Pace.ai

Use case · Property and facility managers

Reach 95% tenant satisfaction and run the portfolio at 20% lower operating cost.

Pace finds and qualifies tenants, answers every tenant request, renews contracts before they expire and re-lets units the moment a tenant leaves. Operators report 95% tenant satisfaction, 20% lower operating costs and 35% more showings (vendor-reported market benchmarks).

What we automate
Works above your existing PMSWhatsApp, email, phone, portalMultilingualLease-law and notice periods respected
PortfolioMonday brief · 3 buildings · 184 units
Leasing
7 enquiries overnight, 5 qualified, 3 viewings booked2 units still vacant: 4-07 (18 days), 6-02 (6 days). Listing refreshed on both portals.
Leasing agent
Requests
23 tenant requests this week, 15 resolved by the agent8 tickets open, 1 overdue (lift B, vendor chased twice). Recurring: AC complaints on floor 5.
1 overdue
Renewals
9 contracts expire in 90 days6 renewal offers sent, 3 accepted. Unit 2-11 gave notice: listed, 4 enquiries already.
Renewal agent
Rent
$112K due this month, 94% collected3 reminders sent, 1 cheque to re-present, 1 payment plan proposed for approval.
Needs approval

Illustrative product interface

15hper week of a property manager's time that staff say technology could take overAppFolio hiring and retention report, 2,300+ staff
54%of market-rate leases renew; the rest become a vacancy, a turn and a re-letRealPage
$1.5–3.5Kcost of a single residential turnover, before lost rent; about $32K per departing commercial tenantNAA 2024 survey; Express RPM
56%of tenants satisfied with maintenance plan to renew, vs 31% of the dissatisfiedAppFolio 2026 renter survey, 3,002 renters

US industry figures. In the pilot we replace them with your own: vacant days per unit, renewal rate, time to resolve a request, rent collected on time.

Today

The property runs on WhatsApp, spreadsheets and memory.

Enquiries wait for a working day. A prospect messages at 9pm about a vacant unit and hears back the next afternoon, after they have seen two others.

Requests arrive everywhere and are tracked nowhere. A complaint to the floor manager's phone, an email to reception, a call to the owner. Nobody can say how many are open or which building has a recurring problem.

Expiries are discovered late. The renewal conversation starts a month out, the tenant has already decided, and the unit sits empty while someone finds time to list it.

The owner asks “how is the building doing?” and the answer takes a day to assemble from three systems and a group chat.

With Pace

Agents that run the operations, and one view of the whole portfolio.

Every enquiry answered in a minute, day or night. Qualified, matched to a unit, viewing booked, followed up until a yes or a no.

Every request logged, routed and closed. One number for tenants; the agent resolves what it can, dispatches the rest, chases vendors and updates the tenant at each step.

Renewals start 90 days out and re-letting starts the day notice is given. Offers sent, negotiation handled within your limits, and a leaving tenant's unit is listed and showing before they move out.

The whole property in one place. Open issues, recurring faults, tenant satisfaction, vacancy, renewals due and rent status per unit, per building, per owner.

What we automate

The operations of a property manager, end to end.

Each of these can start on its own. They share one record of the property, so the leasing agent knows which units are about to free up, and the renewal agent knows which tenants have had three unresolved complaints.

Find tenants

Leasing agent for vacant units

Lists vacant units on your portals and campaigns, answers every enquiry within a minute on WhatsApp, phone or email, qualifies the prospect (company or household size, term, budget, move-in date, documents), sends matching units with photos and pricing, books the viewing into your team's calendar, and follows up with anyone who goes quiet.

  • Enquiries from listing portals, Meta, Google and your website
  • Qualification script per building or unit type
  • Viewings booked, reminded, rescheduled
  • Prospect record and status kept in your CRM or PMS
Serve tenants

Tenant request and maintenance agent

Tenants message one WhatsApp number (or email, or the portal). The agent identifies the unit and contract, resolves routine requests itself (access, bookings, billing questions, building rules, documents), and turns the rest into a ticket with the right priority, routed to your staff or the right vendor. It chases whoever is assigned, updates the tenant at each step, and closes with a rating.

  • Emergencies escalated to a person immediately
  • Vendor chased when the SLA is at risk
  • Recurring faults surfaced per unit and building
  • Every request on the tenant's record
Keep tenants

Renewal and re-letting agent

Ninety days before expiry the agent prepares the renewal: the tenant's history, market rent for the unit, your rules on increases and the notice periods that apply. It sends the offer, handles the back-and-forth within the limits you set, and brings anything outside them to you. If the tenant gives notice, the unit is listed and the leasing agent starts showing it before move-out, so the gap between tenants is days, not weeks.

