AI email operations for property management

Every tenant email, answered in seconds.
Your staff, focused on higher-value work.

PixiesLabs integrates with your property inbox, interprets every tenant email, responds within seconds in English or Spanish — 24 hours a day — and escalates only the matters that require your staff's attention.

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Live — tenant inbox AI ON
Fast
drafted replies, day or night
24/7
coverage — weekends and holidays included
EN·ES
replies in the tenant's own language
8 min
of staff time saved per email handled
The problem

The inbox is quietly consuming your payroll.

Most tenant emails do not require judgment. They require a prompt, accurate, professional answer. Yet they consume your most expensive resource: your staff's time.

~8 min
per email, every email

Reading, verifying the lease or policy, drafting a careful reply, and logging it. Multiplied across hundreds of emails per day.

60%+
are repetitive questions

Rent dates, maintenance requests, amenity hours, parking, packages. The same answers, written repeatedly.

0 replies
after 6pm and on weekends

Tenants write at night. Silence until morning is perceived as neglect — and it is reflected in reviews and renewals.

Time estimates based on measurements taken during onboarding with property staff, at every building we implement.

What we do

One assistant. Three steps.

Connects to your inbox

Secure Google OAuth — no passwords are shared, and tenants have no new software to learn; they continue writing to the address they already know. Implementation typically takes a few business days per building.

Reads, understands, classifies

Every email is sorted — maintenance, rent, amenities, leasing, emergency — and answered with your building's real policies, in the tenant's language. Maintenance requests are converted into work orders automatically.

Responds — or escalates

Routine emails are answered in seconds. Sensitive matters — emergencies and leasing — are escalated to your team immediately.

The product — as your team sees it

This is the actual dashboard your staff opens every morning.

This is not a mockup — it is the production interface, currently live in our pilot building. Every email, every response, and every hour saved, on a single screen.

dashboard.pixieslabs.com
PixiesLabs dashboard — live product
PixiesLabs email feed — live product
PixiesLabs escalations — live product
Automated maintenance

From tenant email to assigned work order — without anyone touching a keyboard.

Maintenance is where the inbox hurts most. PixiesLabs converts every maintenance email into a classified, prioritized work order, assigns it to your maintenance team, and keeps the tenant informed — automatically.

The tenant reports the issue

"There is a leak under the kitchen sink." The AI identifies the issue, the unit, and the urgency — in the tenant's language.

The work order creates and assigns itself

Categorized (plumbing, electrical, HVAC), prioritized, and assigned to the right technician. Your team receives it on the maintenance tablet with unit, description, and priority.

The tenant stays informed

Immediate confirmation, scheduling notice, and closure of the order. Everything is logged on the real-time dashboard.

Tenant email

"Hi, there is a water leak under the kitchen sink in unit 4B. I placed a towel but it keeps dripping."

Work order generated — in 40 seconds
  • ✓Category: Plumbing — Priority: High
  • ✓Unit 4B — assigned to the on-duty technician on the maintenance tablet
  • ✓Tenant notified with confirmation and a visit window
  • ✓Logged on the dashboard — visible until closed

The AI triages urgency: a leak reported at 11pm and escalated instantly costs $500. Ignored until Monday — $5,000.

PixiesLabs maintenance module — orders, technicians, priority queue
The complete maintenance module — active orders, technician workload, and priority queue, updated in real time.
PixiesLabs maintenance board — work orders by technician
Each order arrives on the maintenance tablet with unit, description, and priority — organized by technician, in real time.
The math

One line on your P&L replaces another.

If a member of your team spends the day answering routine tenant email, you are paying a full salary for work that software now performs better — instantly, bilingually, and without interruption.

Today: a person on the inbox
$52,000+ /year
  • ✕~$36–44K salary for a leasing agent or assistant PM — plus ~30% more in payroll taxes and benefits (BLS)
  • ✕Covers ~40 hrs/week — nights and weekends go unanswered
  • ✕Vacations, sick days, turnover, retraining
  • ✕Response quality varies with workload, training, and turnover
PixiesLabs
$7,200 /year — starting price, portfolios up to 150 units
  • ✓Responds fast, 168 hours per week
  • ✓Same policies, same tone, every single time
  • ✓English and Spanish, automatically
  • ✓Every email logged and reported — nothing slips

Or retain your entire team — and elevate their work.

The operations that benefit most from PixiesLabs do not reduce headcount. They reassign the staff currently dedicated to the inbox toward the work software cannot do: receiving new residents, managing renewals, and resolving issues in person. The AI handles the repetitive work; your staff focuses on the personal work — which is what tenants remember at renewal time.

Your numbers

How much is your inbox costing you?

Select your portfolio size to see the annual figures for your operation.

100 units
—
tenant emails handled per year
—
staff hours freed per year
—
value created per year — staff time + retention
—
net savings vs the cost of PixiesLabs for your portfolio
Conservative assumptions: 2 tenant emails per unit per month, 8 minutes of staff time each, $25/hr fully-loaded staff cost (BLS-backed) — plus just 1 avoided turnover (~$2,500) and 1 month of vacancy avoided (~$1,500) per year from faster responses. Most operations exceed these figures. All figures are for your full portfolio.
Honest comparison

How we compare.

You are likely familiar with these alternatives — possibly from direct experience. Below is an honest assessment.

