Tenant calls at 11pm. Plumber dispatched by 11:03.
Maintenance requests are where property managers lose their evenings. B4hours takes the request — by phone, text or email — categorizes it, dispatches the right vendor from your list, and confirms with the tenant. You read the summary in the morning. Then we automate renewals, tenant communication and rent follow-up.
of maintenance requests arrive outside business hours
average manager time per request, start to finish
faster vendor dispatch when triage is automated
typical time returned to a manager with 100+ doors
The problem
You're the switchboard. That's the problem.
A property manager with 150 doors fields a few hundred maintenance touches a month. Each one is the same loop: tenant reaches out, you figure out what it actually is, you find a vendor who'll take it, you relay the address and access details, you confirm with the tenant, you chase the vendor for completion, you log it. Twenty-five minutes if nothing goes wrong. It's a full-time job that nobody hired anyone for.
The after-hours ones are worse. A leak at 11pm means you're on the phone with three plumbers in your kitchen. A locked-out tenant means the same thing with locksmiths. Owners don't see this work, and tenants only notice when it's slow.
Software like Buildium or AppFolio logs the request. It doesn't triage it, doesn't call the vendor, doesn't confirm with the tenant. That's the gap — and it's where the hours go.
Where we start
Maintenance request routing, end to end
Tenants reach one number or one email. The AI takes the request, asks the questions you'd ask — which unit, what's happening, is it urgent, is there water or no heat — and categorizes it against your rules. Plumbing, electrical, HVAC, locks, appliances, pest, cosmetic.
It then dispatches to the vendor you've assigned for that category and building, sends them the address and access instructions, and confirms with the tenant that someone's coming and when. Emergencies page you directly. Everything else waits for the morning summary.
It logs into your existing system — Buildium, AppFolio, Rentec or a spreadsheet — so your records stay where they are. Setup is two to three weeks because we map your vendor list, your buildings, and your escalation rules properly.
What you get
- One tenant line: phone, SMS and email into a single queue
- Triage against your rules — emergency vs. routine, by category
- Automatic vendor dispatch by category and building, with access details
- Tenant confirmation and status updates by SMS
- Emergency escalation to you or your on-call
- Logged into Buildium, AppFolio, Rentec or your spreadsheet
$1,500–2,500 setup + $299–399/mo
Priced by door count and number of vendors. 30-day money-back guarantee.
After the phone is handled
What we build next
Once maintenance is off your plate, the same plumbing handles the rest of the tenant lifecycle. These are the three we build most for property managers.
Lease renewal automation
Before
You keep a spreadsheet of lease end dates and hope you look at it in time. Sometimes a unit goes month-to-month by accident.
After
90 days out: the tenant gets a renewal offer with your terms. 60 days: a reminder. 30 days: you get flagged if they haven't responded. Signed renewals land in your system.
Tenant communication workflows
Before
Water shutoff on Tuesday? You draft the notice, find the tenant list, send it three ways, then answer the same question 40 times.
After
One message, sent to the right buildings by SMS and email, with a status page tenants can check instead of calling you. Replies get triaged.
Rent collection follow-up
Before
It's the 5th. You're looking at who hasn't paid and writing the same polite text to each of them.
After
Day 2: friendly reminder. Day 5: firmer notice with the payment link. Day 10: you get a list, with the history, ready for the next step. Nothing sent to anyone who's already paid.
Pricing
Simple, fixed prices.
Setup fee plus a monthly retainer that covers hosting, monitoring and changes. No hourly billing.
Start · Maintenance Routing
$1,500–2,500 setup + $299–399/mo
- Single tenant line: phone, SMS, email
- Triage, vendor dispatch, tenant confirmation
- Emergency escalation
- Integrated with your PM software
- 30-day money-back guarantee
Premium tier — this one saves the most hours.
Grow · Custom Automations
From $1,500 per automation + $99–199/mo
- Lease renewal sequences
- Tenant communication workflows
- Rent collection follow-up
- Owner reporting
Built one at a time. Each one earns the next.
Questions
Things owners ask us
We work with independent managers and small firms across the GTA — typically 50 to 500 doors. Book a demo and bring your worst maintenance week; we'll walk through exactly how it would have gone with this in place.
You give us your vendor list by category and by building. We encode your rules — including backups if the first vendor doesn't confirm within your window. You can change assignments any time.
Get your evenings back.
Book a free demo. We'll show you the AI receptionist live, then walk through what else we'd automate in your operations.
30-day money-back guarantee · Live in one week · Toronto & GTA