Free AI Automations for Property Management Companies

Managing properties involves a constant juggle of emails, tenant requests, paperwork, and deadlines. But what if you could automate the most time-consuming parts of your workflow? In this blog, we showcase four easy-to-build automations for property management companies using Make.com and chatbase.co. From AI-powered email management to auto-generated receipts and 24/7 website chatbots, these no-code workflows help streamline operations and boost team productivity—without the tech headache.

Creating an AI Writing Assistant Using Make.com

Objective

This SOP outlines the steps to create an AI writing assistant using Make.com and Google Sheets for property management tasks.

Key Steps

1. Build a Google Doc Sheet 0:10

• Create a new Google Sheet.
• Include the following headers:
  • ID
  • Writing Required
  • Must Include Information
  • Status
  • Outline Generated by AI Perplexity
  • Prompt for First Draft
  • Draft
  • Link

2. Fill Initial Columns 0:30

• Fill in the first three columns:
  • ID
  • Writing Required
  • Must Include Information (e.g., tenant's name, address, payment due date)
    
    Here's a sample I wrote: 'You are a property manager writing a Late Rent Notice to a residential tenant. Please generate a professional and polite notice that includes the following: Tenant’s name: [John Doe], Property address: [123 Main Street, Apt 2B, Chicago, IL], Rent due date: [April 1, 2025], Amount overdue: [$1,200], Number of days overdue: Payment instructions or portal link: [www.rentportal.com], Consequence of non-payment: [Late fee of $50 and possible 3-day Pay or Quit notice], Tone should be polite yet firm. Mention lease obligations and encourage prompt resolution.'
    ‍
• Set the Status to 'Pending'.

3. Connect Google Sheets to Make.com 0:51

• Connect your Google Sheet in Make.com.
• Select the spreadsheet you created.
• Add a filter for Status = 'Pending'.
• Set the order by ID in ascending order with a limit of 2.

4. Connect to Perplexity AI 1:13

• Connect to Perplexity AI.
• Input your prompt, ensuring it includes 'Writing Required' and 'Must Include Information'.

Here's the prompt: 'TASK:
You are a professional AI writing assistant for residential property managers in the United States and Canada. Your primary task is to generate legally sound, tenant-friendly, and professional documents such as notices, lease renewal letters, rent increase notices, entry notices, and lease violations.

Follow these rules:

1. Use clear, polite, and professional language.

2. Ensure compliance with standard rental laws—default to U.S. or Canadian norms unless specified by the user (e.g., 30-day notice for rent increase, 24-hour entry notice).

3. Never fabricate legal language or cite laws unless directly provided in the prompt.

4. Do not guess unknown values—use [brackets] if data is missing or unclear.

5. Maintain a tone that reflects the context:

- Friendly and warm for renewals, welcome emails, and reminders
- Firm but respectful for violations, late rent, or noncompliance
- Use plain English. Do not use overly legalese or robotic phrasing unless explicitly requested.

6. Output the final document as if ready to copy-paste into email, PDF, or letterhead.

7. Use paragraph format (not bullet points) unless the prompt asks otherwise.

8. Do not include explanations or steps. Just output the final notice or document unless the user says otherwise.

OBJECTIVE:
Write a structured document for the keyword {{Writing Required (B)}}.
The content {{Must Include Information (C)}} that is specifically for residential property managers in the United States and Canada and legally sound and tenant friendly.

Content Structure:

All notices should follow a clear and professional structure. Begin with a heading that states the type of notice (e.g., “Late Rent Notice”), followed by the date of issuance. Include tenant details such as full name and rental property address. Start the letter with a polite greeting (“Dear [Tenant Name],”) and a brief introduction that clearly explains the purpose of the notice. The body should contain 2–4 concise paragraphs outlining all necessary details such as relevant dates, rent amounts, actions required, and consequences, while maintaining a respectful tone. If applicable, include a compliance statement confirming adherence to local laws. Always close with contact instructions and an appropriate sign-off (e.g., “Sincerely, [Property Manager Name / Company]”). Optional sections like payment portal links, office hours, or references to lease clauses may be added based on context. The content should be written in plain English, avoiding legal jargon unless specifically required.

