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In a property management firm, tenants and owners keep asking: about the status of a damage report, a certificate, a resolution. On top of that come tradesperson invoices that must be assigned to the right property, and a shared inbox nobody can oversee any more. The Business Optimizer captures every email as a case with its property, keeps track of the status and informs those involved by email, while your team makes the decisions.
In the morning the shared inbox is a jumble. Which of it is urgent, which belongs to which property, and who takes care of it?
The core is always the same: the status lives in the heads of individual colleagues. More on the pages Requests left waiting and Fewer calls, more clarity.
Each workflow is a case type that you define. The Business Optimizer reads the email and attachments, enters what is written there and leaves blank what is missing. Your team decides.
Input: Email or web form from a tenant with a description, often with photos attached.
Captured and prepared: Property, flat, type of damage and urgency, as far as they appear in the email and attachments. The tenant gets an acknowledgement, then a message at every status change until "done".
The person decides: Whom you commission and how urgent it really is.
Input: A tenant or owner asks by email for a certificate or specific documents.
Captured and prepared: Who is asking, for which property and which document is meant. The document is provided once it is filed.
The person decides: Whether the document goes out. After your approval it is sent on.
Input: Email from an owner with a question about the building or an ongoing case.
Captured and prepared: Property, topic and the conversation so far. The reply is waiting as a draft in your tone in the Outlook drafts folder.
The person decides: What is answered. A person sends it.
Input: Invoice from a trade business by email, usually as a PDF.
Captured and prepared: Invoice number, amount, IBAN and due date from email and attachment. The invoice is assigned to the property and filed in a structured way, with overview and CSV export.
The person decides: Whether the invoice is correct and gets paid.
Input: Email with a termination or a request to change a contract.
Captured and prepared: Who writes, about which contract and property, what is wanted. The case goes to the responsible person.
The person decides: A person checks the deadline. The Business Optimizer does not set it.
Input: A commitment, a quote or a reply you are waiting for.
Captured and prepared: Deadline per case type, follow-up with a due notification and a warning before the deadline. If something is left lying, it escalates to the administrators.
The person decides: How to proceed when the follow-up is due.
If deadlines are the main concern, read Deadlines and escalation. More on processing documents is on the page Incoming invoices. Your property management program can report events to the Business Optimizer through an interface, and we connect further systems as needed.
This is how a damage report by email runs. All data are invented sample data.
Subject: Damp patch on the ceiling
"Hello, in our flat 3 at Beispielstrasse 12 there has been a damp patch on the bathroom ceiling since yesterday, and it is getting bigger. I have attached photos. Please reply quickly. Anna Beispiel"
The Business Optimizer recognises the case type damage report, reads text and photos and enters property, flat and type of damage. The urgency follows from what is written there.
Case V-2026-0731 · Damage report · Beispielstrasse 12, flat 3
Every change triggers an email to the tenant with the case number in the subject: "[V-2026-0731] Your damage report: tradesperson commissioned".
The tenant does not need to ask. Whoever opens the case in the team sees history, responsibility and the emails sent.
Tenants and owners receive an acknowledgement straight away with the captured details. If a detail is missing, such as the flat, the Business Optimizer asks. At every status change, for example "Tradesperson commissioned" or "Done", a message goes out by email.
Nothing gets lost, because every case has a number, a history and a responsible person. And whoever covers for a colleague sees in the live monitor right away where the case stands.
Whom to commission, which document goes out, whether an invoice is paid and how to handle a termination is up to you. Replies are created as drafts and a person sends them. Messages go out directly only where you deliberately switch on auto-send. Before that, observe mode runs.
The responsibility stays with you. The Business Optimizer sorts, captures and prepares. How much time this saves in your case, you can calculate in the time savings calculator with your own assumptions. An overview is on the Business Optimizer page.
Building insurance claims and unpaid service charges or rent take a lot of chasing. The Business Optimizer tracks the settlement status per claim, spots deductions and follows up late payments with deadlines, while the decision stays with you.
In the intro call we show how it becomes a case with a property and a status, or you can run the numbers yourself first.
Tell us the workflow that ties up your team the most. We show with your own cases how property, status and message come together. Setup and billing by effort.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
The tenant reports by email or form. The Business Optimizer captures property, flat, type of damage and urgency as far as they appear in the text and attachments. The tenant gets an acknowledgement and a message at every status change until "done".
No. Requested documents are only sent on after a person approves them. You decide what goes to whom.
The Business Optimizer reads invoice number, amount, IBAN and due date from the email and attachment and files the invoice in a structured way. Anything not in the document stays blank. A person checks the assignment and the invoice.
You start with the workflows that tie up your team the most. Before going live, observe mode lets you check what the software would do. Setup and billing are by effort.
Operation is in Germany, on request with European AI models only. Emails and forms are treated as data, not as commands. Clients are kept separate, and a watchdog reports faults.
Through an interface your program reports events to the Business Optimizer. We connect further systems as needed. The result can also be passed on as a CRM entry or by webhook.