AI General
Automate Property Owner Responses on WhatsApp 24/7
As a property manager, you receive between 15 and 30 WhatsApp messages a day from residents asking repetitive questions. At 11pm on Saturday: «When is the next AGM?». At 7am on Sunday: «Is the lift fixed yet?». 75% of these messages have an answer already written in the bylaws or the building regulations. IgeraFincas automates 80% of these responses with a WhatsApp bot that knows the documents of each building.
WHATSAPP BOT FOR RESIDENTS (RAG): Automated response system integrated with WhatsApp Business API that answers resident questions by searching the specific building's documents: bylaws, internal regulations, AGM minutes, maintenance contracts, and legal framework (LPH, Spanish Civil Code). Responds by citing the exact article, without any manager intervention required.
75% repetitive questions
«75% of the WhatsApp messages received by property managers are repetitive questions that have an answer in the building's documents: dates, fees, regulations, service status.»
— IgeraFincas usage analysis, 2025
What are the most repetitive WhatsApp questions that property managers receive?
Based on analysis of thousands of conversations handled by IgeraFincas, these are the questions that repeat most frequently in any residential building:
Most automated queries
- «When is the next general meeting?» — AGM calendar
- «How much do I owe in service charges?» — live account balance
- «Is the lift fixed?» / «When will it be repaired?» — service status
- «Can I install a satellite dish?» — bylaw regulations
- «Who pays for the roof repair?» — LPH responsibilities
- «What time does the car park gate close?» — internal rules
- «Can I rent my flat on Airbnb?» — short-term rental regulation
- «How do I report a noise complaint about my upstairs neighbour?» — internal procedure
All these questions have answers in the building's documents. Without a bot, the manager answers each one manually, searching the bylaws or relying on memory. With IgeraFincas, the bot responds automatically in seconds, citing the exact article.
How does the IgeraFincas WhatsApp bot work, step by step?
The resident sends a message in plain language
No forms, no menus, no special commands. They simply write naturally: «Is the car park available on Saturday for a removal van?»
The AI searches that building's documents only
The bot for building A searches building A's bylaws. The bot for building B searches building B's. Data is never mixed across buildings. It searches bylaws, internal rules, AGM minutes, maintenance contracts, the LPH, and the Spanish Civil Code.
Responds citing the exact article
«Per Internal Regulations Art. 12, removals must be notified 48h in advance and car park access is permitted 9am–7pm on working days. To reserve the time slot, please contact the management office.»
Escalates when the query requires it
If the query is complex, involves an ongoing legal dispute, or the resident requests a human, the bot notifies the resident and alerts the manager with the full conversation context. The manager picks up without the resident having to repeat anything.
How much time does the WhatsApp bot save a property manager?
| Metric | Without bot (before) | With IgeraFincas |
|---|---|---|
| WhatsApps answered manually per day | 35–60 | 8–12 |
| Response time to resident | 2–8 hours (business hours) | Instant, 24/7 |
| Resident satisfaction | 62% | 89% |
| Hours per week saved on WhatsApp | — | ~2h/day (~10h/week) |
| Out-of-hours queries handled | 0% (until next working day) | 100% |
How is the bot set up for a new building?
The setup is deliberately simple. No technical knowledge is required and the manager can do it independently. The full process for a new building takes between 2 and 4 hours:
- Connect the building's WhatsApp number with WhatsApp Business API from the IgeraFincas dashboard. The number can be the one the office already uses for that building, or a new dedicated number for the bot.
- Upload the building's documents: bylaws, internal regulations, recent AGM minutes, current maintenance contracts. The system indexes them automatically using semantic search.
- Customise the bot's name and tone: it can be named «Paseo de Gracia 45 Building Assistant» and configured to respond in Spanish, Catalan, or English, according to each building's preferences.
- Activate and test: the manager sends test messages to verify responses are accurate before notifying residents. Within 24 hours the bot is fully operational.
Does the WhatsApp bot comply with GDPR and resident privacy?
IgeraFincas is GDPR-compliant by design. WhatsApp conversations are not stored outside the IgeraFincas system: they do not go to third-party servers, are not used to train language models, and are deleted according to the retention policy configured by the management office. The bot automatically identifies itself as AI at the start of each conversation, complying with Art. 50 of the EU AI Act.
Residents can request to speak with a human manager at any time. The bot does not store personal information beyond what is necessary to answer the query. IgeraFincas acts as data processor (Art. 28 GDPR) with a data processing agreement available for all management offices.
Ready to automate your residents' WhatsApp messages?
IgeraFincas automatically handles 80% of WhatsApp messages, citing the exact bylaw article. Included in plans from €99/month per office, unlimited buildings.
Try IgeraFincas freeFrequently asked questions about the WhatsApp bot for property managers
Does the bot need the manager to monitor it constantly?
No. The bot runs autonomously 24/7. The manager only receives notifications when a query requires direct intervention (complex questions, disputes between residents, legal proceedings). The dashboard shows the day's conversations and resolution metrics.
What happens if the bot cannot answer a question?
If the bot cannot find the answer in the building's documents with sufficient confidence, it informs the resident that it does not have that information and suggests contacting the management office. It never invents answers. The manager receives a notification with the context of the unanswered question.
Can the bot answer questions about debts and service charges?
Yes, if IgeraFincas is integrated with the office's accounting software. In that case, the bot can retrieve the resident's current balance and communicate it securely. Without accounting integration, the bot can explain the fee structure and refer specific balance queries to the manager.
Does the bot work only on WhatsApp or other channels too?
IgeraFincas includes the WhatsApp bot on all plans. A web chat widget is also included and can be embedded in the building's website or resident portal. The Telegram channel is available on the Professional plan. A voice channel (phone calls) is in development.
How much does the WhatsApp bot for property managers cost?
The WhatsApp bot is included in all IgeraFincas plans (from €99/month per office, unlimited buildings). There is no additional cost per message volume or number of buildings connected. The price includes the WhatsApp Business API, semantic document indexing, and AI-generated responses.
Can the bot identify which resident is asking?
Yes, by phone number. If the resident is registered in the IgeraFincas system with that number, the bot can personalise the response (use their name, know their flat number, know their building). If the number is not registered, the bot still responds with general building information.
Updated: June 2026 · Product: IgeraFincas WhatsApp Bot · Integration: WhatsApp Business API · GDPR: compliant by design · More info: IgeraFincas