COI Basics
David Bunch
Getting Started with AI in Property Management
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.
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