May 28, 2025
Getting Started with AI in Property Management
Practical tools and real-world workflows shared at the IROC “Innovate to Elevate” webinar
Thanks again for joining the session. This guide is designed to help you move from AI curious to AI capable—with actionable tools you can start using in under an hour, no technical background required.
Step 1: Start with These 3 Tools
1. ChatGPT by OpenAI
Why it matters: Convert complex lease language into clear, tenant-ready messages.
Use it for:
Drafting tenant notices and emails
Generating FAQs from lease documents
Writing internal policies and summaries
Get started: https://chat.openai.com
Recommended: Upgrade to ChatGPT Plus ($20/month) for access to GPT-4 and Custom GPTs.
Try this prompt:
You are a helpful assistant for a property manager. Based on the following clause, write a friendly reminder about late fees: [paste clause].
2. Zapier (No-code automation)
Why it matters: Automate time-consuming tasks like emails, checklists, and notifications without writing code.
Use it for:
Automatically sending rent reminders
Logging lease or maintenance communications
Generating move-in/move-out checklists
Get started: https://zapier.com
Free for basic 1-step workflows; upgrade for multi-step automations.
3. Claude by Anthropic (Alternative to ChatGPT)
Why it matters: Handles large files better than ChatGPT—great for full leases or bulk document review.
Use it for:
Summarizing lease PDFs
Extracting specific clauses (e.g., renewal terms, pet deposits)
Get started: https://claude.ai
Claude Pro is $20/month; a free version is available with basic functionality.
Bonus: Build Your Own Lease Assistant (Custom GPTs)
If you’re using ChatGPT Plus, you can build a GPT trained on your lease and policies.
What it can do:
Answer resident or team questions based on your actual lease
Centralize procedural knowledge for onboarding
Act as an internal FAQ chatbot
How to create one:
Log in to ChatGPT Plus
Go to “Explore GPTs” > “Create”
Upload your lease and give clear instructions
Step-by-step guide: How to create a custom GPT (OpenAI)
Real-World Workflow Examples
Draft and Send Tenant Reminders
Tools: ChatGPT + Zapier
Sends compliant, personalized emails automatically—no manual effort required.
Move-In / Move-Out Checklist Generator
Tools: Google Sheets + Zapier
Creates and delivers branded task lists to residents at key transition points.
Lease FAQ Assistant
Tools: ChatGPT (Plus) or Claude
Upload your lease and ask questions like: “When does the late fee apply?”
Maintenance Response Helper
Tools: ChatGPT
Drafts quick, courteous replies to routine maintenance requests.
Compliance Documentation
Tools: ChatGPT + Google Docs
Logs communication in time-stamped, searchable records for legal defensibility.
Onboarding Support
Tools: Custom GPT
Trains new hires with consistent answers sourced from your actual processes and policies.
Still Unsure Where to Start?
Start small:
Pick one manual task that eats your time
Test one tool—ChatGPT or Claude for content, Zapier for automation
Run one workflow and ask: "What else could I offload to AI?"
Common Pitfalls to Avoid
Don’t paste sensitive information like SSNs into public tools
Always proofread AI outputs before sending
Start with small wins—don’t over-engineer from day one
Clearly label AI-generated documents in your records
Why This Matters
Beyond saving time, AI-generated documentation can support defensibility—clear, time-stamped records aligned with your lease and policy can be invaluable during claims or audits.
Need Help?
If you’d like to test a workflow, brainstorm ideas, or get a quick walkthrough, reach out anytime:
david@flexwurx.com
We're happy to share templates, examples, or coordinate a call to explore how you can apply this in your business.
You don’t need a six-figure software budget or an engineering team to get started.
Just one small experiment. One tool. One task. This week.