For companies managing office and warehouse properties
Every tenant question has a correct answer — in a specific clause of a specific lease or building regulation
OmniResponse indexes every lease, annex, budget, building regulation and technical report, then drafts each reply grounded in the tenant’s own documents — not a generic template. Nothing is sent without your property manager’s approval, so you never trade precision for speed.
Gmail · Outlook · IMAP — no change of email client · a person approves every reply
Re: Subletting part of the premises to a group company
Hello, under clause 14.2 of the lease, as amended by annex no. 5, subletting part of the premises requires the Landlord’s prior written consent. Subletting to a group company is permitted, and the Tenant remains liable for its obligations under the main lease.
Sources: lease, clause 14.2 · annex no. 5
Example with fictional data. Your property manager checks it against the lease.
The problem
Every reply has to match the right lease
A lease runs to 100+ pages, and every one can be different
Add annexes, budgets, building regulations and technical reports — often as scans.
The service charge reconciliation opens the question season
Tenants usually receive the annual reconciliation by the end of Q1. Then come the questions about cost items, allocation and caps.
Tenants have the right to inspect
Depending on the lease, they have from two weeks to three months to review the costs — and often an audit right as well.
A mistake is not an inconvenience — it’s a potential dispute
Misreading an indexation or cost allocation clause can end with the matter escalated to a lawyer.
The common thread: the answer already exists in your documents. The problem is getting to it.
The scale
Where a property manager’s time goes
100+
pages of documents behind one question1
A typical lease with its annexes and building regulations, which has to be checked to answer correctly.
up to 3 months
to review the reconciliation2
Depending on the lease, a tenant has from two weeks to three months to raise objections to the service charge reconciliation.
~PLN 98k
a year for one full-time employee (estimate)3
Employer cost at the median gross pay of PLN 6,790 a month for a customer service specialist in Poland.
You are not buying new knowledge. You are buying the time it takes to reach the knowledge you already have.
Sources and caveats
1 Length of a lease with annexes and building regulations — an observation from commercial property management practice, not a survey result.
2 Market practice described by PropertyNews and Log24 (Polish industry media: reconciliation deadlines and the tenant’s right to review costs). The actual deadlines depend on the lease.
3 wynagrodzenia.pl — median total pay of a customer service specialist in Poland: PLN 6,790 gross per month. Employer cost estimated at about 1.2 × gross pay (PLN 6,790 × 1.2 × 12 ≈ PLN 97.8k).
How it works
Four steps — the rest happens in the background
01
You upload your documentation
Leases, annexes, budgets, building regulations, minutes. Scanned PDFs are read by AI — tables included.
02
Omni reads the inbox
It recognises spam, notifications and urgent messages — drafts are created only where a tenant expects a reply.
03
It finds the right clause
It searches by meaning, by keywords and by exact phrases (like lease numbers) to point to the right passage of the lease, not a generic template.
04
Your manager sends
The draft waits in the mailbox’s Drafts folder. You check it against the lease and send it.
Gmail, Outlook or any IMAP account — no change to the email client you use today.
Human in the loop
The final word always belongs to your team
Nothing is sent automatically
The draft waits in the mailbox’s Drafts folder. The property manager presses Send.
A person judges compliance with the lease
Omni points to the clause. Whether the reply is binding is your call.
Tenants hear from their property manager
Not from a bot. In a relationship where any sentence may end up in a case file, that matters.
Your lease portfolio is protected
Each company’s knowledge is stored in its own separate collection, and every project searches only its own documents. We don’t train AI models on your leases.
In a dispute over a reconciliation, what counts is who signed the reply. OmniResponse prepares the content and points to the source. The decision and the signature stay with a person.
Use cases
Two typical requests from tenants
Example 1
Consent to sublet
A tenant asks whether it can sublet part of its space to a group company.
Today
The manager looks for the lease, checks the main agreement and seven annexes, or brings in the legal team or an outside lawyer.
With OmniResponse
Omni analyses the documents and drafts a reply quoting the right clause — the contractual requirements, or confirmation that subletting is possible — with a reminder that the tenant stays liable under the main lease. The manager verifies it and replies the same day.
Example 2
Tenant fit-out works
A tenant is planning a fit-out and asks about permitted working hours, required consents and the contractor’s insurance.
Today
The reply has to be pieced together from the building regulations, the technical annex and earlier correspondence.
With OmniResponse
Omni combines all three sources into one message with references to the relevant rules. The manager approves it and sends it.
The effect
Time, cost, team
One tenant. One lease. One correct answer — found in seconds.
Time
Minutes instead of reading the whole lease
Checking a chain of lease and annexes can take 45 minutes or more. The draft quotes the right clause, so you check the passage it points to.
Cost
Fewer escalations to lawyers
A reply that states its contractual basis can settle many doubts in the very first email.
Team
More buildings per manager
A growing portfolio without a matching growth in administrative headcount.
The OmniResponse analytics dashboard (Professional plan and above) shows estimated time saved, the number of messages handled and the documents and passages your drafts rely on most.
Next step
Let’s test it on one of your leases
A 30-minute demo on a sample of your documentation
Start with one building and one mailbox
After the first month: estimated time saved and the number of drafts prepared
Other industries: Residential property management · Real estate agencies · Hotels & hospitality · E-commerce