How property managers can leverage AI
Liz Pollock
05 May 2025
The AI revolution is already here – and it's transforming how smart agencies operate
For property managers, this isn’t about robots replacing relationships.
It’s about using smarter tools to give you and your team more time for what matters most: building trust, delivering standout service, and growing your business.
Here’s how forward-thinking property managers are putting AI to work.
Admin that handles itself
Bills and invoices processed in seconds
AI tools can scan handwritten invoices, detect meter readings, and extract renter details. They auto-populate invoices, calculate charges, and process large volumes in one go.
Ailo’s own tool does just that – extracting data from scanned or emailed bills, then giving your team control to review and approve before sending.
Inspection reports that write themselves
Routine inspections used to mean scribbled notes and late-night report writing. Now, AI can turn property photos into structured, professional comments automatically—flagging damage, missing items, or cleanliness issues based on what it sees.
Ailo’s inspection tool reduces reporting time by up to 50%, while improving clarity for investors and cutting down on follow-up questions. It’s faster, more consistent, and still leaves room for human judgment where it matters. Because it’s built into your workflow, there’s no need to switch systems or learn a new tool.
Want to see it in action? Here’s how one inspection team tripled their productivity — and impressed even the toughest critic.
Smarter insights mean better service
AI helps you do more than react — it gives you the insights to lead. And when you understand the market better, you serve your customers better.
AI tools can analyse everything from school zone changes and infrastructure projects to vacancy trends and pricing gaps — helping you recommend rent prices that strike the right balance between speed and return.
They can also identify growth suburbs, flag undervalued properties, and highlight the best time to buy or sell. That means you're not just reacting to the market — you're guiding your owners through it with confidence. This is where AI becomes a strategic advantage—not just a time-saver—helping your agency operate smarter and lead conversations with data.
Tools like ChatGPT-4o (via chat.openai.com) and Claude 3 Opus (via claude.ai) are great for this.
Try prompting: “What are the top 5 growth suburbs in Brisbane based on rental yield and infrastructure projects?”
You can even upload market reports or investor updates to get tailored insights.
The result? Smarter conversations with investors, stronger returns for their properties, and a better experience for everyone involved.
AI for marketing and growth
Smarter content, faster
General-purpose tools like ChatGPT or Claude can help you:
- Write suburb profiles, investor emails, or new business call scripts
- Draft compelling rental listing descriptions
- Repurpose five-star reviews into social posts
- Build copy for flyers, brochures, and lead nurture campaigns
Personalised pitches with zero manual research
AI tools like Clay or HubSpot AI can enrich your lead data in seconds — surfacing insights like property value, investment history, and location. That means you can send sharper, more tailored pitches with very little effort.
For example, Clay can identify landlords who recently listed or sold a property, so you know when to reach out with the right message at the right time.
Easy-to-use design and video tools
You don’t need to be a designer to look professional:
- Canva’s AI tools can rewrite captions, resize content for every platform, or even generate designs from a single prompt
- CapCut makes it easy to edit video walkthroughs or testimonials, add auto-subtitles, and create short-form social videos
- Lumen5 turns long videos or blog posts into quick reels
- AdCreative.ai or Lexica generate eye-catching ad visuals in minutes
Start with one tool that solves a specific bottleneck — whether it’s writing, video editing, or personalising your message. You’ll free up time, show up more professionally, and convert more landlords with less lift.
Creating connected experiences across your entire operation
Most AI tools today solve one problem at a time. But the real value comes when everything connects — when your workflows, data, and communication all talk to each other.
Building towards smarter integration
Right now, no property management platform truly delivers a seamless, end-to-end AI experience. There’s still a lot of manual follow-up, disconnected systems, and missed opportunities.
At Ailo, we’re working to change that. We’re building a platform where:
- An issue spotted during an inspection can create a maintenance project on the spot
- A renter’s chatbot request can trigger a work order, dispatch a tradie, and notify the owner — all without the team needing to chase or double-handle
- Updates, approvals, and communication stay in sync across one connected workflow
We’re designing these features to be part of your daily workflow — not just extra tools you have to juggle. That way, AI becomes part of how your agency runs, not another system to manage.
The goal? Fewer gaps, less admin, and more time for your team to focus on high-value conversations.
Insights that lead to action
We’re also developing tools that surface agency-wide trends and help you act on them — not just report them:
- Spot churn risk, pricing gaps, or service slowdowns early
- Respond faster with AI-powered recommendations
- Get notified when investor engagement drops or when it’s time to upsell
It’s early days, but we believe these kinds of insights will help agencies make faster, more confident decisions — and deliver a better experience for renters and investors alike.
Getting started without getting overwhelmed
As a business owner, your job is to invest in tech that moves the needle. Here’s how to start:
1. Focus on high-effort, high-volume workflows
If your team is buried in inspections or council rates, start there.
2. Don’t wait for a full tech overhaul
AI should feel like an upgrade to the way your team already works — not a full transformation overnight. Platforms like Ailo already include AI-powered features you can switch on instantly.
3. Use external tools strategically
ChatGPT is great for a quick draft – just don’t feed it anything sensitive. Think of it as an assistant, not a database.
4. Train your team
The agencies getting the most value from AI are the ones where team members feel confident using it. Train them, encourage experimentation, and celebrate small wins.
The future of property management is already here
AI isn't coming to property management – it's already transforming how the most successful agencies operate. From 24/7 renter support to predictive maintenance and data-driven insights, these tools are creating new standards for service quality and operational efficiency.
The question isn't whether AI will become essential for property management success. It's whether you'll be among the early adopters who use these tools to build stronger relationships, deliver better service, and grow more sustainably.
Start with one tool that addresses your biggest operational challenge. Learn how it works, measure the results, and gradually expand from there. Your future self – and your property owners – will thank you for taking that first step today.
Frequently Asked Questions
Will AI replace property managers?
Not at all. AI is designed to enhance your team’s capabilities — not replace them. It takes care of repetitive, admin-heavy tasks so your staff can focus on relationships, problem-solving, and growth. Think of it as a co-pilot that boosts performance and frees your team to do their best work.
How much does AI property management software cost?
Costs vary widely depending on features and property portfolio size. Many AI tools integrate with existing platforms at reasonable monthly rates. The key is measuring ROI through reduced admin time, improved renter satisfaction, and enhanced service delivery to property owners.
How do I train my team to use AI effectively?
Start small and keep it practical. Pick one task — like AI-powered inspections or invoice processing — and show how it makes the day easier, not harder. Encourage the team to try it, tweak it, and talk about what works. The goal isn’t perfection — it’s confidence. Agencies seeing the best results are the ones where team members feel safe to explore and improve over time.