Two phone lines in one: tenants and prospects
Property management is unusual in that the same number carries two completely different jobs. One is maintenance - inbound, unpredictable, occasionally urgent at three in the morning. The other is leasing - time-sensitive enquiries about a listing where the first agent to respond usually gets the viewing. Handled by the same overloaded office phone, both suffer.
- Emergency maintenance
- Flooding, no heat, no power, a lock-out, anything with a safety dimension. It runs your triage script, decides against your definitions rather than its own, and escalates to the on-call contractor or manager the way you specified. It never tells a tenant to wait when your rules say otherwise.
- Routine repair reports
- A dripping tap at 9 p.m. does not need waking anyone. It logs the unit, the issue, and the access arrangements, and the ticket is on the desk in the morning as a written summary rather than a half-audible voicemail.
- Leasing enquiries and viewings
- It answers questions about the listing you briefed it on - rent, availability, deposit, pets, parking - qualifies the prospect, and books the viewing into your connected calendar during the call, while they are still interested.
- Rent and account questions
- Payment dates, how to pay, where a statement went. Routine questions get answered; anything account-specific or sensitive follows your rule to transfer or take a message.
- Tenants who do not share your first language
- It handles 25+ languages, which in mixed residential blocks is often the difference between a clear repair report and a confused one that costs a wasted contractor visit.
Voids and emergencies are the two expensive failures
The leasing call you miss becomes a longer void, and a void is measured in whole months of rent - by far the most expensive outcome in the business. The maintenance call you miss is worse in a different way: a small leak that waited until Monday is a ceiling repair, and a genuine emergency that sat in a voicemail box is a liability problem as much as a maintenance one. Answering both reliably at 3 a.m. is not a convenience, it is risk management.
Connecting it to the office and the out-of-hours line
Most portfolios already run two numbers: an office line and an emergency line that rings somebody's personal mobile at 2 a.m. Both keep their numbers. You forward the office line on no-answer and after hours, and point the emergency line at the AI outright, with your triage rules attached. Nothing is ported and neither line goes dark during the change. Solo covers one number and one call at a time; Team covers three numbers and three simultaneous calls, which is what a burst pipe in a block of forty flats looks like on the phone - and can connect your own SIP if the office runs a PBX. Tenants keep dialling exactly what is on their tenancy agreement and the fridge magnet.
Tickets, showings and what it can reach
Property software is where the honest answer matters, because the promise is usually bigger than the connector.
- Showings and contractor slots go into Google Calendar, Microsoft 365 or Outlook, or Cal.com, over OAuth and both ways.
- It does not write into AppFolio, Buildium, Yardi, Propertyware or Arthur, and it cannot read a tenant's ledger or a work-order status. It will not pretend to know whether rent posted.
- What it produces is a complete, timestamped maintenance report per call: unit, caller, the fault in their words, access arrangements and whether it is escalating - as a summary and full transcript, and as a signed HTTPS webhook if you have somewhere to put it.
- For prospects it captures the enquiry, answers what you briefed it on about the listing, and books the viewing, in 25+ languages, which in a mixed block is not a nice-to-have.
Emergency triage, and the log that proves it happened
The out-of-hours call you most need to get right is also the one with nobody awake to take it. You write the triage test - what counts as an emergency, who it pages, what the tenant is told meanwhile - and the AI applies it consistently at 3 a.m., which is more than a tired human on a rota reliably does. Just as important, every call leaves a record: what the tenant reported, when, and what was promised. That is the evidence trail a landlord, an insurer or a first-tier tribunal will ask for, and it beats a note in a WhatsApp thread. Transcripts are encrypted in transit and at rest, EU-hosted, never sold and never used to train external models. Decide up front who in the office can read them.
Built for businesses like yours
Illustrative scenarios from the industries we serve.
“Our front desk used to miss calls constantly during patient hours. Now every single call gets answered 24/7 and appointments just book themselves. Staff can finally focus on patients.”
“couldn't pick up on a job site so I was losing clients every week. This thing answers every call, qualifies the lead and texts me a summary. closed 3 jobs this month I would've missed.”
“Set it up in like 20 minutes during my lunch break. Now it handles all the booking calls while my team works on clients. honestly wish I'd done this a year ago.”
