AI Email Assistant for Property Management
Automate tenant requests: GDPR-compliant AI for property management.
Alois detects incoming tenant requests in the inbox, categorises them and prepares fitting reply drafts. Behind that, Alois runs the management work itself, from the rent ledger with bank reconciliation through service-charge and condo annual statements to owners’ meetings and deadlines. Approval always stays with your staff.
- EU language models
- Hosting in the EU
- Approval by your team
Interface shown in German, sample data.
The inbox for tenant requests
Alois pre-sorts and drafts. Your property managers decide. This relieves your team, especially amid the skilled-labour shortage.
Automatically triage tenant requests
Alois detects incoming emails in the inbox and categorises them: damage report, service-charge question, termination, payment arrears and more. Every request arrives pre-sorted at the right place.
Reply drafts with human approval
Based on your templates and property data, Alois creates fitting reply drafts. Your property managers review, adjust and approve. Nothing goes out without human control.
Linking to property, unit and file
Every request is matched to the right property, unit and tenancy. Context and history are at hand instantly, without searching across multiple systems.
EU language models, hosting in the EU
Alois uses European language models (Mistral) with EU hosting. On request we prepare operation on your own hardware. This does not replace a data processing agreement or a DPIA, but it makes both easier.
The management work behind it
More than an inbox: these modules run in production in Alois today. Everything that goes out is created as a draft for review.
Rent ledger with monthly charges
Alois creates the rent as a charge due on the third working day, split into base rent and prepayments, pro rata on move-in and move-out. The rent ledger shows open items and balance per lease with a traffic light. Alois allocates payments under § 366 German Civil Code, and wrong entries are reversed with a reason instead of deleted.
Bank reconciliation with match proposals
You import bank statements as CAMT.053 or CSV, and other formats via a column mapping on the account. For every transaction Alois proposes the matching tenant and open item and names its reasons, such as a known IBAN or a matching amount. You confirm the match. Bank statements are never sent to an AI model.
Condo annual statement
Alois builds the annual statement from the year’s actual costs, split by ownership share and to the day when an owner changes. Every individual statement shows the settlement balance under § 28 (2) WEG, with fee arrears listed separately. Once finalised, Alois creates the draft resolution for the owners’ meeting.
Asset report and maintenance reserve
The asset report under § 28 (4) WEG shows the maintenance reserve and its development, the association’s accounts, fee arrears and open invoices. You record contributions, withdrawals and interest for the reserve directly; statement and report are filed as PDFs with the property.
Service-charge statements
Allocation keys per cost type, costs also captured from a receipt photo with an AI proposal, pro-rata and cent-exact splits across tenant changes, and the statement of household services under § 35a German Income Tax Act. A reviewable PDF is created per tenant as a draft.
Owners’ meetings and resolution record
Owners’ meetings from preparation to minutes: agenda, invitation and minutes as PDF drafts, votes by head or ownership share, every resolution numbered consecutively in the statutory resolution record under § 24 (7) WEG. Plus the annual budget with a fee proposal per unit.
Deadline radar
Alois derives statutory deadlines from your master data and creates them as appointments: service-charge statement, deposit settlement and the short limitation period after move-out, consent and court deadlines for a rent increase, calling the owners’ meeting. When you write a rent increase, Alois checks the waiting period and the cap against the rent history.
Contractor coordination
For a damage report Alois proposes suitable contractors from your directory, organised by trade, with emergency service and preference per property. You call or send a request by email. The status stays visible on the conversation, from Angefragt (requested) through Zugesagt (confirmed) to Erledigt (done).
Typical use cases
- Detect damage reports and route them to building services
- Answer service-charge questions with a standard reply draft
- Reliably capture terminations and deadlines
- Prepare reminders for rent and condo fees as drafts
- Import bank statements and match payments to tenants
- Create the condo annual statement with a draft resolution
- Match requests to the right property
- Relieve the first level amid the skilled-labour shortage
Frequently asked questions
Is AI in property management GDPR-compliant?
Alois relies on European language models with EU hosting, and tenant and property data are processed in the EU. Data processing and documentation are handled in a GDPR-compliant way.
Will the AI replace my staff?
No. Alois works as agent assist: the AI handles triage and reply drafts, while approval always stays with a human. Your property managers decide and gain time for the cases that truly need people, especially amid the skilled-labour shortage.
Can Alois run in our own infrastructure?
Today Alois runs in a data centre in the EU. On request we prepare operation on your own hardware. We clarify what this requires in the demo call.
Does the rent ledger replace our accounting?
No. The rent ledger is the management view of rent and condo fees: what is owed, what is paid and what is overdue. Your company accounting, for example via DATEV, is not affected. Alois reads bank statements only inside your installation; they are not sent to any AI model or external service.
How does our existing data get into Alois?
There is a CSV template for every data type. Alois reads leases directly and creates property, unit, tenant and terms after your review, and you can take on legacy files in batches. Bank statements come in as CAMT.053 or CSV. In a short preliminary call we clarify which route fits your current software.
What is Alois?
This page shows the industry configuration of Alois for property management. Alois itself is the industry-configurable AI back office with an AI inbox, reply suggestions and human approval, GDPR-first and with EU hosting.