Real Estate and Property Management

Property and Building Management Company with HOA Fee Collection

Property and Building Management / Homeowners' Associations (B2B)

A building management company that collected HOA fees from thousands of residents manually through agents — got an automated collection engine on WhatsApp with reminder rounds and an AI service agent that answers questions about debts and faults straight from the company's own data.

WhatsApp Business API

n8n

Supabase

LLM-based AI agent

Industry-specific building management system (data export)

Telegram / Email (alerts)

Challenge

The Challenge

Monthly collection from residents relied on agents who sent reminders manually from mailing lists — a slow process, dependent on a revolving workforce, and prone to errors such as sending a reminder to someone who had already paid. The company's industry-specific building management system exposed no API, so every data update — who paid, which buildings, which exceptions — stayed stuck in spreadsheets passed around manually after bank reconciliations. At the same time, resident inquiries about debts and faults overwhelmed the team and managers, with no organized way to record, route and escalate urgent cases.

Solution

The Solution

We built an automated collection and service engine on n8n and Supabase that works around the missing API in the industry-specific system: the client exports the collection data and the system ingests, stores and syncs it into one central repository. On top of the repository run automated collection rounds on WhatsApp — a personal reminder to each debtor, several rounds as needed, with anyone who has paid filtered out. An LLM-based AI agent connected to WhatsApp answers residents' questions about debts, faults and buildings from the company's real data, with a human-in-the-loop mechanism that escalates complex cases (such as faults and power outages) straight to the relevant area manager.

Our Approach

A central data infrastructure on Supabase that ingests data exports from the industry-specific system (collection, faults, buildings, residents) and syncs them back — a full solution to the missing API in the industry-specific system

Multi-round collection automation on WhatsApp: pulling the debtor list from the repository, sending a personal reminder as a utility message to each debtor, automatic continuation across additional rounds (2-4 rounds), and filtering out those who have paid

LLM-based AI customer service agent on WhatsApp with read access to the company's data — answers questions about debts, faults and buildings, suggests solutions, and is constrained in behavior (formal, accurate)

Human-in-the-loop escalation mechanism: identifying complex cases and escalating them to the area manager by email/Telegram/WhatsApp

Automatic fault alerts to area managers, with customer and building details

Rounds of refining the AI's instructions until the client is satisfied, including weekly feedback meetings

An ongoing annual support and maintenance agreement

Technologies Used

WhatsApp Business APIn8nSupabaseLLM-based AI agentIndustry-specific building management system (data export)Telegram / Email (alerts)

The service behind this project

Automation for Business

Results

The Results

Automated collection reminder rounds per debtor2-4 rounds

The project was delivered. The supplied system includes import from the industry platform's export, reminder rounds, payer filtering, answers grounded in company data and escalation to an area manager. The main implementation constraint was the lack of an official API, so an export-and-sync path was built instead of promising a nonexistent integration. The project data does not measure monetary savings, collection rate, handling time or workload reduction; those outcomes require comparison with the company's own baseline before they can be reported.

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