The Platform

Real Estate Doesn't Need More Software. It Needs an Operating System.

PropFlow is the intelligent coordination layer that sits above your PMS, leasing, and maintenance systems — unifying operations into a single, structured workflow. By connecting every interaction into one continuous thread per tenant, the platform automates execution, eliminates operational gaps, and drives portfolio performance — without replacing your existing infrastructure.

See the ROI model

One System. Not a Stack of Different Tools.

Three advantages point solutions simply can't match.

One agent

Clara runs in leasing and maintenance mode on the same thread — routed on first contact, never re-briefed between beats.

One context store per tenant means the pet clause from February is on the thread when the AC fails in June. One audit trail means the operator never has to remember what Clara already knows.

One data model

Prospect, tenant, work order, renewal are states of one record — not four tables joined at 2 AM.

Portfolio questions that once required five tools become boring queries. Did this tenant agree to lockbox entry? The record answers — the operator does not have to remember.

One thread

SMS to voice to email to vendor dispatch — Clara stays on the same record through every channel change.

Every outcome writes back to the PMS of record. Operators and accountants read different lenses of the same data; they do not disagree.

Response time

Under 60 sec

24/7 across SMS, voice, email, and web.

Grounded tools

Ten maintenance tools, twelve leasing tools — zero hallucinated answers.

Languages

EN + ES

Additional languages on request.

Audit trail

100%

Every tool call, PMS write, and escalation on record.

One tenant · one thread

Follow Sarah across five beats in one conversation.

Sarah texts about a 2BR in February and renews her lease ten months later — same record, same Clara, same thread across SMS, voice, and email.

Sarah MartinezUnit 312 · Parkside Residences · Denver, CO

SMS

Conversation #8821 opened

Hi — saw your 2BR at Parkside Residences on Apartments.com. Still available mid-March?

9:42 AM

Hi, I'm Clara from Parkside Residences. Yes — Unit 312 is a 2BR/2BA, 1,080 sqft, south-facing, move-in ready March 12. Rent $2,695 with a one-month concession on a 12-month lease. Want the walkthrough?

9:42 AM

Yes. Pet-friendly? We have a 40-lb dog.

9:44 AM

Pets welcome up to 65 lb. $350 deposit + $35/mo pet rent. Want me to hold a tour slot while you decide?

9:44 AM

Sure.

9:45 AM

Voice call · 6:14 PMSarah calls the same toll-free number. Clara answers on the voice line and loads the SMS context from Conversation #8821 — no re-ident, no starting over.Call recorded with tenant disclosure · 2:07 min

"Hi Sarah, this is Clara from Parkside Residences again. I see we texted Tuesday about Unit 312 — calling to pick a tour time?"

"Yeah. Saturday afternoon?"

"I have 1:00 and 3:30 PM Saturday on the leasing manager's calendar. Which works?"

"1:00."

"Booked. 1:00 PM Saturday, February 17. Our leasing manager will meet you at 4551 Yale Ave. I'll text you the address and guest-parking gate code."

Subject: Welcome to Unit 312, Sarah — here's what you need for Saturday. Gate code, lockbox instructions, move-in checklist, resident portal link, utilities setup, trash/recycling day, and the after-hours maintenance line. "Text me at 1-844-510-1007 if anything is unclear — I'm on 24/7."Email delivered from clara@propflowai.co · opened 4:41 PM

4:30 PM · Email

Portal link doesn't work.

7:05 PM

Let me re-send. Your account is under priya.sharma@email.com — hit 'Reset password' once you're in. Confirm when you're through.

7:05 PM

Got it. Thanks.

7:11 PM

AC is blowing warm. 82 inside.

8:17 PM

Sorry, Sarah. Two quick checks before I dispatch: (1) Is the thermostat set below current room temp? (2) Do you hear the outdoor unit humming? Reply 1 yes/no and 2 yes/no.

8:17 PM

1 yes, 2 no.

8:19 PM

Outdoor condenser isn't engaging — likely breaker or capacitor. Dispatching Front Range HVAC Pros; Jennifer Park is on-call. ETA 9:45 PM. Work order WO-4471. OK if she enters via lockbox?

8:19 PM

Yes — kids are in the room, please keep it quiet.

8:20 PM

Noted on WO-4471 — I'll tell Jennifer. Updates will come from me on this thread.

8:20 PM

Hi Sarah — your lease renews Feb 28. Wanted to give you time: 12-month renewal at $2,755 (2.2% increase; local market ran 3.8%), or month-to-month at $2,995. Anything you want to talk through?

2:05 PM

Bump is fine but can we do 13 months so it ends in March instead of Feb? Moving in winter was rough.

2:31 PM

Fair — flagging it for the leasing manager. Changing the end date can move the price; they'll confirm by tomorrow. Want me to hold the standard 12-month offer in the meantime?

2:31 PM

Yes please.

2:33 PM

Done. The leasing manager will text or call by 5 PM tomorrow.

2:33 PM

Feb 14 · 9:42 AM

The inquiry lands at 9:42 AM

A syndicated-listing lead texts the toll-free number in the middle of her workday. No form, no chatbot modal, no capture funnel — just the same line she'll use for the rest of her lease, answered in under sixty seconds by the same agent who will be on the thread eleven months from now when renewal comes up.

Tuesday · SMS to +1-844-510-1007

What Clara did

Pulled live availability · Quoted the current rent and concession · Saved Sarah to the prospect list

PMS write-back

Prospect record created in AppFolio · lead source Apartments.com · contact preference SMS · pet disclosure captured on the prospect profile.

Compliance

TCPA: reply to an inbound marketing inquiry is opt-in under 47 CFR 64.1200. Fair Housing: no filtering on family size or pet ownership beyond published community policy.

