Hard to use day to day
The property management platform did not make the daily work easy, so the team relied on spreadsheets alongside it.
CASE STUDY 02 · PROPERTY MANAGEMENT
Connected Property Operations
THE PROBLEM
A difficult-to-use platform and multiple spreadsheets left the team updating the same work in different places.
RUNNING IN PRODUCTIONTenafy wanted to use AI but did not know where to start. Inquiries, apartment check-ins, check-outs and payment transactions were tracked across the property management platform and separate spreadsheets. Levria took the time to understand the work, helped the team decide what to connect first, and guided them through each step. We streamlined the daily workflow around the existing system, then updated the entire platform in a second phase.
01THE PROBLEM
Updates in several places
Inquiries, check-ins, check-outs and payments were tracked separately. Staff had to compare information and keep the different records up to date.
An interest in AI, without a clear plan
The team needed help identifying a useful first project and understanding how it could fit the systems they already used.
02WHAT WE BUILT
Connect the daily work first. Update the platform next.
Phase one connected the scattered workflows so the team could keep using its existing system with less manual updating. Phase two updated the entire property management platform. The resulting system connects operational records with tenant conversations, helps staff research each lead and available property, and flags differences for review.
REBUILT FROM THE OLD SYSTEM
The management platform
- ✓ Leases, tenants, invoices, owners
- ✓ Who is leaving, what is free, and when
- ✓ Deposits, renewals and rent collection
- ✓ The day-to-day admin, in one place
WHAT KEEPS IT HONEST
A standing check
The records and the conversations are compared continuously, so a difference between what was agreed and what is stored gets raised on its own.
CHECKS
Each week it compares the lease dates against what was agreed in conversation, and reports the differences.
CHASES
A lease approaching its end date starts its own conversation with the tenant.
REFUSES
A job is only counted as finished once the underlying record has actually changed.
WHERE THE FACTS GET AGREED
The chat platform
- ✓ WhatsApp and email in one inbox
- ✓ Renewals, questions, and notice to leave
- ✓ Every conversation kept and searchable
- ✓ Passed to a person when it matters
Phase one: connect the daily workflow
We started with the work spread across systems and spreadsheets, connecting updates around inquiries, check-ins, check-outs and payment tracking while the team continued using its existing platform.
Phase two: update the platform
The project then expanded into an update of the entire property management platform. The new platform works directly with the original data, keeping every existing record intact.
Research the lead without the system hunt
Inquiry details, property availability and account history are brought together for staff. Renewals are followed up, overdue rent is surfaced, and differences are put in front of the team.
03RESULT & HOW WE WORK
● RUNNING IN PRODUCTION
Connected daily operations, with a platform built around the work.
Everything described here is live today, handling real tenants and real money. Staff can research a lead and suitable properties from one connected view.
14×estimated faster lead and property research
6 moto bring both platforms live
Kept intactexisting records in the original system
100+properties managed through it every day
HOW THE ESTIMATE WORKSThis is a working estimate based on reducing a typical lead and property lookup from about seven minutes across the former platform and spreadsheets to about 30 seconds in the connected system.
Test against live data
Problems are reproduced on live data before anything is changed, then measured again afterwards, so a fix is shown rather than asserted.
Fix the cause, not the report
One wrong assumption usually shows up in several places. Fixing only the case that got reported tends to produce more reports.
Completion means the record moved
A job counts as done when the underlying record has changed, not when somebody marks it complete.
Document the limits early
Limits, quirks and known weak spots are written down in advance, rather than found during a conversation with a customer.
In their words.
“We wanted to use AI but had no idea where to start. Levria took the time to understand how we worked, helped us decide what to tackle first, and guided us through each step. They connected the work across our property platform and spreadsheets, then helped us update the entire platform.”
CLIENT WEBSITEVisit Tenafy ↗
The starting point was the work the team repeated across systems every day. Connecting that work gave them a practical first step with AI, followed by a broader platform update.
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