AI phone assistant for property management companies
Log damage reports, route emergencies, from €75 a month.
EchoCall answers the phone for your property management office whenever nobody is at the desk or every line is busy. The agent takes repair reports in the format you define, answers the questions tenants and owners keep asking from your own documents, and puts emergencies through to the number you set for them. Afterwards each report sits in the hub with a summary, and can also go to the property manager by email or into your management software. As of October 2026.
- Complete repair reports, every time
- Emergencies routed by your rules
- Tenant questions answered around the clock
- Price
- From €75 a month for 250 phone minutes, €0 setup, €0.18 per additional minute. Chat from €40 for 100 conversations.
- Starting credit
- 30 voice minutes and 30 chat conversations of starting credit, valid for 14 days, no credit card required.
- Data protection
- Hosted at IONOS in Frankfurt and Karlsruhe, GDPR-compliant, the data processing agreement becomes part of the contract at sign-up.
- Integrations
- Google Calendar, Outlook, Cal.com, Zapier, Make, n8n, Webhooks
- Who it is for
- Residential and condominium managers, owners’ association administrators and housing companies, from a two-person office to a firm with several branches.
Why tenants and owners call the management office
- 01
Something is broken
No heat, a damp patch spreading on the ceiling, a blocked drain, a front door that will not lock. Most calls are reports, and a report only helps once it carries the address, the unit, a clear description and a number to call back.
- 02
The annual service charge statement arrived
Once the yearly statement goes out, the questions arrive in a wave: how were costs split, where can the receipts be inspected, when is the balance due. Much of it can be answered from your documents, the rest becomes a callback with a clear note.
- 03
Owners and the association
When is the next owners’ meeting, what is the monthly contribution, where are the minutes of the last one. Owners call less often than tenants but expect an answer that fits their own unit.
- 04
Keys, contractors, house rules
Ordering a spare key, agreeing a visit from the plumber, asking when bulky waste is collected or who cleans the stairwell. Small requests that together fill a large share of the working day on the phone.
- 05
Emergencies after hours
A burst pipe on Friday night, the heating failing on a public holiday, the power gone in the whole building. These calls cannot end up on voicemail, they have to reach someone who can act straight away.
Typical challenges
Phone hours that do not match tenants’ lives
Many management offices can only be reached by phone on a few fixed days and times. Tenants notice the leak in the evening or at the weekend, hit the answering machine, leave half a message, or call several times the next morning.
Reports missing the basics
A voicemail without the house number, a callback number with a digit missing, a description that leaves everyone guessing whether it is urgent. Before a contractor can be booked, the property manager often has to phone back just to collect the essentials.
Few people, many units
One property manager looks after a large number of units across several buildings. Every call interrupts work on statements, meetings and quotes, and how many calls a single building will produce in a given week is close to impossible to plan.
How EchoCall helps
The same checklist on every report
You decide what the agent asks for when damage is reported: address, unit, name, callback number, what happened, since when, whether neighbours are affected and how to get access. If anything is missing, it asks again before the call ends.
Emergencies handled by your own rules
In the hub you store one or more numbers, such as the on-call service or the caretaker, and describe in plain words when the agent should put a caller through. Anything that can wait is recorded in full, so your team can pick it up on the next working day without chasing details.
Answers from your documents, results in your systems
Upload the house rules, the waste collection calendar, meeting dates and who is responsible for what to the knowledge base. Every call then appears in the conversation history with a summary and the details captured, and can be passed on by email or through webhooks, Zapier, Make or n8n.
How a repair report runs with the agent
You set the checklist, the agent follows it on every call. A typical report in five steps:
- 01
Identify the building and the caller
Address, flat or unit, name and a callback number. That ties the report to one property, even when the caller has never contacted the office before.
- 02
Get a usable description
What happened, since when, is it still getting worse, are other flats affected. The agent keeps asking until the description is enough for the property manager to act on.
- 03
Sort urgency by your rules
You write down what counts as an emergency, for example water that will not stop, no heating in winter or a front door that no longer locks. Everything else becomes a report for the next working day.