  • Expiry calendar across every contract
  • Renewal offers and negotiation within your limits
  • Notice periods and registration timelines respected
  • Re-letting started the day notice is received
  • Move-out inspection and deposit steps scheduled
  • Vacant days per unit reported
See everything

Property overview

Because every enquiry, request, renewal and payment runs through the agents, the overview builds itself: open issues and who owns them, recurring problems by building and system, tenant satisfaction from request ratings, vacancy and days vacant, renewals due in 30, 60 and 90 days, rent collected and outstanding. Per unit, per building, per owner, with a weekly brief you can forward to the owner as it is.

Back office

Rent collection and bookkeeping support

Rent reminders before and after the due date, cheque and transfer follow-up, payment plans proposed for your approval, and supplier invoices read from a photo and drafted into your accounting software. Routine admin that the same agents can take on once the core operations are running.

Market benchmarks

What the market reports for this kind of automation.

Market benchmarks for AI in property operations, grouped by workflow. These are vendor-reported figures from published market benchmarks, mostly US residential portfolios, shown so you know what a good pilot should aim for.

Reported resultWhat was measured
+35%more showings from an AI leasing agent, a third of them from after-hours leads; after-hours leads convert 42% more often
2%higher occupancy after 12 months of AI leasing, measured across 3,763 communities against a falling baseline
30%+of resident conversations fully resolved by the AI; one in four work orders resolved directly with the resident; 53% of requests closed without a work order at one operator
23%of maintenance requests solved at intake, 20% fewer dispatches, 50% of after-hours calls deflected, units per admin doubled
84%of renewal communications automated, renewal reply rates up 20%, and 30 more days of notice on average before a move-out
9%improvement in renewal retention at one operator after automating renewal outreach
95%tenant satisfaction and 20% lower operating costs reported on a commercial tenant-request and work-order platform
85%reduction in rent-collection workload; 99% collected within 30 days at one operator

Pilot target we set with you: every enquiry answered within a minute, every tenant request acknowledged within two minutes with a measured share resolved by the agent, every expiry worked from 90 days out, and vacant days per unit tracked and reduced against your last 12 months.

Worked example

A manager with 3 buildings, 184 units and a team of four.

Without Pace

Enquiries answered within an hour
~40%
Tenant requests per month, all handled by staff
~100
Open issues visible in one place
no
Renewal rate
55%
Vacant days per turnover
~35
Rent lost to vacancy per year
~$300K

With the agents

Enquiries answered within a minute
100%
Requests resolved or routed by the agent
~65%
Open issues, recurring faults, renewals due
one dashboard
Renewal rate
60–64%
Vacant days per turnover
~12
Rent lost to vacancy per year
~$80K

Illustrative figures for the demo: 184 units at an average $1,600 a month, 45% annual turnover, with the renewal and vacancy improvements taken from the benchmarks above. Replaced by your own numbers in the pilot proposal.

Works with

Above the systems you already run. No migration.

WhatsApp BusinessListing portalsYardiAppFolioBuildiumMRINexudusOfficeRnDZoho Books · Zoho CRMQuickBooks · XeroExcel · Google SheetsGoogle Workspace · Microsoft 365

Questions property managers ask

Before you book.

01Can the agent negotiate a renewal on its own?+

Within the limits you set per building or unit type: maximum increase, minimum term, what can be offered to keep a good tenant. Anything outside those limits, or any tenant you flag, comes to you before a reply goes out.

02What happens with an emergency, like a water leak at 2am?+

The agent recognises emergencies, calls your on-call person immediately, notifies the vendor, and keeps the tenant informed. It never sits on an urgent request.

03We use spreadsheets and a basic PMS. Do we have to change systems?+

No. Pace works above what you have: it reads and writes to your PMS, CRM, calendars and accounting software, or to a shared sheet if that is what you run on. The overview is built from the agents' own records.

04Does it work for commercial and serviced-office tenants, not just residential?+

Yes. The same agents handle companies as tenants: headcount and fit-out questions in leasing, facility requests from office tenants, and commercial renewal terms. Mixed portfolios run in one place.

05Where does our data live?+

In your systems and your WhatsApp Business account. Pace keeps no separate copy of tenant or financial data, and every action is logged and reversible.

Book a demo

Bring one building. We will show you its Monday brief.

A week of tenant messages, your expiry list and your vacant units. In 30 minutes we show what the agents would have done, and what the overview looks like for that building.

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