“One person agency here, I can't always answer. It qualifies every caller, grabs their details and books showings straight into my calendar. like a full time receptionist for nothing.”
“We were paying two people just to answer phones. Now the AI takes the overflow and after hours calls. Cut our front desk costs almost in half.”
“the voice is shockingly natural. Half my customers have no idea theyre talking to an AI. Books the appointment, confirms it, done.”
“missed calls were killing us at night. now every after hours call gets answered and I get a text recap in the morning. game changer for a small firm.”
“Setup was way easier than I expected. Described my business, picked a few options and it was taking calls same day. No tech skills needed at all.”
“It pushes every booking right into my calendar and never double books. Friday nights used to be chaos answering the phone, not anymore.”
“honestly skeptical at first but it handles weird questions better than my old answering service did. and it's a fraction of the price.”
“We get a lot of Spanish speaking callers and it switches languages no problem. captures everything and emails me the lead instantly.”
“phones ring nonstop during dinner rush. now the AI takes reservations and to-go orders while we cook. saved us so many lost tables.”
“It books consults, answers pricing questions and sends me a summary of every call. feels like I hired a receptionist without the payroll.”
“I run the shop alone and can't stop mid job to grab the phone. it answers, qualifies, and texts me whats urgent. closed more work this month than ever.”
“switched from a call center that kept messing up bookings. this never gets the appointment wrong and it actually sounds friendly.”
“the after hours coverage alone paid for itself. people call at 9pm and still get booked. no more voicemail tag.”
“gave it a week on our real calls and it booked 4 appointments straight off. easy decision.”
“integrates straight into our calendar and CRM so nothing gets lost. setup took one evening and it's been running flawless since.”
Ready to go in under 10 minutes.
Anyone can get AI Receptionist up and running-no coding skills required.
Create AI phone assistants
Select voice, language, and a welcome message.
Define in-call behavior and post-processing
Set up different call handling and choose how you want to receive the transcripts.
Let the AI take your phone calls
The AI will be linked to an AI Receptionist phone number or your own phone system.
What it actually does
Not a phone menu with a nicer voice. Here is what it can do on a real call - and what happens when it can't.
Gets people to the right person
Set up to five destinations - front desk, billing, the on-call engineer - each with its own hours. It picks the one that fits what the caller needs, and it knows who is actually reachable right now.
Escalates before you lose the caller
It offers a person the moment someone is upset, has had to repeat themselves, or says it's an emergency. It doesn't wait to be asked. Add your own triggers: a burst pipe, someone threatening to cancel.
Rings you when it matters
An urgent message texts you straight away, and if you want it to, the receptionist calls you and reads out who rang, their number and the problem. Set a callback window and it promises that out loud.
Reads from your own systems
Point it at your API and it can look up an order, check stock or quote your real pricing mid-call, instead of guessing or taking a message you have to answer later.
Doesn't make things up
Name the subjects it must never answer and it says so plainly instead of guessing. Give it wording that has to be exact and it uses yours. After every call it checks what it said against what you told it and flags anything it couldn't back up. And if a caller asks outright whether they're talking to an AI, it tells them.
Remembers who's called before
A returning caller is greeted by name and isn't asked again for what they already told you. One switch turns it off if you'd rather it didn't.
Use cases
Emergency triage, routine maintenance tickets, and booked showings on every call, in 25+ languages, logged with unit and details across your whole portfolio.
Reception & Routing
Takes incoming calls and forwards them to the appropriate contact person.
Call Transcription
Collects inquiries, transcribes them, and sends you a summary by email.
Customer Service
Handles customer inquiries around the clock with precisely defined behavior.
Appointment Booking
Schedules appointments during the conversation with instant confirmation.
Order Processing
Fast 24/7 automated request handling - no waiting, no missed orders.
50+ More Options
Every business is different. Configure the AI to match your exact workflow.
Property management questions, answered
A calm front desk for your whole portfolio.
Triage emergencies, log routine tickets, and book showings 24/7 so no tenant or prospect hits voicemail, in 25+ languages. Live in about 10 minutes, with a 30-day money-back guarantee.
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