Property management answering service
Property management answering service: Victoria, our AI receptionist, takes the property, unit and callback number, so each summary reads like a work order.
Talk or type with Victoria. Your price in about 2 minutes.
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Calls Victoria answers for you
- “Water is coming through our bathroom ceiling from the unit upstairs.”
- “I'm locked out and my kids are inside.”
- “I smell gas in the kitchen.”
- “The smoke alarm keeps chirping and I can't reach it.”
More calls (4)Fewer calls
- “The garage gate is stuck open.”
- “The neighbors upstairs are playing loud music at 1 am.”
- “Is the two-bedroom on Haley Street still available?”
- “Where do I drop off a rent check after hours?”
Here's how a call goes
A typical call, then the summary you get when it ends.
What you get
- Tenant
- Ana Torres
- Cell
- 805-555-0148
- Address
- 1520 Haley St. #4
- Problem
- No hot water; no gas smell, water heater in a closet
- Language
- Spanish
- Entry
- Monday, 1 to 3 pm, agreed on the call
- Text sent to Ana confirming the window
No hot water sits on your next-business-day list, so the call didn't come to your phone tonight; if you'd rather get hot-water calls on weekends too, that's a rule you can set.
- Summaries that read like work orders
- Sorting by your rules
- Repair windows, with the tenant's answer recorded
- Victoria:
Thanks for calling your company maintenance, this is Victoria. Which property and unit are you calling about?
- Caller:
Buenas noches. Del 1520 de la calle Haley, departamento 4. Desde la tarde no tenemos agua caliente.
Good evening. 1520 Haley Street, apartment 4. We haven't had hot water since this afternoon.
- Victoria:
Buenas noches. Haley 1520, departamento 4, anotado. ¿Les falta solo el agua caliente, o tampoco sale la fría?
Good evening. Haley 1520, apartment 4, noted. Is it only the hot water, or is the cold water out too?
- Caller:
Nada más la caliente. El calentador está en el clóset y no hace ningún ruido.
Just the hot water. The water heater is in the closet and it isn't making any sound.
- Victoria:
¿Siente olor a gas cerca del calentador?
Do you smell gas near the water heater?
- Caller:
No, nada.
No, nothing.
- Victoria:
Gracias. Le puedo apartar el lunes entre la 1 y las 3 de la tarde para que el técnico entre a revisar el calentador. ¿Está de acuerdo con que entren en ese horario?
Thank you. I can set aside Monday between 1 and 3 pm for the technician to come in and check the water heater. Do you agree to them entering during that window?
- Caller:
Sí, está bien. Soy Ana Torres. Llámenme al celular, no al de la casa: 805 555 0148.
Yes, that's fine. I'm Ana Torres. Call my cell, not the home phone: 805-555-0148.
- Victoria:
Gracias, Ana. Queda el lunes de 1 a 3, y ahora le llega un mensaje que lo confirma.
Thank you, Ana. You're set for Monday from 1 to 3, and a text confirming it is on its way now.
An illustration of a typical call, not a real customer.
How it works
- 1
Take the free assessment
A few questions about how your business runs today.
- 2
Get your price
See it on screen before you commit to anything, and email it to yourself.
- 3
We set it up
One setup call with Nathaniel, in person in the Santa Barbara area or by phone or video.
Questions people ask
Don't see yours? Ask Victoria during the assessment, or call (805) 970-2936.
What about a lockout at 2 am?
She asks who's locked out and whether anyone is inside. If a child is alone inside, she reads your wording first, for example: “Call 911 now.” After that, your rule decides whether the call rings through to the number you named or the tenant gets the locksmith number you've chosen to share.
Can she tell a tenant when a repair is scheduled?
Yes, from the job status your team keeps updated: when a tenant calls asking when the plumber is coming, she reads them the window on file. A direct connection to your property software is its own project.
Can tenants report problems in Spanish?
Yes, the whole report: property, unit and what's wrong. If a tenant starts in English and finishes in Spanish, she follows, and the summary you get has the same fields as any other call.
Will tenants know they're talking to an AI?
Any tenant who asks gets a plain answer: she's an AI assistant for your management company. She takes the report and books the repair window; rent credits, lease changes and deposit questions go to you in the summary.
More questions (3)Fewer questions
How is it priced if we manage several properties?
It's priced per office, not per building. She asks which property and unit each tenant is calling about, so adding a building doesn't change how she answers. The price follows your calls, not your buildings or the minutes: the free 2-minute assessment works it out from how many calls your office gets. If you're not happy in the first 30 days, we refund your first monthly payment.
Who will we be working with?
Nathaniel Ross, our founder, based in Santa Barbara. He runs the setup call himself, where you give him your properties and units, office hours, emergency rules and their safety wording, the number for urgent calls and the leasing answers you want her to give. On that call we also set up, once, when calls forward to her: all the time, after hours, or when nobody in the office picks up, depending on what your phone line or system supports. You can call in and test her before any tenant reaches her.
Does she work with AppFolio or Buildium?
Buildium can connect directly, so the requests she takes can go straight into it; we confirm the connection on the setup call. AppFolio needs AppFolio's approval, so creating work orders there is a custom build we'd quote. Your coordinator can work from the summaries in the meantime.
The details
In short
Tenants call the number on their lease for everything: water through the ceiling from upstairs, a lockout, a smoke alarm chirping at 3 am.
Victoria asks for the property and unit first, sends anything your rules mark urgent to the number you choose, and turns everything else into a summary you can open a work order from.
What gets in the way
After hours is unstaffed but never quiet.Tenants report everything as urgent.Some calls carry legal weight.Which unit is upstairs?.
After hours is unstaffed but never quiet
Leaks, lockouts and gas smells keep their own hours, and paying someone to sit by a phone all night makes little sense for most management companies.
Tenants report everything as urgent
To a tenant, a dripping faucet at 10 pm feels as urgent as a burst supply line, and every after-hours vendor dispatch you didn't need comes with a trip charge.
Some calls carry legal weight
California lists working plumbing, hot and cold running water, heat and a weathertight roof among the basics a rental must have (California Civil Code §1941.1).
A tenant reporting that one of them is out needs a dated summary and a next step.
Which unit is upstairs?
When a Spanish-speaking tenant reports water coming through the bathroom ceiling, the detail that decides where the vendor goes is the unit above, and an English-only after-hours line is where that detail gets lost.
What we do about it
Summaries that read like work orders.Sorting by your rules.Repair windows, with the tenant's answer recorded.Leasing calls answered at night.
Summaries that read like work orders
Before a call ends, Victoria has the property, the unit, the tenant's name and a callback number, so each summary has what a work order needs.
Sorting by your rules
You decide what's urgent: flooding, a gas smell, no heat on a cold night, a lockout with a child inside.
Those ring your cell, or another number you give us, and the ones with a safety line, like a gas smell or a child alone inside, get your wording first.
Everything else gets its summary and waits for business hours.
Repair windows, with the tenant's answer recorded
If you want, Victoria offers the tenant a repair window and asks whether they agree to someone entering then, and the summary records their answer.
Whether a recorded agreement like that covers your entry-notice duties under California Civil Code §1954 is a question for your own counsel.
Leasing calls answered at night
Prospects who call about a vacancy get answers from what you load (open units, the rent you choose to share, pet policy), and Victoria can book a showing or text them your booking link.
By Nathaniel Ross, founder · Updated
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