Case study — Property Management
PropStack: the build that paid for itself.
PropStack came to us as property management operators in Austin, USA with a problem that was costing them weekly. The program below is what moved their headline number: -68% response time.
Fig. 01 — Tenant-Ops AutomationAustin, USA
The challenge
The founder was the integrations department: five zaps lived in her head, each one a silent-failure risk the business only discovered when a customer called.
Reporting consumed a day a week assembling numbers from four systems — a day spent describing the business instead of running it.
The approach
Data hygiene came before any bot: field standards, required properties, one naming convention —two days of unglamorous work that made every subsequent automation trustworthy.
Then the leverage sequence: intake and routing automation, response-time workflows, reporting pipelines — each baselined before and measured after in the hours it returned.
The stack consolidated: fewer tools, documented data terms, and integrations that degrade loudly instead of failing silently.
- RAG assistant scoped to company documents with citations
- Team training and quarterly kill-review cadence
- Documented workflows with owners, runbooks and failure alerts
- Lead response-time automation with human checkpoints
The results
Quotes in four minutes changed what kind of company we get to be.Sara Whitfield — Founder, PropStack
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Fixed quotes in 48 hours. Senior team only. Zero hand-offs between disciplines.