Is AI Ready for Property Management?
Not Quite—But That’s Exactly Why You Should Start Now
I just got back from the NARPM Broker/Owner Conference, and AI was everywhere. From the vendor hall to sessions—especially the insightful one from AppFolio—AI dominated the conversation.
The question I heard over and over again was: “Is AI really ready for prime time in property management?”
My honest answer? Not yet. But that’s exactly why now is the time to get started.
AI isn’t a distant trend anymore—it’s here. And it’s only going to become more powerful, more accurate, and more embedded in the way we run our businesses. The companies who start learning and experimenting now will be best positioned to thrive when the technology matures.
Everyone Has an AI Tool for Property Management
New AI tools seem to launch every week. Just this month, Aptly announced their AI voice agent, capable of handling inbound and outbound calls for processes like maintenance requests and rent collection.
Major platforms like Rentvine and AppFolio are building AI features into their systems too. Both offer automation around leasing workflows—AppFolio with renewal automations, and Rentvine’s Rentsign allowing for e-leases that automatically trigger charges, move-ins, and tenant portal setup.
There’s no shortage of tools—but with so many options, it’s easy to feel unsure about where to start.
Should You Use AI?
Yes—but be thoughtful.
It’s not about blindly adopting the latest shiny tool. It’s about figuring out how AI fits into your business model, your values, and how you interact with owners, tenants, and your team.
Some owners will start by using AI behind the scenes—to automate repetitive tasks, streamline team operations, or summarize documents. Others might be ready to go big with tenant-facing tools like AI maintenance troubleshooters. (If that is you, hang on to your boots and report back!)
Either way, waiting for AI to be “perfect” is a losing strategy.
As Andrew Segal of Boxer Property said (shared by Sina Shekou of Aptly):
“AI won’t replace your job—the person who knows how to use it will.”
My Advice: Start Small and Learn Fast
If you’re unsure where to begin, pick one or two tasks where automation could create quick wins. In our company, we’re planning to start by using AI for outbound tenant calls to collect rent, beginning on the second of the month. It’s a repetitive task, it's time-sensitive, and it’s perfect for automation.
Will it be flawless? Probably not. But every step we take now builds internal trust and experience that will pay off down the road.
As Nikki Miller said in the opening Keynote—you don’t need a perfect plan, you just need to start. Getting started now, even with imperfect tools, gives you a major head start.
Get Ready for the Next Generation of Renters
One term I heard this week really stuck with me: Digital Native. This is the generation that has never known a world without smartphones, the internet, or instant messaging. And guess what? They’re your next renters. They already trust automation and AI—and they’ll expect you to use it too.
AI Isn't Just for External Communications—Improve Internal Operations
You don’t need to start with a huge rollout or client-facing tool. There are tons of everyday AI assistants that can improve how your team works behind the scenes:
Notion AI: Automate meeting notes, summarize conversations, and create content outlines from scattered thoughts.
ChatGPT, Grok, and Pi: These conversational AIs can help write emails, brainstorm marketing ideas, and even simulate tenant conversations.
GrammarlyGO: Enhance written communication with AI-generated rewrites, tone suggestions, and clarity improvements—great for lease templates or owner updates.
These tools don’t touch your tenants or owners, but they can drastically improve your operations.
Final Thought: Ever Get Those CVS Calls?
Let’s be honest—nobody loves the endless calls and texts from CVS reminding you to pick up your prescription. They call. Then they text. Then they call again. It’s borderline harassment.
But… eventually, you go pick it up, right?
That’s the thing about follow-up: even when it’s mildly annoying, it works. AI-powered nudges—like rent reminders or maintenance updates—might be annoying, but they will get results. And when done thoughtfully, they actually make life easier for residents and your team.
The Best Time to Start with AI Was Yesterday. The Second Best Time is Today.
AI isn’t a future concept—it’s today’s opportunity. Start small. Learn quickly. Don’t be afraid to fail. The companies that begin experimenting now will be the ones thriving in the next wave of property management.
Start small. Learn as you go. Build comfort now so that when the tools mature, you’re not scrambling to catch up—you’re leading.
If you're interested in learning how to apply AI in your own PM business—or just want to swap notes—give us a call.
P.S. - I Used AI to Finish this Article
I wrote this article myself, but before hitting publish, I ran it through ChatGPT to help clean things up and make it more readable. Writing polished blog posts isn’t my thing—tech and property management are—but tools like this make it easier to share ideas without getting stuck on the wording. Stay tuned—I'm working on a post all about how (and why) you should be using AI to help share your own ideas too.