Plain Text Only: Ensure all text is in plain text format without markdown, HTML, or other formatting. New Lines: Use “\n” to separate each section and bullet point to ensure JSON compatibility.'

• Set the max tokens to 7,000 and temperature to 0.2 , then hit save.

5. Generate Outline 1:34

• Connect Google Sheets again to input the row number.
• Ensure the outline generated by AI Perplexity is selected.
• Hit save.

6. Prepare First Draft 2:04

• Connect JSON to ensure the same object is used.
• Input the prompt for the first draft from the JSON.

Here's the prompt: 'Read the document outline: {{33.json string}}

Using the document outline above, write a document specifically for residential property managers in the United States and Canada. Your role is to generate legally sound, tenant-friendly, and professional documents such as lease renewal notices, late rent letters, rent increase notifications, maintenance/entry notices, and lease violation letters. Always use clear, polite, and professional language, and default to U.S. or Canadian residential rental norms for compliance (e.g., 30-day rent increase notice, 24-hour entry notice) unless otherwise specified. Do not fabricate laws or cite legal codes unless they are explicitly provided. If any details are missing from the user prompt, indicate them using [brackets] and avoid guessing. Match your tone to the context—friendly for renewals and reminders, firm yet respectful for violations or noncompliance. Write in plain English, avoiding overly formal or legalistic language unless asked. Your output should be formatted as a finalized document ready to send, with no explanations or extra commentary. Wait for user prompts containing necessary variables, and generate the appropriate written content accordingly.

Structure Requirements:

HTML Formatting: Use <h2> for main sections, <h3> or <h4> for subheadings, and <p> for paragraphs.

Content Organization:

All notices should follow a clear and professional structure. Begin with a heading that states the type of notice (e.g., “Late Rent Notice”), followed by the date of issuance. Include tenant details such as full name and rental property address. Start the letter with a polite greeting (“Dear [Tenant Name],”) and a brief introduction that clearly explains the purpose of the notice. The body should contain 2–4 concise paragraphs outlining all necessary details such as relevant dates, rent amounts, actions required, and consequences, while maintaining a respectful tone. If applicable, include a compliance statement confirming adherence to local laws. Always close with contact instructions and an appropriate sign-off (e.g., “Sincerely, [Property Manager Name / Company]”). Optional sections like payment portal links, office hours, or references to lease clauses may be added based on context. The content should be written in plain English, avoiding legal jargon unless specifically required.

Final Output: Provide the document in HTML format, using appropriate heading and paragraph tags. Do not use markdown syntax or code snippets.'

• Hit save.

7. Finalize Draft Data Structure 2:23

• Connect JSON again for the data structure.

Here's the prompt for item 1, content: 'Read the document outline: {{33.json string}}

Using the document outline above, write a document specifically for residential property managers in the United States and Canada. Your role is to generate legally sound, tenant-friendly, and professional documents such as lease renewal notices, late rent letters, rent increase notifications, maintenance/entry notices, and lease violation letters. Always use clear, polite, and professional language, and default to U.S. or Canadian residential rental norms for compliance (e.g., 30-day rent increase notice, 24-hour entry notice) unless otherwise specified. Do not fabricate laws or cite legal codes unless they are explicitly provided. If any details are missing from the user prompt, indicate them using [brackets] and avoid guessing. Match your tone to the context—friendly for renewals and reminders, firm yet respectful for violations or noncompliance. Write in plain English, avoiding overly formal or legalistic language unless asked. Your output should be formatted as a finalized document ready to send, with no explanations or extra commentary. Wait for user prompts containing necessary variables, and generate the appropriate written content accordingly.

