# AI Answering Service for Property Managers Source: https://insertchat.com/industries/property-management > Take maintenance requests from residents and showing requests from renters, day or night. An AI receptionist for property managers answers calls and texts from residents and prospective renters, using your maintenance policies, listings, and office hours. InsertChat’s assistant takes repair requests with the unit and entry permission, books showings, answers rent payment questions from your policies, and flags emergencies such as flooding or a gas smell for your on-call team. ## Turn a late-night ceiling leak into an urgent maintenance alert Example workflow: Phone call. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. A resident calls at 11:40 p.m., long after your office has closed. > Water is coming through my bathroom ceiling from the unit upstairs. Can someone come tonight? ## Read your emergency steps Give the resident the instructions you wrote for active leaks, including who to call and what to do while they wait. ## Collect the request details Record the building, the unit and the one above it, where the water is coming in, permission to enter, and any pets. ## Alert your on-call team The call is flagged as urgent, your on-call staff get an email alert, and the resident hears that someone will follow up. ## Your team sets the boundaries Your on-call staff decide who goes out and when, and the assistant does not promise arrival times or contact vendors. ## What it handles for property managers Handled by your assistant: - Routine maintenance requests, from a dripping faucet to a broken dishwasher - Rental inquiries about available units, rent, and pet policies - Showing requests booked into open times on your calendar - Application status questions, answered from your published process or passed to leasing - Rent payment and move-out questions answered from your policies Sent straight to your team: - Flooding or water coming through a ceiling - No heat in a unit during freezing weather - A gas smell, fire, or smoke - Residents locked out of their unit - Break-ins, broken locks, and other security issues ## What it asks and what it needs to know Details it collects: - Resident name and callback number - Property address and unit number - What is broken, where, and since when - Permission to enter if no one is home - Pets in the unit - Preferred times for maintenance access - For prospects, move-in date, budget, and unit size What to add to its knowledge: - Properties you manage, with addresses and unit types - What counts as an emergency, and the instructions callers should hear - Available listings, rents, and pet policies - Rent payment methods, due dates, and late fee policy - Application requirements and screening steps - Move-out procedures, inspections, and key return ## Can an AI receptionist handle after-hours maintenance calls? Yes. It separates routine repairs from emergencies using the definitions you write. A clogged sink at midnight becomes a request with the unit, the problem, entry permission, and pets, waiting for your team in the morning. Flooding, a gas smell, or no heat in freezing weather gets your emergency instructions, and the call is flagged so your on-call staff get an email right away. ## Does it work with my property management software? Not directly. It doesn’t connect to property management or work order software, so your team enters the work order. Each request arrives with the resident, unit, problem, entry permission, pets, and the full transcript on the contact in your shared inbox. Showings can be booked straight into InsertChat’s calendar or a connected Google, Outlook, Calendly, or Cal.com calendar. ## How much does an AI receptionist for property managers cost? The Pro plan is $98 per month. It comes with one phone number and a monthly allotment of credits, plus room for three AI assistants and three teammates. Every call draws down credits by the whole minute, so a busy winter night uses more than a quiet one. Each extra line costs $10 a month, and resident texts can carry their own charges. ## Can residents text a maintenance request with a photo? Yes, where your number supports SMS. Residents text your InsertChat number, and the assistant replies in short messages, asking for the unit and the problem. Photos of a leak or a broken part go to your staff to review. Website chat works too, and residents can attach files there. ## Can one assistant cover every property we manage? Yes. List each property’s address, unit types, and maintenance rules in the assistant’s knowledge, and it asks callers which building they live in. If your company runs separate offices with their own hours or staff, give each office its own assistant and address, up to your plan’s assistant limit. ## How does it stay current on available units? Add your listings page as a knowledge source, or upload your rent list as a spreadsheet, and refresh it when a unit is leased or a price changes. The assistant answers rent, size, and pet questions from that source and passes anything it can’t confirm, such as a move-in special, to your leasing team. ## Can it answer calls only after the office closes? Yes. Enter your weekly office hours and time zone; during those hours, calls ring your office. After closing, on weekends, and overnight, the assistant answers. Or ring the leasing office first and let the assistant take over after 5 to 60 seconds without an answer. ## Related features - [AI receptionist](https://insertchat.com/product/phone) - [After-hours answering](https://insertchat.com/product/after-hours) - [Shared inbox](https://insertchat.com/product/inbox) ## Broader industry - [Real estate](https://insertchat.com/industries/real-estate): Keep property inquiries and viewing requests moving.