How to Choose an AI Resident and Leasing Assistant
Oct 9, 2025
How to Choose an AI Resident and Leasing Assistant
Generic chatbots might answer questions, but they rarely deliver meaningful results. They miss leads, fail to sync with your property management system, and leave your team managing yet another disconnected platform.
A great AI assistant should feel like a real extension of your team, handling inquiries, payments, and maintenance requests while keeping your data accurate and your staff focused on higher-value work.
Here’s what mid-sized and large portfolios should look for when evaluating AI solutions.
Will it work with my current PMS (no new platform)?
The first question to ask is whether the AI integrates directly into your property management system.
For portfolios already running on software like Rent Manager, Yardi, or Buildium, Manage America, a separate dashboard can cause confusion and data silos. The best AI systems connect directly and operate inside your existing workflows, no new platform, no extra logins.
With Domos AI, every interaction, note, and update flows directly into your property management system. Messages are logged automatically, balances are checked in real time, and work orders are created or updated instantly. Your team never has to double-enter data.
To learn more about how Domos connects with leading systems, see our article on AI integrations with property management systems.
Can I configure workflows (leasing, collections, maintenance) without engineers?
A good AI solution should not require technical teams to make basic changes. Property managers and regional operators need to adjust message cadence, tone, and timing based on their operations, not wait weeks for vendor updates.
Domos AI allows non technical users to configure the rules for leasing, maintenance, and collections. You can define escalation paths, adjust payment reminder intervals, and update leasing scripts, all without coding or engineering support. Changes are live within hours, not weeks.
How does it handle after-hours and escalations (human-in-the-loop)?
AI is most valuable when it supports your team around the clock. But not every interaction can or should be handled automatically.
Look for a system with 24/7 coverage and a built-in human-in-the-loop model. That means the AI handles most routine communication, but escalates when human oversight is required—like during emergencies, complaints, or lease negotiations.
With Domos AI, escalation logic is built in. The AI can triage and route the call to the right on-call contact while acknowledging the resident instantly. Staff receive the full conversation context so they can step in seamlessly.
What data does it read/write (balances, work orders, notes)?
AI can only perform as well as the data it accesses.
To deliver accurate answers and reduce manual effort, your AI assistant should be able to both read and write data in your property management system.
Domos AI reads live resident ledger, lease details, and unit availability, and writes back activity such as notes, follow-ups, and service issues. This creates a single source of truth for your entire operation, ensuring every update, payment, or inquiry is logged automatically.
How does it support data-driven decision making?
By collecting, analyzing, and interpreting data, you can make informed choices that align with the goals and objectives of your business.
How Domos supports data driven management
Domos gives property managers clear visibility into performance through scheduled reports. You can review resident engagement, payment behavior, and leasing conversion trends in one place, then adjust workflows based on evidence rather than assumptions.
What you can see at a glance
Volume of conversations and response rates
Payment timing and changes in delinquency rates
Lead to tour and tour to lease conversion trends
Maintenance intake patterns and escalation frequency
What’s the setup time and who does it?
Bandwidth is limited, so a long onboarding process can stall adoption. The right AI partner should provide a turnkey implementation.
Domos handles setup from start to finish, connecting directly with your PMS and email provider, and aligns automation rules to your policies. Most properties can go live within two to three weeks, with full onboarding support and no coding required. Your workflows remain familiar and uninterrupted.
What results should I expect in 30 or 90 days?
Strong AI solutions show measurable results quickly.
Within 30 days, property managers see improvements in:
Response times for leasing and resident inquiries
Consistent follow ups for payments and maintenance
Reduction in manual tasks and missed messages
By 90 days, teams often report:
Significant reduction in delinquencies through consistent outreach
Faster lead-to-lease conversion
More time for staff to focus on high-value activities
Improved operational efficiency across properties
FAQ
Will it replace my staff?
Domos AI enhances your team’s capacity by automating repetitive communication. Staff still handle complex or sensitive cases, but with greater capacity and efficiency.
Does it handle Spanish and other languages?
Yes. Domos supports multilingual communication, including Spanish, ensuring residents receive the same experience regardless of language preference.
Does it work for both leasing and tenants?
Yes. Domos covers the full resident lifecycle from lead capture to move-out, across leasing, maintenance, rent collection, and renewals.
What about data security?
Domos connects through secure, encrypted APIs and never stores sensitive financial data outside your PMS.
Choosing the Right AI Assistant for Your Portfolio
For property managers overseeing a large number of units, the right AI assistant is not a chatbot, it’s an operational partner.
Domos AI combines 24/7 communication, seamless PMS integration, and human oversight to help property teams scale without additional staff or complexity.
See how Domos AI can modernize your leasing and operations workflows.