Structure Requirements:

HTML Formatting: Use <h2> for main sections, <h3> or <h4> for subheadings, and <p> for paragraphs.

‍
Content Organization:

All notices should follow a clear and professional structure. Begin with a heading that states the type of notice (e.g., “Late Rent Notice”), followed by the date of issuance. Include tenant details such as full name and rental property address. Start the letter with a polite greeting (“Dear [Tenant Name],”) and a brief introduction that clearly explains the purpose of the notice. The body should contain 2–4 concise paragraphs outlining all necessary details such as relevant dates, rent amounts, actions required, and consequences, while maintaining a respectful tone. If applicable, include a compliance statement confirming adherence to local laws. Always close with contact instructions and an appropriate sign-off (e.g., “Sincerely, [Property Manager Name / Company]”). Optional sections like payment portal links, office hours, or references to lease clauses may be added based on context. The content should be written in plain English, avoiding legal jargon unless specifically required.

Final Output:
Provide the final document in **HTML format** with appropriate heading tags and paragraph formatting.
‍
Do not use any markdown syntax or code snippets.'

• Input the necessary data structure and hit save.

8. Set Up HTTP Connection 2:39

• Create your Bearer key for Perplexity with this guide:

How to Get Your Bearer Key for Perplexity AI (for Make.com Automation)

Step 1: Create a Perplexity AI Account

Go to https://perplexity.ai and sign up or log in.

Step 2: Access Your API Keys

• Visit the Perplexity developer portal: https://www.perplexity.ai/developer
• Click on Create API Key or New Key.

Step 3: Copy Your Bearer Key

• You will get an API key starting with pplx- (Example: pplx-xxxxxxxxxxxxxxxxxx)
• Copy the entire key. This is your Bearer token.

Step 4: Use in HTTP

• In your Make.com HTTP module:
  • Set Authorization as the header name
  • The value should be:
    Bearer pplx-your-api-key

9. Input Draft into Google Sheets 3:00

• Connect Google Sheets one last time to input the draft.
• Ensure the data choices messages are coming in from HTTP.
• Hit save.

10. Connect Google Docs for Final Output 3:09

• Connect Google Docs to input the required content generated by Perplexity.
• Create a folder to compile all Docs sheets in one place.
• Hit save.

11. Update Status in Google Sheets 3:27

• Connect Google Sheets again to update the status to 'Completed'.
• Attach the web link for Google Docs and hit save.

12. Review Final Output 3:47

• Run the automation to see the final result.
• Ensure the status is 'Completed' and the output includes all necessary information.

Cautionary Notes

• Ensure all required fields are filled out correctly to avoid errors in automation.
• Double-check the connections between Google Sheets and Make.com to ensure data flows correctly.

Tips for Efficiency

• Regularly update the Google Sheet with new entries to keep the automation running smoothly.
• Familiarize yourself with Make.com features to optimize the automation process.

Automating Rent Receipt Generation and Overdue Notifications

Objective

This SOP outlines the steps to automate the generation of rent receipts and send notifications for overdue rent using Google Sheets and Gmail.

Key Steps

1. Create a Google Sheet for Rent Tracking 0:32

• Draft a Google Sheet named 'Rent Received in Collection'.
• Add the following columns:
  • Hashtag
  • Tenant Name
  • Address
  • Email Address
  • Month of Payment Due
  • Generate Receipt
  • Receipt Link
  • Payment Status
  • Due Date
• Fill in the major details of your tenants, leaving the email address empty for now.

2. Connect Google Sheets to Make.com 1:13

• Start by connecting your Google Sheet on Make.com.
• Select the Google Sheet file you created.
• Ensure the sheet name is 'Sheet 1' and the header is set to 'Yes'.
• Select all columns and add a filter for 'Generate Receipt (G)' where it is equal to 'TRUE'.
• Sort order to ascending.
• Save your settings.

