A connected crew of Contexts, Workflows, and Guardrails that reads PropertyMe and Xero to keep renewals current, move maintenance along, and send routine tenant comms that hold up.
For property managers and department heads running a residential rent roll.
Contexts
4
Lease Administrator, Tenant Comms Agent, Arrears Officer, Owner Reporting Agent
Workflows
3
Lease Renewal Pipeline, Maintenance Resolution, Routine Inspection Cycle
Guardrails
3
Tenancy Law Compliance, Tenant Privacy Guard, Trust-Ledger Read-Only
Handles lease lifecycle paperwork — renewals, rent reviews, and condition report language — within agency trust and compliance guidelines.
Drafts high-volume routine tenant correspondence: maintenance replies, arrears reminders, and inspection notices.
Blocks advice or notices that contradict state-specific Residential Tenancy Act obligations — notice periods, entry rights, and bond handling.
Prevents sensitive tenancy or financial details leaking into external-facing comms — e.g. one tenant's arrears appearing in landlord correspondence.
Flags leases approaching expiry → drafts the renewal offer and rent-review letter → logs the outcome and updated terms back into the PM software.
Tenant submits an issue → AI triages urgency → notifies and schedules a tradesperson → updates the job record on completion.
PropertyMeApproved access to tenancies, lease dates, rent, and arrears.
XeroRead the trust ledger — rent, owner disbursements, and fees.
TapiRead maintenance jobs, scheduling, and work-order history.
Property management scales on doors per manager, and the ceiling is admin rather than care. A lease that lapses to periodic is a rent review missed. A stalled maintenance job is an owner's asset depreciating. A notice that breaches the Residential Tenancy Act is a fine and often a lost management.
The Lease Administrator handles renewals, rent reviews, and condition report language. The Arrears Officer reads PropertyMe and Xero to catch arrears early and draft the escalation sequence on schedule. The Tenant Comms Agent writes the routine correspondence, and the Owner Reporting Agent compiles the monthly statement from the trust ledger in plain language. The Lease Renewal Pipeline, Maintenance Resolution, and Routine Inspection Cycle each carry a job from trigger to logged outcome through Tapi and PropertyMe.
Renewals get actioned before expiry instead of after. Maintenance jobs move without three rounds of email. Notice periods and entry rights are checked against your state's Act before anything sends.
Flag leases approaching expiry, draft the renewal offer and rent-review letter, and log the outcome back into PropertyMe — so no door slips to a periodic tenancy.
Triage tenant-reported issues by urgency, notify and schedule a tradesperson through Tapi, and update the job record on completion.
A tenancy-law guardrail checks notice periods, entry rights, and bond handling against your state's Act, and a privacy guardrail keeps tenant data out of the wrong inbox.
What drives the business: Property management scales on doors-per-manager, and the ceiling is admin, not care. Every lease that lapses to a periodic tenancy is a rent review missed; every maintenance job that stalls is an owner's asset depreciating and a tenant's goodwill draining; and every notice that breaches the Residential Tenancy Act is a fine and a lost management. The economics are simple: handle the routine renewals, comms, and maintenance at volume, and never let compliance slip while you do it.
What's inside
The Lease Administrator keeps renewals current, the Tenant Comms Agent and Maintenance Resolution handle the day-to-day at volume through Tapi and Gmail, and the tenancy-law, privacy, and trust-ledger guardrails sit on every output — so a manager can run more doors without a single compliance slip.
Contexts
Handles lease lifecycle paperwork — renewals, rent reviews, and condition report language — within agency trust and compliance guidelines.
Drafts high-volume routine tenant correspondence: maintenance replies, arrears reminders, and inspection notices.
Reads PropertyMe and Xero to identify arrears early and draft the compliant reminder sequence — escalating on schedule without crossing the line.
Compiles the monthly owner statement from PropertyMe and the Xero trust ledger — rent, disbursements, fees, and maintenance — in plain language.
Workflows
Flags leases approaching expiry → drafts the renewal offer and rent-review letter → logs the outcome and updated terms back into the PM software.
Tenant submits an issue → AI triages urgency → notifies and schedules a tradesperson → updates the job record on completion.
Inspection due in PropertyMe → notice drafted with the correct entry period → schedule confirmed and the report logged back to the tenancy.
Guardrails
Blocks advice or notices that contradict state-specific Residential Tenancy Act obligations — notice periods, entry rights, and bond handling.
Prevents sensitive tenancy or financial details leaking into external-facing comms — e.g. one tenant's arrears appearing in landlord correspondence.
Oi can report on the Xero trust account — rent, disbursements, and fees — but can never move money or alter the ledger.
The numbers it moves
Routine renewals, comms, and jobs handled at volume.
Leases actioned before they lapse to periodic.
Issues triaged and scheduled without the back-and-forth.
Tenancy-law and privacy checks before anything sends.
Connects to
PropertyMeTenancies, lease dates, rent, and arrears — the source of truth for every door in the portfolio.
XeroThe trust ledger — rent received, owner disbursements, and fees — read-only for reporting.
TapiMaintenance jobs, scheduling, and work-order history to triage and track every repair.
Google WorkspaceGmail for high-volume tenant and owner correspondence — routine notices sent and tracked, not typed one by one.
Releases
Shipped the full property-management crew with the renewal, maintenance, and inspection pipelines, so routine portfolio admin runs to a schedule instead of to memory.
Gets progress claims out by the monthly cut-off and prices variations before they vanish into scope. Works from Procore RFIs and the drawing register, MYOB cost codes, and Breadcrumb inductions. Never claims a variation without referenced scope evidence.
4 contexts · 3 workflows · 3 guardrailsTurns appraisals into signed mandates and enquiries into buyers, with every price traced to comps. Works from Zoho appraisal records, Domain sold prices, and realestate.com.au enquiries. Never quotes a price guide without verified comparable sales.
4 contexts · 3 workflows · 3 guardrailsScores off-market stock against each buyer's brief and values it with cited comparable sales. Works from Cotality sales history, Zoho buyer briefs, and Domain sold results. Never lets an internal score, commission, or vendor note reach the client.
4 contexts · 3 workflows · 3 guardrailsGet started
Give it one manager's portfolio and compare the renewal register a month later.
