The Real-Time Advantage: How AI Voice Transforms Property Management

Property managers across Australia have experienced major burnout and fatigue from outdated or disparate systems used to assist them in their daily workloads. Key contacts and relevant information on leads, property-related comms, and scheduling appointments all get lost in the oceans between islands of unrelated systems. And that is proving to be a significant hurdle across this industry. A hurdle high enough to make providing a trusted and consistent service a real challenge to clear.

Adding to this is the frustration: according to Stafflink, 75% of property managers were unsatisfied with the current software tools they must use. This stark figure highlights the need for better technology that streamlines tasks, supports collaboration and improves daily workflows. AI-powered voice and communication tools offer a smarter way forward. 

The Communication Challenge in Property Management

Property managers deal with daily communication hurdles:

• Calls happen on personal mobiles without visibility into who said what and when.

• Limited CRM integration means customer data isn't available during calls.

• Updates and call summaries often vanish, causing duplication and missed details.

• Search Keywords from calls or use these to trigger helpful prompts live on call, like showing emergency plumber details when someone mentions plumbing or flooding.

Sales teams in the field face similar issues:

• Mobile phone usage without office-level integration creates data gaps.

• No clear mobile number ownership and no consistent data or coaching tools.

Managers also struggle:

• Poor call reporting and no real-time sentiment insights.

• Limited ability to track team performance or maintain consistent service.

Before AI – A Day in the Life of a Property Manager

In traditional property management, phone calls come in from everywhere: personal mobiles, office lines, or even direct tenant calls, making tracking who said what and when almost impossible. Without centralised logs, promises made on calls can vanish, leading to misunderstandings and client frustration.

Information ends up scattered across notes, emails, and scattered CRMs. Repetitive data entry consumes hours, while conversation updates can slip through the cracks, leaving staff chasing details instead of adding value. For staff in the field, mobile workforces find it even harder to stay connected to the team and keep call data aligned with internal records.

This disjointed approach can make every day feel like firefighting, not to mention the risk to client relationships and lost revenue.

Enter AI-Powered Voice Communication

AI-powered voice communication tools are changing the game by streamlining communications into a single, intelligent platform. These solutions integrate directly with your CRM, seamlessly linking call data and updates. No more toggling between systems or guessing what was said in a call; every interaction is logged automatically and shared across the team.

AI-driven communication features like real-time keyword detection surface critical data instantly. For example, if a property manager mentions an 'emergency plumber' on a call, relevant contact details and vendor information appear instantly. Playbooks and live prompts also help keep conversations consistent and ensure agents have the correct information at the right time, whether at their desks or out in the field.

This shift from scattered tools to an integrated, AI-powered platform boosts efficiency and ensures that no detail is overlooked.

Key Benefits for Property Managers

Full Visibility Over Every Call and SMS

AI voice technology means no more guesswork about who said what on calls. Centralised logs track exactly who said what, when, and what was promised by whom. These records are accessible to everyone in the agency. The shared visibility reduces duplication, helps teams stay aligned, and avoids costly miscommunications.

Real-Time Prompts and Client Info

Live prompts based on conversation keywords ensure that property managers always have the correct information on hand. Key data like lease details, emergency contacts, or tenant preferences could be surfaced instantly during the call, so managers spend less time digging for more information and more time providing solutions.

Reduced Admin Load

With AI handling data entry and syncing call notes to CRMs, repetitive tasks are automated. This means less time spent retyping updates and more focus on value-adding work like building relationships and managing complex issues.

Improved Mobile Flexibility and Team Coverage

AI voice tools work on any device, from desktops to mobile phones. Staff in the field can access the same capabilities and information as those in the office, ensuring no drop in service quality. This flexibility is crucial for keeping every team member in the loop, no matter where they're working.

Enhanced Service and Reduced Risk

Property managers can better understand client needs and tailor responses by analysing call sentiment and using AI-powered coaching tools. This helps maintain a consistent, high-quality client experience and reduces the chance of service gaps or missed updates.

The Power of AI-Enabled Voice: Insights from the On-Demand Webinar

Untangled’s experts, Robin Huender, Executive Director, and Artemi Kelly, Technical Director, explore how AI-enabled voice communication transforms property management in this on-demand webinar. They tackle the key challenge agencies face: conversations with tenants, vendors and owners that often vanish into personal mobiles or office phones, leaving no clear record or team visibility. Disconnected data slows response times and creates gaps in client updates.

This webinar shows how AI-powered voice tools integrate calls directly with CRMs, surface real-time insights during conversations, and keep teams aligned. Property managers and sales teams will see how to reduce admin, avoid missed updates and turn communication data into a competitive advantage, all at their own pace. With their combined experience in property management and advanced AI applications, Robin and Artemi deliver real-world insights to help agencies modernise communication and improve service delivery.

Take Control of Your Communications in 2025

AI-powered communication tools have redefined what's possible for property managers. From automatic logging to real-time prompts, the days of missed updates and scattered calls are over. Property managers can now operate from a single source of truth, ensure consistent team coverage, and deliver superior service that sets their business apart.

Join our upcoming webinar to see how these tools work in practice and learn how to turn every conversation into a competitive edge.

Untangled Uses AI-Powered Solutions to Streamline Your Communications

Untangled can help streamline property management communication with tailored AI-powered solutions like Dialpad. Our expertise ensures your agency stays connected, maintains clear records, and elevates every client interaction. Learn more about how Untangled can help.

You are invited to view our webinar for property managers to discover how we tackle the common issues in your game.