3. Create Receipt Document in Google Docs 2:07

• Connect Google Docs to Make.com.
• Create a folder named 'Rent Receipts' to store all receipts.
• Connect the values for:
  • Tenant Name
  • Address
  • Payment Amount
  • Due Date
• Set the document title to 'Tenant Name Received for Month of Payment'.
• And make sure to connect to 'My Drive'.
• Save your settings.

4. Update Google Sheets with Receipt Link 2:44

• Connect Google Sheets again to update the row.
• Select the row number and ensure the header is set to 'Yes'.
• Input the 'Receipt Link' using the web view link provided by Google Docs.
• Save your settings.

5. Connect Gmail for Notifications (Send an Email) 3:17

• Connect your Gmail account to Make.com.
• Select Email Address of the tenant
• Add a universal Subject line and content
• File Name {{Tenant Name (B)}} Rent Receipt {{Month of (E)}}
• Verify that the receipt link is generated in your Google Sheet.

Make another Automation for Overdue Rent Notifications

6. Set Up Overdue Rent Notifications 3:59

• Search for rows in Google Sheets to check for overdue payments.
• Connect Google Sheets to update the row for overdue payments.
• Set the 'Payment Status' to 'Overdue'.
• Save your settings.

7. Configure Email Notifications for Tenants 4:41

• Add the tenant's email address in the Gmail connection.
• Create an email subject: 'Rent Payment Overdue'.
• Include a fixed content template for the notification (template will be provided).

Template: '<p>Dear Tenant,</p>

<p>This is a reminder that your rent payment is currently overdue.</p>

<p>Please be advised that you are required to make the full payment within <strong>10 days</strong> from the date of this notice.</p

<p>Failure to do so may result in further action as outlined in your lease agreement.</p>

<p>If you have already made the payment, please disregard this message.</p>

<p>Thank you for your prompt attention to this matter.</p>

<p>Sincerely,<br>

[Your Name / Property Management]</p>'

• Save your settings.

8. Automate the Process 5:03

• Set the automation to run every 15 minutes.
• This will ensure timely collection of rent and notifications for overdue payments.

Cautionary Notes

• Ensure all tenant details are accurate to avoid sending incorrect notifications.
• Regularly check the Google Sheet for any discrepancies in data.

Tips for Efficiency

• Use templates for emails to save time on composing messages.
• Regularly update the Google Sheet to reflect any changes in tenant information.

Creating an AI Email Assistant for Property Management

Objective

This SOP outlines the steps to set up an AI email assistant to manage and respond to emails efficiently in property management.

Key Steps

Connect Your Email Account 0:44

• Choose either Gmail or Outlook to connect your email account.
• For Gmail:
  • Go to the settings and connect your Gmail account.
  • Set up a simple filter criteria to include all emails.
  • Mark email messages as 'no' and set the maximum number of results to '1'.
• After configuring, make sure to hit 'save'.

Connect ChatGPT API 1:08

• Connect to the ChatGPT API.
• Ensure the role is set to 'user'.
• The message should include both the subject and body of the email.

Message: Sort the following email:
Subject: {{1.subject}}
Body: {{1.text content}}

• Select the subject and body from the email data and drag and drop them into the appropriate fields.
• Hit 'save' after completing this step.

Connect Your Router 1:31

• Connect your router to facilitate email communication.
• Ensure that maintenance requests are passed on correctly.
• Also, ensure that lease inquiries are being responded to.

Filter Emails by Subject and Content 1:51

• Connect to ChatGPT again, this time filtering by subject and text content.

Create an email response from the following email:

Subject: {{1.subject}}
Body: {{1.text}}

• Hit 'save' after setting this up.

Send Email Responses 2:07

• Connect Gmail again to set up sending emails.
• Add the sender email address.
• Update the subject line to reflect the maintenance status: Update regarding your maintenance status
• Include the result generated by ChatGPT in the email body.
• This email will be saved as a draft for you to review and send.

