Property management automation

Polish building law requires inspections once a year, e.g. of gas installations and chimney flues, and every five years, e.g. of electrical installations, and in large buildings also twice a year. Deadlines for dozens of buildings are kept in a spreadsheet.

The system calculates deadlines for each building, books the inspection with a contractor in advance, informs residents of the visit and saves the report in the building's records. Recommendations from the report become separate tasks with deadlines.

Lifts, garage doors, fire protection systems and heat substations have separate contracts and maintenance schedules. An expired contract is noticed when the equipment stops working.

All contracts and equipment are in one register. The system sends reminders about maintenance and testing, checks that the contractor has sent the report and, before the contract ends, prepares a summary for the renewal discussion.

Reports, repair photos, warranties and entries in the building logbook are scattered across emails and binders. They are hard to collect during an inspection or when the manager changes.

Every closed case, report and invoice goes automatically into the building's file, organised by installation and date. The manager sees the history of every building element and warranty deadlines.

Notices about water shut-offs, stairwell works or inspections are pinned on the noticeboard or sent to the whole association, including people they don't concern.

A notice goes only to residents of the relevant building or stairwell, by email, SMS or in the app. For works requiring access to units, residents choose a convenient slot from a list.

The manager's office receives the same questions: what is my balance, how much is the monthly charge, when is the inspection, what's happening with my report.

A chatbot on the website, in the app or on WhatsApp answers based on data from the system, e.g. the unit's balance, report status and regulations. For matters requiring a decision, it passes the conversation to the manager with a summary.

Lease end dates, rent indexation dates and deposit settlements are recorded in a spreadsheet. The handover report is done on paper, without photos.

The system sends reminders about lease end dates and indexation dates, calculates the new rent according to the lease terms and prepares an addendum. The handover report is created on a phone with photos and meter readings and goes to the tenant and owner.

Preparing the annual meeting, collecting individual votes and counting them by ownership share takes the manager weeks. Errors in the result are easy to make.

The system prepares notices and draft resolutions, sends them to owners, collects votes and counts them by share in the common property. The association board sees the result and missing votes in real time.

For a roof or facade renovation, the manager collects quotes by email and retypes them into a table. Every quote has a different scope and layout.

AI reads the quotes, compares scope, price, timeline and warranty in one table and flags differences in the scope of work. The association board receives a clear summary for its decision.

Letters from authorities, residents and suppliers land in one inbox. Response deadlines are easy to miss.

AI identifies the sender, building and subject of the letter, sets a response deadline and drafts a reply based on the documentation. The manager edits and sends it, and the system tracks the deadline.

Invoices arrive in different inboxes. Someone has to work out which building they concern, whether the work was ordered and who approves it.

Invoices are downloaded from KSeF, assigned to a building and cost category and linked to the order. An invoice without an order or with an amount higher than the order goes to the manager, and matching ones go to the association board for approval.

Residents' payments are matched to units by hand, especially when someone pays from a different account or with an incomplete reference. Arrears reminders are sent irregularly.

Payments are assigned to units by individual account number, reference and amount. Residents in arrears receive a reminder with their balance, and once a set threshold is exceeded, the case goes to the manager.

Water meter and heat allocator readings are collected from several sources, and the settlement is prepared in a spreadsheet. Unusual consumption, such as a leak, only shows up in the annual settlement.

Readings are downloaded automatically and compared with supplier invoices and the unit's history. The system prepares settlements for residents and immediately flags units with unusually high consumption.