The Property Manager's Guide to Picking AI Tools: 5 Key Questions

Selecting the wrong tech tools costs properties thousands in lost revenue annually. 

When it comes to AI leasing tools, the stakes are even higher – your choice directly impacts prospect experience, team efficiency, and, ultimately, your occupancy rates.

To help you navigate this decision, we sat down with Hannah Bailey, Senior Marketing Manager at Raintree Partners, who has extensive experience evaluating and implementing property technology solutions. 

Before joining Raintree Partners, Hannah worked at Greystar, giving her unique insights into tech implementation at both large and mid-sized property management/ownership groups.

Having recently worked through the process of selecting the right AI leasing solution for Raintree’s portfolio, Hannah understands the challenges firsthand.

Vendor partners need to understand that this is a significant decision for marketing and sales leaders. After experiencing challenges with previous integration promises, I've learned to be more systematic in evaluating new potential technology partners.

Let's dive into the five essential questions that will help you make a confident, informed decision about your AI leasing tools! 

1. How solid are the integration capabilities?

For Hannah, this is the absolute deal-breaker.

‍If you don't have set, proven integration with our PMS system, there is no reason to waste both party's time.

Your AI tool needs to:

• Demonstrate proven integration with your property management software
• Show clean data flow in your CRM
• Have real-time pricing and availability updates
• Work seamlessly with your existing systems

Pro tip: Ask for a demo using your specific PMS/CRM combination. Watch how the integration handles real-world scenarios like price changes or tour scheduling.

2. What's the quality of Account Management and Support?

While features and functionality are crucial, the success of your AI leasing implementation often hinges on the quality of support you receive. 

A dedicated account manager who understands both the technology and multifamily industry can make the difference between a smooth rollout and a challenging transition.

Look for:

• Ability to meet your account manager before purchase
• Dedicated support contact
• Clear communication with on-site teams
• Proven track record of successful implementations

After our great experience with Zuma's customer success team, I recommend asking all potential vendor partners to meet who you will be working with on that team. Your customer success representative has to be good, or else the rollout will likely be rocky.

3. How user-friendly is the system?

For property teams juggling multiple responsibilities, a complex system can hurt more than help.

When evaluating user-friendliness, involve your on-site teams in the process. Their day-to-day experience with the system will ultimately determine its success in driving results for your property.

Key considerations include:

• Clean, intuitive interface
• Clear visibility of all prospect interactions
• Easy access to conversation histories
• Simple tour scheduling process
• Minimal training requirements
• Quick access to key features and information

If I don't understand the program, as someone who is specifically searching for this solution, how can we expect the personnel on-site to work with it and buy in?

4. How does it handle prospect communication?

Today's renters expect instant, personalized communication that meets them where they are. 

The traditional approach of bulk emails and delayed responses no longer aligns with modern consumer expectations. With data showing that prospects are 28% less likely to respond after just 18 minutes, the method and timing of communication can make or break your leasing success.

The multifamily industry needs to evolve beyond mass emails and generic follow-ups. Modern renters, myself included, prefer quick, personalized interactions that respect their time and communication preferences.

Make sure you look for:

• Quick response and 24/7 Coverage
• Customization based on your brand and prospect interests
• Multi-language support
• Ability to share media and floor plans in conversation
• Seamless hand-offs between AI and human team

The best AI solutions strike a balance between efficiency and personalization. 

They should handle high volumes of inquiries while maintaining the natural, conversational tone that builds trust with prospects. Remember, every interaction is an opportunity to showcase your property's commitment to resident satisfaction.

Learn more about maximizing your prospect communication in our guide to doubling response rates with SMS.

As Hannah notes from her experience with Zuma:

‍I love how fast it is, it's real-time and so simple. The responses are accurate because of the knowledge base system, and Kelsey takes the facts and makes them more conversational.

5. What evidence supports your ROI?

When investing in AI leasing technology, you need both historical proof of success and a clear path to measuring future performance. The best decisions are backed by data, not promises.

Before committing, ensure you:

1. Validate Past Performance:

• Speak with existing customers about their experiences
• Review case studies and success metrics
• Understand implementation timelines

2. Define Success Metrics:

• Occupancy rates
• Lead-to-tour conversion rates
• Tour show rates 
• Response time improvements
• Team time savings
• Marketing spend efficiency

3. Establish Clear ROI Measurements:

• Cost per lease
• Staff productivity gains
• Occupancy impact
• Revenue growth

Properties successfully implementing AI leasing tools typically see 20-30% improvements in lead-to-tour conversion rates and significant reductions in response times. 

The key is running a focused pilot program with clear success metrics. This allows you to gather actionable data about the solution's impact on your specific portfolio before making a broader commitment.

Making Your Decision

Take your time evaluating options. As Hannah advises:

I'm not piloting numerous new products at once. If I'm going to pilot something, I want it to be manageable and thoughtful so I can actually measure the results.

Track these key metrics during your evaluation:

• Response times (learn more about the importance of quick responses)
• Lead-to-tour conversion rates
• Tour show rates
• Team satisfaction
• Prospect feedback

Want to learn more about how AI and humans work together in property management? Let's explore how the right AI leasing solution can transform your leasing operations.