For companies managing residential estates
The answers your residents need already exist — in your resolutions, financial plans and settlements
OmniResponse reads your resolutions, financial plans, utility settlements, house rules and supplier contracts, and has an accurate draft reply waiting before your property manager even opens the inbox. The same team handles more buildings, not more overtime.
Gmail · Outlook · IMAP — no change of email client · a person approves every reply
Re: Why has my advance payment gone up?
Hello, from 1 July the repair fund advance is PLN 3.10/m² instead of PLN 2.40/m². The change was adopted by resolution no. 14/2026, and the funds will cover the lift replacement in staircase B, included in the 2026 financial plan.
Sources: resolution no. 14/2026 · 2026 financial plan, item 7
Example with fictional data. Your manager reviews the draft before it is sent.
The problem
The manager’s inbox is the bottleneck of the whole office
Settlement season clogs the office
Once annual statements go out and advance payments change, the same questions come back hundreds of times within two weeks.
The answer sits in documents nobody opens
Resolutions, the financial plan, utility settlements, supplier contracts, meeting minutes, unit records.
Silence looks unprofessional
A slow reply is easily mistaken for a lack of competence — even when the building is managed impeccably.
One manager, a dozen housing communities
A manager constantly balances budgets, technical inspections and day-to-day service for residents.
The common thread: the answer already exists in your documents. The problem is getting to it.
The scale
What it costs to search for answers you already have
Same questions
every settlement season
Settlements, faults, documents — the office answers the same issues in email after email.
Every day
searching for the same answers
The answer usually already exists — in emails, resolutions and minutes. Getting to it is what costs time.
~PLN 98k
a year for one full-time employee (estimate)1
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 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).
The other observations in this section are qualitative.
How it works
Four steps — the rest happens in the background
01
You upload your documents
Resolutions, financial plans, settlements, house rules, contracts. Scanned PDFs are read by AI — tables included.
02
Omni reads the inbox
It monitors your Gmail, Outlook or IMAP mailbox and recognises the messages that need a reply.
03
It searches and drafts
It searches the knowledge base and builds a reply based on a specific document.
04
Your manager sends
The draft waits in the mailbox’s Drafts folder. You check it, edit it and click Send.
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 manager, not the system, presses Send.
Residents hear from their manager
Not from a bot. Tone, form and content remain your decision.
People check amounts and dates
Advance payments, settlements and repair dates in the draft come from your documents, and the manager checks them before sending.
Community documents are protected
Mailbox credentials and the content of messages and drafts are encrypted with AES-256-GCM using a separate key for each company. We don’t train AI models on your data.
An autoresponder that writes to residents on its own will sooner or later write something you never wanted. That is why OmniResponse doesn’t send. It prepares — and a person decides.
Use cases
Two typical messages from your inbox
Example 1
Why has my advance payment gone up?
A unit owner writes a week after receiving the annual statement and asks what the change is based on.
Today
An employee opens the resolution, the financial plan, the utility settlement and the unit records. 10–15 minutes per message — and there are a hundred of them.
With OmniResponse
A draft citing the resolution number and the specific cost items is waiting in the inbox. The manager only checks the amounts and sends it.
Example 2
Information for the sale of a unit
An estate agent or notary asks about arrears, the repair fund and planned renovations.
Today
The reply is put together by hand from the unit records, resolutions and the renovation plan. It usually reaches the owner after a few days.
With OmniResponse
Omni gathers all the information from your documents into one message. The manager verifies the data and sends it the same day.
The effect
Time, cost, team
For property managers who answer the same resident question three hundred times a year.
Time
Checking instead of searching
Instead of a quarter of an hour going through resolutions and statements, the manager reviews a ready draft with its source named.
Cost
Less overtime in settlement season
Repetitive questions about advance payments and statements already have drafts, so peak season doesn’t have to mean overtime or temporary outside help.
Team
More buildings, same team
New properties in your portfolio without another hire in the service office.
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 your resolutions
A 30-minute demo on a sample of your documents
Rollout on one mailbox — no change of email client
After the first month: estimated time saved and the number of drafts prepared
Other industries: Office & warehouse management · Real estate agencies · Hotels & hospitality · E-commerce