Property manager email: each request at the right building
The system links a resident's message to the building and the open case. An employee checks the match and decides the next steps.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does email automation for a property manager cost, and when does it pay back?
Short answer
Email automation for a property manager costs from €3,000 net. In our scenario it pays back in 1.6 months. Today, 15 hours a week of resident email costs €2,268 a month. With the system, the same work costs €353. An employee decides how urgent a hazard is and which contractor goes. The system links each request to its case. The test on your process is free.
Statistics
Email and AI statistics 2026
8.8 h
According to Microsoft (2023), the people who work most with email spend 8.8 hours a week on it.
According to the European Commission (2026), customer service is the most common use of AI among EU small and medium-sized companies that already use it: 47%.
According to the European Commission (2026), 90% of EU companies that use AI say people take the decisions. Only 2% of decisions in these companies are fully automated.
a month for an office spending 15 hours a week on resident emails
Today€2,268
With the system€353
Payback: 1.6 mo.
In your company
Small property manager
8 h a week · €1,208 a month
2.9 mo. payback
Mid-sized property manager
15 h a week · €2,268 a month
1.6 mo. payback
Large property manager
50 h a week · €7,556 a month
0.5 mo. payback
The team gets back about 55 hours of work a month, or 7 working days, and the company €22,980 a year. We count after the time a person spends checking and after the model cost.
15 h a week × 4.33 weeks = 65.0 h × €34.90 = €2,268 a month. The system drafts a reply to every email, and a person checks it in 15% of the old time (€340). The model costs €13. That leaves €353. The saving is €1,915 a month, so €3,000 pays back in 1.6 months.
Assumptions: Today our system at foap.com drafts a reply to every email that needs one (October 2026). The hours assigned to each firm size and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. We count the model at €9.87 per 1,000 emails (Claude Sonnet 5.5, 3,000 + 500 tokens per email, at the ECB rate of 1.1205 USD per euro on 22 October 2026), at 3 minutes of work per email.
What changes when a resident replies in an old thread
Today
A resident reports a new fault in an old thread
Client
An employee looks up the building and the flat
Team
Opens a new case or adds to the old one
Team
The contractor gets an incomplete description
Team
The resident writes again
Team
With the system
The message lands in the inbox
Client
Links it to the building and the case
AI
Splits off a new problem in an old thread
AI
An employee decides urgency and the contractor
Person
The case has its full history
System
What stays with people: An employee decides how urgent a hazard is and which contractor goes. The system links each request and keeps the case history whole.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider.
Questions
How much does email automation for a property manager cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own emails.
Does the system send replies on its own?
The system prepares a draft, and an employee checks the recipient, the content and the attachments before sending. Sending stays in the email program you already use.
Does the system call out a contractor?
No. The urgency of a hazard and the choice of contractor stay with an employee. The system prepares the full set of information for that decision.
When does it not pay off?
When email takes less than 2 h a week, the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the office, from €1,150 net.
What do we need to prepare?
A list of buildings and flats, one inbox for the test and 20 to 100 resident messages from recent months.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
customer service