Update Leasing Inquiry Responses 2:44

• Connect Gmail once more to ensure updates regarding leasing inquiries are sent out: Update regarding your leasing inquiry‍
• Add the sender email address.
• Make sure this automation is built correctly.

Run the Automation 2:56

• Ensure the automation runs every 15 minutes.
• This will help in sorting and responding to emails automatically.

Cautionary Notes

• Ensure that all email connections are secure and that sensitive information is protected.
• Regularly review the drafts generated by ChatGPT before sending to ensure accuracy and appropriateness.

Tips for Efficiency

• Set reminders to check the AI's responses periodically to maintain quality control.
• Customize the email templates in ChatGPT to better fit your communication style and the needs of your tenants and owners.

Creating an AI Agent Using Chat-Based.co

Objective

This SOP outlines the steps to create an AI agent using the chat-based.co platform, ensuring that team members can easily follow the process.

Key Steps

1. Create an Account 0:20

• Go to chat-based.co.
• Sign up for a free account using your Outlook or Gmail.

2. Start a New AI Agent 0:46

• After logging in, click on 'New AI Agent'.

3. Input Training Data 1:02

• Choose to paste a file or add text to train your AI agent.
• Include relevant text for tenant inquiries, such as rent payment reminders.

4. Add Your Website 1:23

• Input your property management company website (e.g., lethub.co).
• Ensure the website is crawled for links.

5. Add Questions and Answers 1:40

• Input as many questions and answers as necessary to cover tenant queries.

6. Create the AI Agent 2:01

• Ensure the total size of all data is under 400 KB.
• Click 'Create Agent'.

7. Monitor Training Process 2:28

• Wait for the training process to complete.

8. Copy the AI Agent Link 3:09

• Once training is complete, copy the link to your AI agent.

9. Adjust AI Agent Settings 3:39

• Click the square on the left to change the prompt, model, temperature, and instructions.

10. Save Your Agent 4:00

• Click 'Save Agent' after making adjustments.

11. Connect and Make Public 5:04

• Switch from 'Playground' to 'Connect' and select 'Make Public'.

12. Embed the AI Agent Link 5:34

• Copy the embedded link and paste it on your website.

Cautionary Notes

• Ensure that the total size of the data does not exceed 400 KB.
• Only 10 links are allowed on the free plan, so choose wisely.

Tips for Efficiency

• Prepare your training data and questions in advance to streamline the process.
• Regularly update the AI agent with new questions and answers based on tenant feedback.

Conclusion

Ready to ditch the manual tasks and work smarter? These Make.com workflows are just the beginning of what automations for property management companies can do. By integrating these tools into your daily operations, you’ll save time, reduce errors, and create a more efficient, responsive experience for your tenants and team. Start small, automate what matters most, and scale from there.

Common FAQs: AI Automations for Property Management Companies

1. Do I need coding skills to set up these Make.com automations?
No, Make.com is a no-code platform. All workflows shared in this blog can be created using drag-and-drop tools and simple configurations.

2. Can I use these automations if I manage a small number of properties?
Absolutely. These automations are scalable and especially helpful for solo property managers or small teams who want to save time and reduce manual tasks.

3. How do I connect Perplexity or ChatGPT to Make.com?
You’ll need to create an API key from Perplexity or OpenAI and use it as a Bearer token in the HTTP module of Make.com. We’ve included step-by-step instructions in the SOP.

4. Is tenant data safe when using these automations?
Yes, as long as you use secure APIs, encrypted tools like Google Sheets/Docs, and follow basic data protection practices. Always review outputs before sending.

5. Can I customize the AI writing assistant’s tone and content style?
Yes. The prompts are fully customizable. You can set the tone (e.g., friendly, firm) and structure depending on the type of notice or communication.

6. How often do the automations run?
You can set your preferred schedule in Make.com—from every 15 minutes to daily—depending on how often you need the automation to run. Recommendation is to keep the automations running and turned on at all times.