A regional property management company operating 1,400 units across 22 properties was losing £890,000 annually to preventable vacancy days and failed after-hours leasing conversions. Mirlo Systems deployed an AI leasing agent, automated maintenance routing pipeline, and live NOI dashboard, cutting vacancy turnaround from 22 to 11 days.
A regional property management company operating 1,400 units across 22 properties was losing £890,000 annually to preventable vacancy days and failed after-hours leasing conversions. Mirlo Systems deployed an AI leasing agent, automated maintenance routing pipeline, and live NOI dashboard, cutting vacancy turnaround from 22 to 11 days. Built in 12 weeks with zero-downtime cutover and AES-256 encrypted pipelines.
The company managed 22 properties with a leasing team of 12 and a field maintenance team of 8. Three compounding problems had been accepted as operational norms rather than solvable system failures. Average unit vacancy ran at 22 days against an achievable 11-day benchmark, with each excess day costing between £85 and £130 per unit. Across the portfolio, excess vacancy was eroding £890,000 in annual NOI. Leasing inquiries received after 6 PM or on weekends received no response until the following morning. Prospects who had contacted multiple properties had committed elsewhere by the time the leasing team called back, producing an after-hours conversion rate of 11% against 38% for same-hour responses. The leasing team absorbed maintenance triage work because no structured routing system existed. Coordinators spent 14 hours per week logging, routing, and chasing maintenance requests, time that should have been directed at prospect conversion and lease renewals.
Mirlo Systems completed a 3-week discovery phase mapping the full workflow from inquiry to signed lease and from maintenance request to portfolio report. The platform was built in 12 weeks across three integrated systems, staged in an isolated environment, and deployed with zero-downtime cutover. The AI Leasing Agent was a voice and web chat system grounded on live AppFolio data, handling inbound inquiries around the clock, qualifying prospects, and booking viewings directly into the leasing calendar. Within 30 days, 62% of after-hours inquiries that previously received no response were being handled automatically. The Maintenance Triage Pipeline replaced the manual process where coordinators logged and routed field maintenance requests. Requests via voice, web form, and SMS were classified and assigned to the correct vendor or technician automatically, returning 14 hours per week of coordinator capacity to proactive lease renewal outreach.
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Proof & Validation
The leasing agent operates with a defined scope covering availability, pricing, viewing booking, pet/parking policies, deposit requirements, and tenancy terms. Any query outside scope is escalated to a named leasing coordinator with full transcript.
