Take tenants’ damage reports via chat

Property management companies take damage reports from tenants, including photos, via chat

Needs setupLabel the AICustomer dialogue by chat or phoneReal estate

Fits: Customer service · Office, administration & casework

Tenants report damage around the clock with photos, and you receive a complete report with location, extent and urgency. Fewer callbacks, faster commissioning of tradespeople.

Is this for you?

  • You manage so many units that damage reports by phone and email take up time every day.
  • Reports are often incomplete: location, extent or availability are missing.
  • You have property management software or a tenant portal with case records.
First step today

Make up a typical tenant message and take a test photo without people, for example of a stain on a wall, and use the template below to turn it into a report for the management team and a reply to the tenant. Check whether the AI invents a cause, an appointment or a promise to pay.

How to go about it

  1. Select common types of damage
  2. Define follow-up questions, urgency and limits
  3. Set up the chat in the tenant portal and connect it
  4. Arrange handover to case handlers and the emergency service
  5. Launch and label as AI
  6. Analyse reports and improve follow-up questions

Templates to copy

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The complete guide

  • 6 steps explaining exactly what to do
  • 3 proven templates to copy into your own AI
  • Safe use: data, checking, deciding, informing
  • Pitfalls, effort and how to recognise success

With the training you get all 430 guides for as long as your access runs.

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Same approach, other use cases

12 more use cases follow the pattern “Customer dialogue by chat or phone”.

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IM-03 · Legal status 08.10.2026 · Direct dialogue with customers, citizens or patients (Art. 50(1))