PixiesLabs Resident portals / ticketing suites Generic auto-responders Hiring more staff
Actually answers the question✓ Real answers, your policiesFiles a ticket — tenant still waits"We received your message"✓ Eventually
Response time, 2 AM Sunday✓ Under a minuteNext business dayInstant but uselessNo staff available
Tenant learns new app?✓ No — plain emailYes — adoption is the primary obstacleNoNo
Bilingual EN/ES✓ Native, automaticSometimes, as an add-on✕If you hire for it
Setup time✓ A few days per buildingWeeks to months + trainingMinutesWeeks to recruit
Cost per monthFrom $4.50/unitOften $5–12 per unit + modulesLow cost$3,000+
Knows when NOT to answer✓ Escalates emergencies & legalRoutes by category only✕✓
Who we are

We give property managers their time back.

Property managers lose two to three hours a day answering the same emails: a leak in 4B, a question about rent, a noise complaint, a maintenance request. It is important work, but repetitive — and it pulls you away from what actually grows your business.

Pixies is an AI assistant built precisely for that. It connects to your email inbox, reads tenant emails, understands what each one needs, and drafts clear, professional replies in the tenant's own language. Urgent matters are flagged instantly, maintenance requests become automatically assigned tasks, and everything appears on a single real-time dashboard, so nothing slips through.

We are a close-knit team based in Denver, Colorado. We started Pixies after seeing property managers drowning in their inboxes — and knowing that today's AI could carry that weight without losing the human touch residents deserve. We build carefully, test against real emails, and only ship what we would trust with our own tenants.

No complicated installations: we have you running in under a week. And if the service does not save you time and money, it can be removed with a single click.

Pricing

Simple pricing. Everything included.

Starter
Up to 150 units
$600
per month, flat
MOST POPULAR
Growth
151–500 units
$4.50
per unit / month
Portfolio
501–1,200 units
$4.00
per unit / month
Enterprise
1,201–2,000 units
$3.50
per unit / month
Every plan includes
  • Unlimited tenant emails, answered 24/7
  • English + Spanish replies, automatic
  • Smart escalation of emergencies & sensitive matters
  • Maintenance requests converted into automatically assigned work orders
  • Live dashboard + monthly savings report
  • Full-service setup with your policies — operational in a few days per building
  • Direct access to the engineering team
Start with a demo
One-time setup equal to one month — waived with an annual agreement. If the service does not save your team time and money, it can be removed with a single click.
More than 2,000 units? Start with a 60-day pilot — one building, one inbox, $600/month, success metrics in writing. Every building in your portfolio gets its own inbox and dashboard.
Straight answers

The questions every property manager asks us. Answered directly.

What if the AI answers something wrong?
Routine questions (hours, rent dates, policies) are answered strictly from your building's written policies — nothing is improvised. Sensitive matters — emergencies, legal issues, escalated complaints — are never answered autonomously: they are forwarded to your team immediately. Every reply is logged in your dashboard, providing complete visibility. During the initial weeks, we review responses with you and refine the policies until you are fully confident in the system.
Is it safe to give access to our inbox?
The connection uses Google's official OAuth protocol — no passwords are shared, and access can be revoked at any time from your Google account. Access is limited exclusively to the property inbox you designate.
What happens with our data and our tenants' privacy?
Your email remains in your Gmail account — it is not moved, sold, or used to train models. The dashboard displays your own log of emails and responses, visible only to you. Upon cancellation, access is removed immediately.
Do our tenants have to download or learn anything?
No. Tenants continue writing to the same address they already use. The only difference is that they now receive a substantive answer quickly — at any hour, in English or Spanish.
Does this actually protect us legally?
PixiesLabs is not a law firm and does not replace your attorney. What it does is operational: every tenant communication is answered fast and logged with a timestamp, and response deadlines are tracked so nothing expires unnoticed. In habitability and Fair Housing disputes, documented, consistent, on-time responses are exactly the evidence your attorney will ask for — and most operations can't produce it. Yours will have it by default.
Built to be trusted

Serious infrastructure. Security first.

Your inbox and your tenants' data are handled on trusted, encrypted infrastructure — and we're investing to make it enterprise-grade as we grow.

Security by default

Google OAuth — we never hold your password, and you can revoke access in one click. Data is encrypted in transit and at rest, isolated per client, never sold and never used to train AI models. We comply with the Colorado Privacy Act and sign an NDA/DPA before we start.

Our stack — and migrating to AWS

Today PixiesLabs runs on Cloudflare (hosting, CDN and DDoS protection), Supabase (encrypted PostgreSQL) and Anthropic's Claude for the AI. We are in the process of migrating our infrastructure to AWS — Amazon's enterprise cloud — for greater scalability, reliability and compliance.

Where we're going

Full auto-pilot for routine email, a live metrics dashboard, deeper integrations with your leasing and maintenance tools, and SOC 2 readiness on our roadmap. We're building the operational email layer for property management — for clients who grow with us for years.

Privacy Policy and Terms of Service are published at pixieslabs.com/privacy and pixieslabs.com/terms.

See your inbox answer itself.

In a 30-minute session, we connect a test inbox, send it real tenant emails, and you observe the system respond live. If it does not meet your expectations, there is no further commitment.

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