A property management answering service that opens the ticket, not just the voicemail
Tenants call when the water heater fails, not when your office is open. Prospects call about a listing once and move to the next one. Both calls land on the same line, and both are lost the same way.
- APAppFolio
- BUBuildium
GoHighLevel
Twilio
Sam, unit 4B
Elm Court
Why the calls get missed
A property manager runs on interruptions. Maintenance calls, rent questions, showing requests and vendor callbacks arrive on one number, and the person answering it is also the person walking a unit. After hours, everything goes to an emergency line that is really a voicemail box with a promise on it.
Tenant line, after hours
Yesterday, before the agentSam, unit 4B
Voicemail · 0:42
Sam, unit 4B
Answered · booked or routed
Unknown caller
Voicemail · 0:11
Unknown caller
Answered · booked or routed
Marcus T.
Voicemail · 1:03
Marcus T.
Answered · booked or routed
Priya K.
Voicemail · 0:27
Priya K.
Answered · booked or routed
Luis M.
Voicemail · 0:36
Luis M.
Answered · booked or routed
What it handles on the call
- Maintenance requests triaged into emergency, urgent and routine using your own rules
- Work orders opened in your property software with unit, issue and access notes attached
- Showing requests booked against the agent's real calendar
- Rent and lease questions answered from the policy you give it, everything else routed to a person
- After hours emergencies escalated to the on-call vendor; routine requests logged for the morning
Dispatch
Real crews, real drive time
12:41
Tuesday
Call answered
nowSam, unit 4B · Elm Court
Work order opened
nowToday 4:30 · Maintenance
Confirmation sent
nowCustomer texted the window
Call summary
nowTranscript and three lines attached
After the phone
The call is where it starts. The rest of the system, for property management.
Answering the phone is one of five parts. Most property management businesses start there and add the rest once the calls are landing.
Workflow
Work order closed → vendor invoice matchedWork order closed
Work order closed
Owner notified
Owner notified
Tenant satisfaction text
Tenant satisfaction text
Vendor invoice matched
Vendor invoice matched
Common questions
Only because you tell it how. You define what counts as an emergency, and the agent asks the questions that sort a call into that bucket: is water still running, is anyone without heat, is the unit secure. Emergencies escalate immediately. Everything else becomes a work order with the details already captured.
It opens the work order or the lead in the system you run, with the unit, the description and any access notes, so your team sees it in the same queue as everything else. If you use another platform, we confirm the integration before quoting.
It answers the questions a listing page answers (availability, rent, pets, move-in date), qualifies against your criteria, and books the showing into the leasing agent's calendar. A prospect who gets a slot on the first call rarely calls the next listing.
The smaller the office, the more calls one person is expected to catch. Most of the property managers we talk to run 80 to 400 doors with one or two people on the phone. The build is sized to the volume, and the running cost is per minute of calls, not per door.
Book a call. We will tell you what the missed calls are costing.
Fifteen minutes. We walk your call flow and tell you where it leaks, whether or not you hire us.