Automate tenant inquiries: around 40% answered by AI.
The Vectimo tenant inquiry agent works inside your email inbox: it answers standard tenant and owner inquiries on its own and presents complex cases for your approval, fully structured. GDPR-compliant, integrated with your existing software, live 3 weeks after the audit. Optional add-ons: maintenance ticket routing and arrears management.
Nothing gets replaced, nothing gets migrated.
30 minutes. Live 3 weeks after the audit.
Your data stays in your inbox. GDPR-compliant, servers in Germany.
What happens after you click- 01 Reply within one business day
- 02 30-minute call
- 03 Written assessment
* Modelled example based on typical inquiry volumes, not a measured customer result.
Hello, in my statement, line item 12 (building cleaning) is noticeably higher than last year. Could you briefly explain how that amount is made up? Thanks and best regards, Erika Mustermann
Dear Ms. Mustermann, thank you for your message. Line item 12 is allocated by floor area under § 2 BetrKV; the higher cost reflects the new cleaning contract effective March 2025 (Annex 3 of your statement). Please get in touch with any further questions. Kind regards, your team at Musterstadt Property Management
Example / modelled scenario: a fictional case to illustrate the format, not a real tenant matter.
Your reality, in numbers.
of property managers report staff overload.
Source: VDIV Industry Barometer 2025of larger firms are investing in automation.
Source: VDIVuse AI tools today. The rest lose time every day.
Source: VDIVYou manage more units than ever, with the same team. Tenant enquiries, arrears, contractor coordination, utility billing: all important, all time-consuming, all repeatable.
The tenant inquiry agent.
Tenant inquiry agent
The AI agent reads every incoming tenant and owner inquiry, answers standard cases on its own (house rules, waste collection, repair status, billing questions) and routes everything else to your team, fully structured. If you prefer, you approve every reply before it goes out.
Around 40% of inquiries handled automaticallyOptional add-ons
Route maintenance tickets intelligently
Tenants report via email, WhatsApp or phone. AI classifies, prioritises and assigns contractors. No more tickets falling through the cracks.
Automate arrears chasing
AI detects overdue payments and generates legally compliant reminder letters. You approve, AI sends. No more emotionally draining phone calls.
Measure first, then build. Fixed price. No risk.
Audit
We measure, across your last 50 enquiries, what share can be answered automatically, and stand up a test system on your own documents. You then decide on a number rather than a hunch. Commission the system and the audit is credited in full.
Setup
We build the tenant inquiry agent and, depending on the audit, further automations, integrated into your existing software (or as a supplement if no API is available). GDPR-compliant, data stays in Germany.
Rollout
Training for your team, documentation, handover. Optional: monthly support and expansion.
The entry point: a CHF 3,500 audit, fully credited.
The audit costs CHF 3,500 and is credited in full against the project if you go ahead, so choosing the system effectively makes it free. You send us your last 50 enquiries, anonymised. You get back a map of what actually arrives, the automation rate measured on your own enquiries, a running test system on your own documents, and a note on where your house rules or contracts contradict each other. It ends with a binding fixed price for setup plus a monthly fee. No hidden consulting rate, no annual contract.
- 01Map of incoming inquiries
- 02Measured automation rate
- 03A running test system on your own documents
- 04Rules review (contradictions in house rules / bylaws)
Free inquiry check
We review your public inquiry channels and send you the findings. No obligation, no sales call.
Who builds this.
Felix Steinhauser spent 14 years digitising operations at SIXT, most recently as Director of AI Strategy. Vectimo isn't a consulting firm that delivers PowerPoints. We build what we recommend. We know the reality of operational teams: tight staff, legacy systems, no time for IT projects. That's exactly what our approach is built for. You get full attention, a fixed price, and someone who has built every automation himself.
- Case study: How AC Nautitech cut quoting from 3 hours to 20 minutes with QuoteFlow →
- View LinkedIn profile →
- New (June 2026): GDPR-compliant AI in German property management, what is actually allowed →
- New (May 2026): Scaling German property management without more staff: the AI roadmap (140 → 330 units per FTE) →
- Latest analysis: AI closing the staffing gap in German property management →
Data protection and legal certainty.
- GDPR-compliant, servers in Germany
- Legally sound payment reminders (BGB, BetrKV, HeizkostenV compliant)
- No tenant data in US cloud services
- On request: DPA (Data Processing Agreement) per Art. 28 GDPR
Frequently asked questions
Do we need to switch our existing software (DOMUS/Immoware/Casavi)?
No. We integrate into your existing software or supplement it. No switch required.
What happens with our tenant data?
All data stays in Germany, GDPR-compliant. No US cloud services, no data transfers abroad.
How long does the implementation take?
After the audit, the agent is live in three weeks. The audit itself is CHF 3,500 and is credited in full if you go ahead.
What if the AI makes a mistake?
You approve every reminder and every response before it goes out. Human in the loop, always.
We're very small (under 100 units). Is this a fit?
Honestly: no. We work with portfolios of roughly 100+ units, because the investment doesn't pay off below that.
Three analyses for your decision
AI property management software compared, 2026 →Casavi, Aareon AAVA, SCALARA and etg24 in a neutral comparison, including telephony.
What AI costs in property management →Cost and ROI framework for firms managing 200 to 5,000 units, with VDIV industry data.
Automating tenant communication →Which inquiry types can be automated and where a human stays in the loop.
Blog: practical AI for property managers →Articles on tenant enquiries, GDPR, software and processes.
AI consulting for SMEs →EU AI Act, audits and the ROI calculator.
Let's talk for 30 minutes.
We'll listen to where you're currently losing time, and tell you honestly whether AI automation makes sense for you. Free, no strings attached, no sales pitch.