that your rules class as urgent, the agent contacts the first tradesperson on the list, passes on the address, fault and access details, and confirms the next step with the tenant. It never authorises work above the landlord’s limit and never adds a tradesperson who is not on your list. Anything over the limit, or outside the rules, goes to your on-call property manager. The after hours maintenance line page shows the full call flow.

What happens when the agent does not know the answer?

It says so and takes a message. The agent answers only from the information you supply: your rules, your listing data, your office hours and contact details. If a question falls outside that, it records the question, tells the caller who will get back to them and roughly when, and sends the details to your team. Guessing is worse than a short delay, so the agent is set up not to guess.

Is tenant information kept private?

Call summaries go only to the people and systems you nominate. The Privacy Act 1988 applies to agencies above its small business turnover threshold, and the OAIC publishes the Australian Privacy Principles that covered agencies must follow. In Victoria, rental providers and agents have also had a duty since 25 November 2025 to protect renters’ personal information from misuse. Tell callers that calls are recorded and transcribed, collect only what the call needs, and set how long recordings are kept. Yes AI’s own handling is set out in its privacy policy.

How does the agent avoid discriminating against applicants?

It answers applicant questions only from listing facts: rent, bond, inspection times, pets, parking and how to apply. It does not ask about age, family status, disability, race or any other protected attribute, and it does not score, rank or reject applicants. In Victoria, the Victorian Equal Opportunity and Human Rights Commission explains that refusing a rental because of a protected attribute is unlawful, and Consumer Affairs Victoria lists what rental applications may ask for. Selecting a tenant stays with your leasing team.

Can it reply to enquiries from realestate.com.au and Domain?

It works from the enquiry emails the portals send to your agency and from your CRM, not from a direct portal connection. Each enquiry gets a reply by email or SMS with the property details, inspection times and application link from your listing data. The rental enquiry automation page explains the setup.

Does it work for strata and owners corporation managers?

Yes. The agent answers owners’ questions on levies, meeting dates and common property repairs from the scheme documents the manager supplies, and treats after hours common property emergencies the same way as urgent rental repairs. Victoria uses the term owners corporation; other states use strata scheme or body corporate. See the strata enquiry agent page.

What does it cost?

Yes AI publishes its prices. Starter is $299 per month plus $499 setup with 500 minutes, business hours only. Professional is $599 per month plus $999 setup with 1,500 minutes and after hours and weekend coverage. Custom plans for 20 or more staff are quoted. All are ex GST and month to month. The cost guide shows how to work out which plan your call volume needs.

How long does setup take?

It depends on scope, and the timing is confirmed in your written quote. An after hours line for one office is a smaller job than several offices with separate strata and sales lines. The work that takes longest is on your side: writing the urgent repair rules, confirming the tradesperson list and each landlord’s spending limit, and ringing the test calls. The 90-day automation plan shows a realistic sequence.

Is Yes AI a real estate agency?

No. Yes AI builds AI voice agents and automation tools. It is not a real estate agency, holds no estate agent licence and does not give tenancy or legal advice. Your agency stays responsible for its rules, its decisions and its obligations to landlords and tenants. More about the business is on the about page, and you can ask for a demo through the enquiry form.