Phone agentprimary
Tenant calls (damage, service charges, garbage dates, super) 24/7. Emergencies (pipe burst, lift) routed to on-call. Integration with Casavi/Immoware24/PowerHaus via webhook.
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ForProperty managers
Routine inquiries route themselves.
Your team finally gets to work.
Owners and tenants report water damage, ask about annual statements, coordinate contractors — by phone, by email, in chat. AI agents capture damage reports in structure, answer routine questions from the knowledge base, and only escalate what's urgent. Your team gets back the hours that usually vanish at reception.
Get startedIn short
The Rinqo AI agent for property managers takes calls and emails on damage reports, utility statements, house rules, and contractor appointments, structures the report with building address and damage description, answers routine questions from the knowledge base, and escalates emergencies (water, heating, elevator) to on-call immediately.
The situation
Germany has around 22,000 property management companies (DDIV data) managing roughly 10 million residential units between them. An average caseworker oversees 200 to 350 units and handles 30 to 60 phone or written inquiries per day, from a leaking faucet to the owners' assembly. The DDIV industry barometer reports that more than half of managers name understaffing as a top risk; at the same time, owners and tenants expect a response within one business day after 2025. Peak loads hit during annual-statement season (Q1/Q2) and during storms. An AI agent that captures damage reports in structure, answers routine questions (super contact, trash pickup day, statement deadline) and only escalates exceptions measurably reduces reception load without new hires.
~10 M
residential units under management
Source: GdW Bundesverband deutscher Wohnungs- und Immobilienunternehmen 2024Where it hurts
- Three calls about the same heating issue from the same building, all landing separately in voicemail.
- Utility-statement season: the same question 40 times a day (“how is my water advance calculated?”).
- Contractor coordination (appointment, access, cost approval) frays across phone, WhatsApp, and mail.
- Water damage at 10 PM, on-call staff only hears about it the next morning.
- Owners' assembly invitations trigger a week of callback waves.
How Rinqo solves this
Phone and email in parallel
The agent picks up every second, even while your team is on another call. Damage reports are captured in structure (building, unit, problem, reachability); emails with standard questions (advance payment, trash, house rules) get answered instantly.
It knows your buildings
Super contacts, trash pickup days, utility advances, contact per building, everything you put in once, the agent answers correctly. Unclear? Then an honest “I don't know, I'll pass it on”, no invented answers.
Emergencies go out instantly
Water, gas smell, elevator emergency, heating failure in winter → routed to your on-call number immediately. Leaking faucet, broken doorbell → ticket into CASAVI or Immoware24 via webhook. Owner requests about the assembly → appointment proposal from your calendar.
What the agent handles
- Capture damage reports in structure (building, unit, damage, reachability)
- Answer utility-statement standard questions (advance, statement, deadlines)
- Coordinate contractor appointments (access window, key handover)
- Communicate super contact and responsibilities per building
- Escalate emergencies (water, heating, elevator) to on-call
- Filter owners' assembly queries and confirm appointments
Our recommendation
Property-management calls hit in waves on Monday 8-10 AM and during storms. The phone agent covers those peaks without you funding another caseworker seat.
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What Rinqo offers for Property managers
Email agent
Standard inquiries on advance payments, heating-cost statements, super contact. Ticket creation in PowerHaus/Casavi via webhook.
Explore email solutionChat agent
Tenant-portal complement on the management website: common questions in the browser without the login hurdle of CASAVI/Immoware24 portals.
Explore chat solutionGDPR for property management
Property managers process particularly sensitive data: tenant accounts, ownership records, sometimes social data of tenants. Rinqo hosts exclusively in Germany (Hetzner), encrypts credentials with AES-256-GCM, and provides the Article 28 GDPR data-processing agreement automatically. The agent NEVER discloses tenant or ownership identities to third parties.
- Hosting exclusively on EU servers (Hetzner Falkenstein/Nürnberg)
- No confirmation of any tenancy or ownership to third parties
- DPA with all subprocessors (Microsoft Ireland for Azure OpenAI, EU providers for speech recognition and telephony, a German speech synthesis provider)
- Consent notice before call recording (§9 TTDSG + GDPR Art. 13)
- Configurable deletion TTL (30/90 days) on transcripts and audio
- AI Act Art. 50: AI-voice disclosure is mandatory from 2026-08-02, built in
Frequently Asked Questions
Specific industry pages
Written by
Sven Pflüger
Founder & CEO, Rinqo
Sven builds Rinqo from a simple observation: most AI tools are designed in San Francisco and sold in Berlin. The workshop in the Black Forest, the veterinary practice in Salzburg, the family hotel in Tyrol get software that doesn't speak their language. Rinqo flips that. On European servers, set up in ten minutes, in twenty languages. With templates built by the industries themselves.
Last updated: 2026-05-06
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