What can AI help a property management firm with, and where are the limits?

Which property management tasks are suitable for AI?

Suitable tasks are recurring writing and checking tasks whose basis already exists as a file: emails, declaration of division, resolutions, statements, quotes. In the VDIV Verwalter-Monitor (VDIV: Federation of German Property Managers) of April 2024, 22.2 per cent of 419 property management firms surveyed were already using AI tools, and 45.1 per cent were planning to. Those using AI most often used it for customer communication (55.4 per cent).

How are the minutes of the owners' meeting produced with AI?

An AI can draft the minutes from the agenda, proposed resolutions, voting list and your notes; people must take responsibility for them and sign them. The law is precise here.

They must be signed by the chair and one unit owner and, if an advisory board has been appointed, also by its chair or deputy (§ 24(6) sentence 2 WEG). The property manager keeps the resolution register (§ 24(8) WEG). It contains only the wording of the resolutions announced, with the place and date of the meeting, plus written resolutions and the operative parts of court judgments; the entries must be numbered consecutively and made without undue delay, with the date (§ 24(7) WEG).

1. Template before the meeting

   Have a draft created from the invitation with all agenda items and the proposed resolutions in full.

2. During the meeting

   Enter the voting results in a table and note any changes to the wording of motions verbatim.

3. Assembling the draft

   The AI combines the template, table and notes and marks every point where the notes and the wording of the motion differ.

4. Checking and signing

   Check the announced wording, result and majorities against the original, then have the minutes signed.

5. Resolution register

   Have the entries prepared with a serial number, check them and enter them without undue delay, with the date.

How does the property manager prepare answers to queries about service charge statements?

With AI, the property manager can answer queries about statements in a more traceable way: the agent assigns each cost item to a category of operating costs, compares it with the previous year and drafts a reply for you to check. The statement itself is still produced by your property management software. This section describes the property manager's work and is not advice for tenants.

• Categories of operating costs: § 2 BetrKV (German Operating Costs Ordinance) lists 17 items, from public charges to “other operating costs”. That the list changes is shown by no. 15: the usage fee for an aerial system that does not belong to the building was only included until 30 June 2024.
• Heating costs: at least 50 and at most 70 per cent of the costs of the central heating system must be allocated according to recorded consumption, and in certain older buildings with oil or gas heating exactly 70 per cent (§ 7(1) HeizkostenV, German Heating Costs Ordinance).
• Deadlines: the statement must be sent to the tenant no later than twelve months after the end of the accounting period; the tenant must raise objections within twelve months of receipt (§ 556(3) BGB, German Civil Code). For owners, the relevant document is the annual statement that the property manager prepares under § 28(2) WEG.

How does the property manager compare tradespeople's quotes with AI?

From several quotes for the same work, an AI agent builds a price comparison table: for each item, the bidders' prices side by side, plus exclusions, dates and warranty. For an owners' association, this becomes the basis of the proposed resolution. How the comparison is structured and where it fails is explained in the guide Comparing quotes.

Which property management software offers AI features?

Several vendors have built AI features into their software, above all for incoming mail, invoice capture and draft replies. The table reflects the vendors' statements, as of September 2026; we have not tested the features, and the list is not complete.

Built-in AI has one advantage: master data, properties and cases are already there. A separate tool, by contrast, works with whatever you export as a file. Whether a meeting may be recorded for a minutes tool is a separate legal question that you should settle before first use.

What applies to data protection for tenant and owner data?

The property manager is the controller within the meaning of the GDPR for the data in its business, according to the State Commissioner for Data Protection of Rhineland-Palatinate. If an AI provider processes tenant or owner data on its behalf, a data processing agreement under Art. 28 GDPR is required. What it must contain is explained in the guide DPAs for AI tools.

The German Data Protection Conference (DSK) summarised its requirements in the guidance “Artificial Intelligence and Data Protection” of 6 May 2024. In April 2025, the VDIV and a law firm published the recommendation “Using artificial intelligence as a property management company in compliance with data protection law”, free of charge for members. Whether a data protection impact assessment is required can be checked with the guide Data protection impact assessment for AI.

Answers with source references, no accounting: Biwak in property management

Biwak suits the writing and checking tasks that arise from files; it does not replace your property management software. In the desktop app, each property or owners' association can have its own project with its own working folder, containing the declaration of division, resolutions and statements as PDFs with a text layer or Word files, lists as Excel or CSV, and queries as saved emails (.eml). You describe the task, and the AI agent saves a draft reply or comparison table as a new file, reliably as CSV, HTML or Markdown. Because Biwak backs up the folder before each task, changes to existing files can be undone with one click.

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