Same thread

Thread opens with Sarah. Every message, tool call, and PMS write from this point lives on one conversation record.

Feb 16 · 6:14 PM

The tour gets booked without a phone tag

Sarah calls the same number two days later. Clara already has the inquiry context — she doesn't ask Sarah to re-identify herself or re-state the unit. The leasing manager's calendar is live-joined to the thread, so the tour slots offered are slots actually on the calendar, not placeholders to confirm later.

Thursday · Inbound voice call

What Clara did

Checked the leasing manager’s live calendar for open slots · Booked the 1:00 PM Saturday tour

PMS write-back

Tour scheduled on AppFolio's calendar · mirrored to the leasing team’s Outlook via the Outlook integration · ICS invite sent to Sarah · gate-code SMS queued.

Compliance

Voice call opens with the tenant recording disclosure. FHA: tour is offered on interest, not on any pre-qualification question; Clara can’t weigh in on protected-class topics on a thread.

Same thread

Same thread, new channel. The same tenant record, the same Clara, no context re-entry.

Mar 12 · 4:30 PM

The move-in packet lands — and the portal link breaks

Lease activated four weeks later. Clara sends the welcome email; when Sarah's portal link fails that evening, the same thread handles the fix. The move-in packet is not a template from a CRM — it's a composed email drawing on the specific unit, the specific lease terms, and the specific gate code tied to Sarah's record.

Thursday · Email → SMS hand-off

What Clara did

Composed and sent the move-in packet · Re-issued the resident portal invite

PMS write-back

Lease activated in AppFolio · tenant record linked to Unit 312 · portal invite re-issued · all events stamped to the same tenant timeline.

Compliance

Lease-related SMS is operational under TCPA (not marketing) and falls under the consent captured at lease signing. Email DKIM-signed from clara@propflowai.co.

Same thread

Clara knows Sarah's prior context without the move-in team briefing her — the inquiry, the tour, the gate code, the pet, all on one record.

Jun 8 · 8:17 PM

The AC fails at 8:17 PM — on a Monday

Four months into the lease, Sarah reports the AC not cooling. Clara triages, dispatches, and respects the access note Sarah gives her — on the same thread that started with an Apartments.com lead. The troubleshooting steps are not invented by the model — they are deterministic playbooks the prompt pulls before any outbound message goes out.

Monday · After-hours SMS

What Clara did

Identified Sarah by phone · Pulled the AC troubleshooting playbook · Matched Jennifer at Front Range HVAC · Opened work order WO-4471 · Added Sarah’s access note to the work order

PMS write-back

Work order WO-4471 created in AppFolio · vendor Jennifer Park assigned · access note ('kids sleeping, quiet entry') added to the dispatch record.

Compliance

Not a statutory emergency (June, Denver — no-heat escalation rule wouldn't fire). Access rules honored; lockbox use logged.

Same thread

Clara didn't ask who Sarah was, didn't ask for a unit number, didn't ask about pets. All prior context was already on the thread.

Jan 12 · 2:05 PM

Renewal outreach opens 45 days early

Lease renewal comes up ten months later. Clara opens the conversation with the number, the market context, and a clean escalation path to the leasing manager when Sarah wants to negotiate. Renewal pricing is pulled from a deterministic rule — not LLM judgment — so the offer is defensible under Fair Housing review.

Sunday · SMS · 45 days before lease end

What Clara did

Pulled the standard renewal offer · Flagged the leasing manager for human review

PMS write-back

Renewal offer drafted in AppFolio · held at "standard 12-month" · human-review flag set with a 24-hour SLA · leasing manager notified in Slack and via email.

Compliance

FHA: renewal pricing pulled from a deterministic market-rent rule, not an LLM judgment. No price variation tied to any protected class.

Same thread

Same thread, same Clara, eleven months after the AC call. The audit trail — inquiry → tour → move-in → AC → renewal — is one scroll.

Step 1 of 5

Built-in compliance

TCPA: STOP and HELP are intercepted before Clara sees the message — no way to mishandle an opt-out.
Fair Housing: Every reply on a prospect or tenant thread is screened for protected-class language before it sends.
Audit trail: Every tool call, PMS write, and escalation is logged — one trail, not one per tool.

The first two weeks

Day 0 you're on the current stack. Day 14 Clara owns the 11 PM call.

Day 0
PMS connection goes live.
Read-only mirror of your prospect list, units, rent roll, and lease end dates. Your team sees the coordination layer before Clara acts.
Day 3
Clara ghost-writes.
Three days of draft mode: Clara composes, your team reviews and ships with one click. Every case she gets right is logged before anything goes autonomous.
Day 7
Leasing goes autonomous.
Inquiries, pricing, and tour scheduling leave the queue. Clara owns prospect triage 24/7 — Fair Housing screening on every outbound.
Day 14
Maintenance joins the thread.
Work-order triage, vendor dispatch, and access notes go live. NOI measurement baseline starts the same day — first review at day 90.

Go deeper

Where to read the actual workflow detail.

Put the 11 PM call on a thread, not on your personal line.

Founders' pricing and white-glove onboarding for the first cohort. Three-property minimum, twelve-week NOI measurement baseline, direct input on the roadmap.

Talk to our team

Real Estate Doesn't Need More Software. It Needs an Operating System.

Three advantages point solutions simply can't match.

One agent

One data model

One thread

Follow Sarah across five beats in one conversation.

Day 0 you're on the current stack. Day 14 Clara owns the 11 PM call.

PMS connection goes live.

Clara ghost-writes.

Leasing goes autonomous.

Maintenance joins the thread.

Where to read the actual workflow detail.

Put the 11 PM call on a thread, not on your personal line.