Use case · Property management and holiday rentals
From a monthly collecting chore to a checking task
How a rental and property management company makes most of its administration disappear and shows, per property, what is earned.
Sound familiar?
The business runs, but the administration is held together with Excel and manual work. There are several systems: for bookings, for the field service, for invoicing and a shared drive for the rest. The problem is not those systems themselves, but what happens between them. Everything that has to move from one to the other goes by hand, via Excel or an email.
Invoicing from four sources
Hours, third-party costs, advance invoices and counts come from separate lists that don't talk to each other.
Settlement per rental contract
The most error-prone step, and the step the owner watches.
Advance invoices
Named by the organisation itself as the most error-prone. What you forget, you pay for yourself.
Agreements with owners
Fee, portal costs and settled services are nowhere centralised.
Lots of phone calls around check-in
About the route, the equipment and the key, often outside office hours.
The monthly administration becomes largely a checking task instead of a collecting task.
The information you want to steer on is ready per property.
The approach
First one place, then agents
- 1
First the administration in one place
What goes wrong today has one cause: data that belongs together sits in multiple places, and a human has to bring it together. As long as that is the case, there is little to automate. We bring property, owner, booking, service and cost together.
- Property and owner file with the commercial agreements and access information
- Field-service hours and work orders, recorded at the moment the work happens
- Third-party costs, such as cleaning and laundry, linked to the right property and period
- Advance invoices with a status (to be settled, invoiced, paid)
- Supplier fee, expected per job and left open until it has arrived
- Booking-portal payments, prepared in a fixed format for the accountancy office
- 2
Then digital colleagues per role
With the data in one place, AI agents take over the recurring work. An agent prepares, monitors and signals, and presents the result to the responsible employee. We start with the role where most time goes and where the effect is quickly measurable.
- 3
A step better every month
Agents are never finished. We adjust them monthly based on what goes wrong in practice.
Two routes
Two routes to the same result
They differ not in what you get, but in how solid the foundation is.
Your own platform as the core
A central place for customer management, planning and work orders, set up around the way of working, with rental contracts carrying their own settlement rules and fee agreements per property. Existing systems are connected to it. Registration problems such as forgotten hours disappear.
Only connecting
The existing systems remain leading and no new system is added. A layer in between fetches the data, combines it and assembles invoices and settlements. Little changes for the team, but the problems are automated around rather than solved.
In both cases we record which system is leading for which piece of data, so nothing is kept twice. In the first step we also investigate whether the data from the booking system can be retrieved reliably — and you hear that before anything is built.
The digital colleagues
Five roles, five digital colleagues
Invoicing and settlement
Collects hours, costs and advances per customer and per month and prepares the draft invoice. Builds the owner settlement from the rental contracts, with fee and portal costs deducted and services settled.
Owner relationship
Keeps the owner portal up to date, prepares the report per contract, flags vacancies and prepares the payout.
Work planner
Plans the field service, prepares work orders with the right property information and monitors open work orders and unrecorded hours.
Guest assistant
Answers guest questions about the house, the check-in and the route, in the guest's language, also outside office hours.
Administration and portals
Fetches the weekly payment reports from the booking portals and delivers them to the accountancy office in the fixed format. Monitors outstanding supplier fees and advance amounts.
Spotlight: the guest assistant
Fewer calls at check-in, and better explanations about the house
Much of the phone and WhatsApp traffic around arrival does not come from impatience on the guest's side, but from explanations that aren't there at the moment they're needed. Per property we record what's in it: television, washing machine, coffee machine, air conditioning, wifi, alarm. Plus the practical things that generate calls today: the route and especially the last few hundred metres — where to park, how the key or the lockbox works, and when the bins are collected. A few days before arrival, the guest automatically receives a message with the route and the most important explanations. After that, questions can be asked via WhatsApp and are answered immediately, also in the evening and at weekends.
The assistant makes no promises about money and does not handle complaints. If it doesn't know the answer, it says so and forwards the question to the office.
Guest
How does the washing machine work?
Guest assistant
The washing machine is in the utility room. Select the 'Cotton' programme and press start; the detergent is in the cupboard above it. Not working? Ask your question here and we'll help you further.
Management information
Management information and the owner portal
What you see
Earnings per house
Gross rental revenue, fee, portal costs, settled services and what remains net, per property and per period.
Issues per house
Reports, recurring faults, repair costs and the questions to the guest assistant.
Vacancy per house
Vacant periods and how far ahead, compared with last year.
Open items
Unrecorded hours, fees not yet received and advances not yet passed on.
What the owner sees
As soon as a contract is signed, the owner sees in his portal what he will be paid once it ends: the gross rental sum, the fee, the portal costs, the settled services and the amount that remains. That amount changes only when something changes, and then he sees what changed too. He also receives an annual overview of his earnings, occupancy and services carried out, without the internal margins.
Ground rules
Ground rules that make it reliable
Amounts are calculated, not retyped
A fee, portal cost or advance amount comes from a recorded source with fixed calculation rules. No language model in between.
An employee gives approval
Invoices, settlements, payments and messages to owners never go out without approval.
What is forgotten stays visible
An hour that wasn't recorded, a fee that hasn't arrived or an advance that wasn't passed on stays open until someone deals with it.
We measure what we promise
We first record how much time the monthly administration takes today, and measure again after six months.
Outcome
What it delivers
- A monthly administration that is largely a checking task instead of a collecting task.
- Less revenue lost through forgotten hours, fees and advances.
- Owners who can see what they'll get, and therefore call less.
- Per-property insight into earnings, issues and vacancy.
- A guest assistant that absorbs calls around check-in, also outside office hours.
Data, privacy and ownership
Personal data of guests and owners and financial data don't just pass through a language model. Where AI works with guest data, it happens within the EU or on our own infrastructure, under a data processing agreement, with the GDPR as the starting point. Knowledge and data remain the client's property and are always exportable.
More on how the digital colleagues work per role.
View AI AgentsCurious what this would look like at your company?
Two days of looking along, with a real month-end closing as the example. After that you know where to say yes or no: a fixed price for the foundation, a choice between the two routes, and a first role running within a few days.
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