Property managers are already stretched thin. From leasing to accounting to owner communication, there are dozens of small tasks that fill the day. Fortunately, AI agents are now capable of handling many of these repetitive processes so your team can focus on outcomes, not checklists.

This article outlines three high-impact tasks that AI agents can take off your plate right now, using tools like AppFolio RealmX and Performers.

1. Guest Card Cleanup and Lead Validation

Maintaining clean CRM data is one of the biggest challenges in leasing. Incomplete guest cards, missing tokens, and incorrect lead stages slow down conversions and confuse reporting.

The Problem

Leasing agents often skip steps or forget to update CRM records. Over time, this leads to: – Stale guest cards – Inaccurate reporting – Poor lead follow-up

How AI Agents Help

AI agents can automatically: – Check for missing fields in guest cards – Assign validation tasks – Flag incomplete or outdated records – Clean up lead stages based on recent activity

AppFolio Performers and RealmX are designed to perform these reviews on a regular cadence and ensure your lead pipeline stays clean.

2. Automating Follow-Up Messages

Timely follow-up is essential to closing leases. But leasing teams are often juggling multiple tours, inbound inquiries, and administrative tasks.

The Problem

Many prospects never hear back after a tour. Others receive delayed responses or inconsistent messaging. This results in: – Lower conversion rates – Missed leasing opportunities – Poor lead experience

How AI Agents Help

AI tools like RealmX can: – Send SMS or email follow-ups based on lead stage – Adjust message timing based on tour date or last activity – Escalate leads that go inactive – Personalize content without manual input

These follow-ups happen without user intervention, increasing response consistency and reducing leasing workload.

3. Smart Task Assignment Across Teams

Property managers often rely on manual workflows to route tasks between departments. But this creates delays and confusion.

The Problem

When tasks are assigned manually: – Items get missed or routed to the wrong person – There is no prioritization based on urgency – Teams lose time on handoffs and follow-ups

How AI Agents Help

AI agents can: – Monitor incoming data like service requests, messages, or lease expirations – Assign tasks to the right person or team automatically – Prioritize based on urgency, SLA, or activity – Track completion and alert managers to overdue items

AppFolio’s Performers and RealmX modules can coordinate actions across leasing, maintenance, and accounting without manual triggers.

Bonus: Lease Expiration Reminders

AI agents can also automate reminders for: – Lease renewal offers – Resident notices – Move-out prep

These messages can be sent at defined intervals without manual involvement.

Why This Matters

Freeing your team from manual tasks means they can: – Focus on higher-value work – Respond faster to residents and owners – Improve accuracy across the board

It also means your systems stay cleaner and your workflows more consistent.

Final Thoughts

AI agents are not just for large firms or complex portfolios. With tools like AppFolio RealmX and Performers, property managers of all sizes can automate high-friction tasks without overhauling their entire workflow.

If your team is ready to spend less time updating records and more time driving results, Balanced Asset Solutions can help you implement and train AI agent workflows tailored to your operation.