One inbox, 300 units: what routing automation actually saves.

worked model

The short answer: inbox routing starts paying at around 200 enquiries a month

With 300 units there is one inbox, and the urgent mail drowns in the routine. Below about 200 enquiries a month, automation does not pay for itself, and we will tell you so. Above it, you save the hours spent sorting and the escalations that arrive late.

Every unit writes. One inbox reads. Tenants ask, owners escalate, and the urgent mail sits three screens below the routine. What follows is an industry analysis, not a client result.

The inbox that reads itself, or does not

At 300 units, volume becomes a sorting problem. The question is no longer who is fast, but what reaches a person at all.

200+ enquiries a month

Where inbox automation starts paying for itself.our working rule

The machine reads every mail before anyone opens it. Routine questions get answered. The rest is routed with a summary, so whoever opens it already knows what it is.

Under a care plan, a person answers within a stated window.

4 business hours

Human response window under a care plan.product spec

22:00, water on the floor, voicemail

Emergencies do not keep office hours. The tenant with a burst pipe hears a mailbox and calls whoever answers, usually an emergency service at emergency prices, billed to the owner.

The machine answers at 22:00 and asks the five questions you would. Which unit, what is happening, is anyone at risk, is the water off, best number. Urgent cases go to a person at once. The rest waits as a ticket at 08:00.

The handover the bookkeeper dreads

Every unit generates paper, and the paper meets a keyboard. Utility statements, contractor invoices and service contracts, all typed by someone hired to manage property.

≈ 15 hours a month

150 documents at about 6 minutes each. Most portfolios are past that number.worked model

Documents arrive in the same inbox as tenant mail. Once routing is in place, capturing them is the cheapest machine to add.

~90%

Of documents auto-captured. Edge cases go to a human, by design.product spec, conservatively stated

Count the documents your portfolio throws off in a month.

What does writing invoices by hand cost you?

≈ €1,050 a month walks away.

30 hours a month of typing.

Estimate. Model: 150 invoices at 6 minutes is ~15 hours a month of typing. The machine reads them instead. Your real numbers replace it on the call.

Stop typing See the full math

Two products close these three gaps. Install them in this order. All four are on the solutions hub.

Customer Facing Agent

The Customer Facing Agent is the anchor here. Every mail read, the routine answered, the rest routed with a summary and a named owner. It also answers calls out of hours as a disclosed digital assistant, with real escalation for emergencies.

See how it works →

Operations Agent

The Operations Agent turns the paper trail into a clean handover. Captured, coded, matched and filed for the bookkeeping system you already use. It shares the inbox with the Customer Facing Agent, so it is the natural second install.

See how it works →

MODELLED EXAMPLE

Hausverwaltung, ~300 units, one shared inbox

Every unit writes. One inbox reads. At 200+ enquiries a month, routing beats heroics: the machine answers the routine, routes the rest with summaries, and files invoices on the way through.

200+

enquiries a month, the point where automating starts to pay

our working rule

~90%

of those documents arrive without anyone typing them

product spec, conservatively stated

how long before a person comes back to you, under care

product spec

See the full breakdown

The Property Management Fix List

one inbox, read and routed by hand: 12 problems, what each costs today.

PDF · 1 page · email required

Is this data from your clients?

No, and it says so on every number: published studies plus open models, labelled. Client cases join as they mature, with permission and names.

My property management firm is different.

The bands are editable in the calculator and the discovery call runs your real numbers. The model is the start of the conversation, never the end.

What would you install first in a property management firm?

The three machines above, in that order. The analysis confirms or corrects it for your case in 3 minutes.

Before you pick a fix

Long-form answers to the questions that come before the buying question. Every figure on them carries its publisher, its year and a link to the document it came from.

One inbox should not decide whose pipe gets fixed.

Three minutes tells you what your routing is costing.

Run the free analysis

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