Flagship software · TenantOps
Portfolio Systems is a 24/7 emergency maintenance operation and a custom workflow automation shop. Tenants reach a real answer at 3 a.m.; issues are triaged before anyone is dispatched; emergencies escalate immediately; and the workflows that do not fit an off-the-shelf product get built to fit.
Why TenantOps
Gas, fire, flood, burst pipe, no heat in a cold snap — recognised on the first message, never answered with a self-service script, and escalated immediately. Life-safety terms override every other rule, whichever fixture the tenant happened to mention.
SMS and WhatsApp, in your voice, with your building’s protocols. No voicemail inbox, ever — every tenant reaches a human-sounding answer at 2 a.m. or 2 p.m.
Clogged toilet? Plunger first. Cold steam radiator? Air vent first. Tenants solve what they can, so you never pay for a truck roll they could have avoided — and the ones they cannot solve reach a vendor faster because the queue is not full of the ones they could.
Vendor invoice audit, inbox monitoring and auto-response, billing, task routing. When the workflow does not fit an off-the-shelf product, we build the product — against your portfolio, not a generic one.
The boiler that bangs, the door that sticks, the tenant who prefers email. Every unit’s history sits in context — so the third no-heat call is treated like the failing system it is.
Entry notices computed to the hour with the legal lead-time floor, snapped to business time, and queued for your approval — never auto-sent, never late, never indefensible.
Work orders, vendor dispatch, acceptance codes, and the “is it done?” loop — end to end, integrated with Buildium, verified against a sandbox before it ever touches production.
Every completed job ends with the tenant hearing it’s fixed. The threads that used to go silent — most of them — now close with a confirmation and a “what to do if it happens again.”
Pricing
Start small, scale to as many buildings and portfolios as you run.
AI answering and the full maintenance workflow — incoming calls and texts.
$2/unit/month
AI lead reception and capture for incoming inquiries.
$2/unit/month
Both modules on one bill.
$4/unit/month
Questions
They get a real answer immediately, not a voicemail box. The message is checked against life-safety terms — gas, fire, smoke, flood, burst, sewage, carbon monoxide — before any other rule runs, so an emergency is never answered with a self-service script no matter which fixture the tenant mentioned. Life-safety issues skip triage entirely and escalate; everything else is triaged and queued to the right vendor with the right skill.
The operations that do not fit an off-the-shelf product. Vendor invoice processing and audit, email inbox monitoring with auto-responses, billing, task routing, and integrations with whatever else you already run. If the workflow is specific to your portfolio, that is the point — it gets built against your portfolio rather than a generic one.
No — it replaces the parts of the job that are waiting: answering the same question for the third time, chasing vendors, and writing entry notices. You keep every approval, every dispatch decision, and every legal commitment.
Buildium first — tasks, work orders, vendors, and history — with every read and write verified against a sandbox before it touches production. Standalone onboarding for non-Buildium operators is on the roadmap.
Entry notices are computed to the hour with the jurisdiction’s lead-time floor, snapped to business time, and queued for human approval. Nothing tenant-facing is ever auto-sent without a recorded authorization.
No. Every tenant-owned row is scoped to your organization and enforced by row-level security at the database — not by application politeness. Cross-tenant isolation is verified end-to-end in the test suite.
The AI cannot commit money, approve a notice, or send an unsolicited message — those are tiered actions that require a human. Every conversation is append-only, auditable, and reviewable before anything goes out.
Get TenantOps answering for your portfolio this week.
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