The inbox of repair requests, the drawer of leases, the pile of contractor invoices — the work that eats a property team's week is exactly the work AI handles well. We build it to be accurate, wired into the systems you already run, and answerable to a human wherever a decision carries weight.
A property team's day is buried in intake: repair requests, renewal dates, invoices, compliance certificates. None of it needs a human to read it first — it needs a human to decide.
So we build for the parts that matter in this trade. Every extracted date, figure or answer stays linked to its source — the lease clause, the work order, the invoice line — so anything the system tells you can be checked against the document behind it. Where a call carries legal or financial weight, a person decides; the AI does the reading and the drafting.
And a managing agent runs many landlords, buildings and tenants at once, so per-property scoping and access controls are built in from the start — one client's data never bleeds into another's. The result is something you can put into daily operations, not a demo that impresses in a meeting and never touches a real portfolio.
Real AI solutions for your operation, built into the tools you already run.
Leases, contracts, insurance certificates and vendor agreements read and turned into structured data — key dates, break clauses, rent-review triggers and renewal windows mapped into your management system. Every extracted field stays linked to the clause it came from, so a diarised date can be checked against the document in one click. The obligation buried on page nine stops slipping past you.
Inbound requests — tenant portal, email, phone transcripts, WhatsApp — read, classified by trade and urgency, and matched against tickets already open so the same leak isn't dispatched twice. The system drafts the work order and suggests the right contractor from your approved list; a coordinator confirms and sends. Emergencies surface at the top instead of sitting in an inbox overnight.
Contractor invoices, utility bills and service-charge costs read and matched against the work order, the agreed rate and the budget line before they're approved. Duplicate bills, out-of-contract charges and quantities that don't match the job get flagged for a human to look at, not waved through. Costs are coded to the right property and unit as they land.
Statutory deadlines — gas safety, fire risk, EPC, electrical, PAT — tracked against every unit and surfaced weeks before they lapse, not after. The monthly pack drafted for you: arrears, occupancy, open maintenance and budget-versus-actual explained in plain English, each figure linked to the record behind it. You review the narrative instead of assembling it.
An assistant that answers 'what does my service charge cover?' or 'how do I report a repair?' with an evidence-linked answer drawn from that resident's own lease and account. It handles the routine questions that flood the office and hands anything needing judgement — a dispute, a hardship case — straight to a person. Per-property scoping and access controls keep one landlord's or tenant's data walled off from the next.
Start with a short assessment. We map where AI pays off first in your operation, before you commit. See the assessment →
We don't only describe this. We run it.
Reef runs a production system for an accounting firm that reads documents from email and WhatsApp and assembles a structured monthly report per client, across dozens of clients. See how it works →
Accuracy, per-client scoping, outputs linked to the lease or invoice behind them, and a human on the decisions that carry legal or financial weight — the same discipline a managing agent needs across many landlords and buildings.
Personal and financial data is scoped per property and per client, with role-based access, so one landlord's or resident's information never surfaces in another's. Where the data demands it, systems can run inside your own environment, and every answer is traceable back to the record it came from.
That's the intended shape of the work — the AI plugs into your existing management platform, helpdesk, email and finance tools rather than asking you to move to something new. We map to your properties, units and vendor rules so the output lands where your team already looks for it.
No. It clears the reading, sorting and data entry — triaging requests, extracting lease dates, checking invoices — so your managers spend their time on tenants, contractors and the calls that need judgement. The people who know the buildings stay in control.
Pick the one process that hurts most — usually maintenance triage or lease-date tracking — and we scope that first, prove it on your own data, then extend. You get something working end-to-end before committing to a wider rollout.
Reef TRH