Leasing inquiry
Capture property, unit size, move date, pets, budget, and tour preference.
Property Management AI phone system
AI phone system for property management
Answer leasing, maintenance, tenant, owner, vendor, and after-hours calls with scripts that capture the right property, unit, urgency, and next step.
24/7call answering
AIsummaries and transcripts
SMSfollow-up and reminders
CRMcontacts, tasks, routing
What it handles
Built around real property managers, landlords, leasing teams, and multifamily operators calls.
Property managers get urgent maintenance, leasing, owner, and vendor calls at the same time. Missed calls become vacancy loss, angry tenants, and delayed repairs.
Maintenance request
Collect property, unit, issue, access permission, urgency, and photos or follow-up needs.
After-hours emergency
Escalate active leaks, lockouts, heat loss, security, and safety issues by approved rules.
Owner call
Capture owner name, property, question, urgency, and required callback.
Vendor coordination
Route plumbers, HVAC, cleaners, inspectors, and contractors with job context.
Rent or ledger question
Create a task or route to accounting without exposing private account details.
Common missed-call moments
PhoneMachine keeps the front desk working when your team is busy.
Maintenance pileup
Three tenants call about water, heat, and lockout while the manager is showing a unit. The AI separates emergencies from routine maintenance and creates clean tasks.
Vacancy leak
A qualified renter calls after hours and reaches voicemail. The AI captures move date, budget, pet info, and tour windows before they book elsewhere.
Vendor phone tag
A plumber needs access notes but the manager is in a meeting. The AI captures the job context and routes it without losing the thread.
Owner escalation
Owners want quick updates. The AI captures the property and issue so the callback is informed instead of starting from scratch.
Knowledge base
The AI follows your rules, not generic phone scripts.
Emergency rulesActive leaks, lockouts, no heat in unsafe cold, security issues, fire, smoke, and electrical hazards route urgently.
Leasing intakeProperty, unit size, budget, move date, pets, parking, income requirements, and tour availability.
Maintenance intakeProperty, unit, issue, severity, access permission, pets, photos, and preferred callback.
Privacy boundariesDo not disclose tenant ledger, owner financials, access codes, or private account data unless approved.
Never-say rulesDo not promise approval, rent concessions, repair completion times, or legal advice.
Example calls
Maintenance leak
Caller: There is water under my kitchen sink.
AI: I can mark that as maintenance. What property and unit are you in, and is water actively leaking right now?
Caller: Unit 204, still dripping.
AI: Got it — Unit 204 active sink leak. I will capture access permission and route this for maintenance follow-up.
Leasing inquiry
Caller: Do you have any one-bedrooms available?
AI: I can help. What move-in date are you targeting, and do you have pets or parking needs?
Caller: Next month, one cat.
AI: Great. I will send that as a one-bedroom leasing inquiry with pet info and your preferred tour times.
Owner question
Caller: This is an owner. I need an update on my unit turnover.
AI: I can take the details. Which property or unit is this for, and what update do you need?
Caller: South Oak unit 8.
AI: I will route that as an owner callback for South Oak unit 8 turnover status.
ROI
One saved lease or emergency response can cover the system.
A single captured leasing lead or prevented maintenance escalation can be worth far more than monthly phone coverage.
Lower vacancy loss
Leads are answered after hours and on weekends.
Cleaner maintenance
Requests arrive with unit, urgency, and access details.
Fewer interruptions
Routine calls become tasks instead of constant phone tag.
Integrations
Connect the tools your team already uses.
AppFolioBuildiumPropertywareRent ManagerGoogle Calendar
Pricing
Start with the phone coverage you need now.
Starter
$39/moIncludes AI answering, messages, contacts, scripts, and follow-up tools.
Compare plansGrowth
CustomIncludes AI answering, messages, contacts, scripts, and follow-up tools.
Compare plansPro
CustomIncludes AI answering, messages, contacts, scripts, and follow-up tools.
Compare plansEnterprise
CustomFor teams with custom routing, compliance, or high-volume workflows.
Compare plansPhoneMachine.ai