- 04
Emergency: put the caller through
If your description fits, the agent connects the caller to the number you stored. For a smell of gas, a fire or danger to people, it points to the emergency number 112 or the gas network’s fault line, if you set it up that way.
- 05
Hand the report over
The summary with every detail is saved in the conversation history. If you want, the agent emails it to the property manager or passes it to your management software by webhook, provided the software accepts one.
What a leak report sounds like on a Saturday evening
An example from a management company that runs its own on-call number at weekends, leaving out the greeting that tells callers they are talking to an AI. The advice about the bathroom light and the rule for putting calls through were written into the agent by the company exactly like this.
Water is dripping from our bathroom ceiling, quite a lot of it. I think it is coming from the flat upstairs.
I will take that down right away. Which building do you live in, and which flat is it?
Lindenstrasse 14, second floor on the left, flat 5.
Thank you. Is the water still coming through, and has a light or a socket nearby got wet?
It is still dripping, and the bathroom light is wet.
Then please do not switch on the bathroom light and keep out of the room. This is one for the on-call service, I will put you through in a moment. Which number can they reach you on if the line drops?
This mobile number. Do I have to call again on Monday?
No. The address, the flat, your description and your number are all in the call record, so the office has everything on Monday morning. I am connecting you to the on-call service now, please stay on the line.
Figures from property management in Germany
62.1%
of the 1,078 management companies surveyed say they are overloaded.
Source: VDIV industry barometer 2026, press release of 19 August 2026
64.7%
of respondents count the hard to predict time each property takes among the biggest challenges of their working day.
Source: VDIV industry barometer 2026, press release of 19 August 2026
23.6 million
homes were in apartment buildings at the end of 2025, 54.9 percent of the 44.0 million homes in Germany.
Source: Federal Statistical Office (Destatis), press release no. 250 of 16 July 2026
What the agent takes on in property management, and what it does not
The agent takes on
- Take complete repair reports outside office hours, with address, unit, description and callback number
- Put calls that match your description of an emergency through to the on-call number you stored
- Answer questions about house rules, collection days, owners’ meetings and responsibilities from your documents
- Email reports to the property manager or pass them to your software by webhook, Zapier, Make or n8n
Stays with your team
- It does not replace the emergency services or a staffed on-call rota: the agent connects to a number, and only someone who picks up there is reached
- No legal advice on service charges, rent increases, notices or owners’ resolutions, the agent notes the question for a callback
- No ready-made connection to property management software, data flows by webhook or through Zapier, Make or n8n where your software offers an interface
- The agent does not book contractors itself, that decision stays with the property manager
Frequently asked questions
Yes. You store one or more numbers with a label and describe in your own words when the agent should connect a caller, for instance when water will not stop running. It does not replace an on-call service: only someone who answers that number is reached.
Every call is saved in the hub’s conversation history with a summary and the details captured. The agent can also email the report to an inbox of your choice or hand it to your management software through webhooks, Zapier, Make or n8n.
Yes. On the phone it handles more than 30 languages, Turkish, Polish, Arabic, Russian, Ukrainian and English among them. For each agent you choose which languages it may use.
Yes. The agent gets a number of its own, and you divert your office number to it only when you want to, for example outside phone hours or when nobody answers. You set that up with a dial code on a mobile or in the menu of your phone system.
The entry plan is €75 a month for 250 minutes of calls, each further minute €0.18. A worked example assuming 400 minutes a month: €75 plus 150 minutes at €0.18, so €102. To try it there are 30 voice minutes and 30 chat conversations for 14 days, no credit card needed.
Read on
- AI answering machine: what it does differently from voicemail
- What missed calls cost a business
- For estate agents: property enquiries and viewings by phone
- For the trades businesses that repair damage in your buildings
- AI voice agent: features and pricing
Last reviewed on . The figures come from the linked sources. EchoCall prices and features reflect that date.
Ready for EchoCall in Property management?
Start with 30 voice minutes and 30 chat conversations of starting credit at hub.echocall.de, valid for 14 days, no credit card required.