Automate tenant requests - GDPR-compliant AI for property management
Ada is the AI back office for property management: incoming tenant requests are automatically detected in the inbox, categorised and paired with fitting reply drafts. Behind that, Ada runs the management work itself, from the rent ledger with bank reconciliation through service-charge and condo annual statements to owners' meetings and deadlines. Approval always stays with your staff. This relieves your team amid the skilled-labour shortage - with EU language models, without US cloud and without third-country data transfer.
Ada detects incoming emails in the inbox and categorises them automatically - damage report, service-charge question, termination, payment arrears and more. Every request arrives pre-sorted at the right place.
Based on your templates and property data, Ada creates fitting reply drafts. Your property managers review, adjust and approve - nothing goes out without human control.
Every request is automatically matched to the right property, unit and tenancy. Context and history are instantly at hand, without tedious searching across multiple systems.
Ada uses European language models (Mistral) with EU hosting and an optional on-premise installation. No third-country transfer; with the on-premise option, tenant data never leaves your own infrastructure. This does not replace a data processing agreement or a DPIA — it makes both considerably easier.
More than an inbox: these modules run in production in Ada today. Everything that goes out is created as a draft for review.
Ada creates the rent as a charge due on the third working day, split into base rent and prepayments, pro-rata on move-in and move-out. The rent ledger shows open items and balance per lease with a traffic light. Ada allocates payments under § 366 German Civil Code, and wrong entries are reversed with a reason instead of deleted.
You import bank statements as CAMT.053 or CSV, and other formats via a column mapping on the account. For every transaction Ada proposes the matching tenant and open item and names its reasons, such as a known IBAN or a matching amount; you confirm the match. Bank statements are never sent to an AI model.
Ada builds the annual statement from the year's actual costs, split by ownership share and to the day when an owner changes. Every individual statement shows the settlement balance under § 28 (2) WEG, with fee arrears listed separately. Once finalised, Ada creates the draft resolution for the owners' meeting.
The asset report under § 28 (4) WEG shows the maintenance reserve and its development, the association's accounts, fee arrears and open invoices. You record contributions, withdrawals and interest for the reserve directly; statement and report are filed as PDFs with the property.
Allocation keys per cost type, costs also captured from a receipt photo with an AI proposal, pro-rata and cent-exact splits across tenant changes, and the statement of household services under § 35a German Income Tax Act. A reviewable PDF is created per tenant as a draft.
Owners' meetings from preparation to minutes: agenda, invitation and minutes as PDF drafts, votes by head or ownership share, every resolution numbered consecutively in the statutory resolution record under § 24 (7) WEG. Plus the annual budget with a fee proposal per unit.
Ada derives statutory deadlines from your master data and creates them as appointments: service-charge statement, deposit settlement and the short limitation period after move-out, consent and court deadlines for a rent increase, calling the owners' meeting. When you write a rent increase, Ada checks the waiting period and the cap against the rent history.
For a damage report Ada proposes suitable contractors from your directory, organised by trade, with emergency service and preference per property. You call or commission by email, and the status stays visible in the case.
Yes. Ada relies on European language models with EU hosting and an optional on-premise installation. There is no third-country transfer and no US cloud - tenant and property data stay in your infrastructure. Data processing and documentation are handled in a GDPR-compliant way.
No. Ada works as agent assist: the AI handles triage and reply drafts, while approval always stays with a human. Your property managers decide and gain time for the cases that truly need people - especially amid the skilled-labour shortage.
Yes. On request we run Ada fully on-premise or in an EU data centre. Processing happens where you want it - tenant data is not transferred to US providers.
No. The rent ledger is the management view of rent and condo fees: what is owed, what is paid and what is overdue. Your company accounting, for example via DATEV, is not affected. Ada reads bank statements only inside your installation; they are not sent to any AI model or external service.
There is a CSV template for every data type, Ada reads leases directly and creates property, unit, tenant and terms after your review, and you can take on legacy files in batches. Bank statements come in as CAMT.053 or CSV. In a short preliminary call we clarify which route fits your current software.
This page shows the industry configuration of Ada for property management. Ada itself is the industry-configurable AI back office with an AI inbox, reply suggestions and human approval - GDPR-first and with EU hosting.
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