For residential property managers
An assistant that actually knows your buildings.
sitelayer learns your building from its documents: leases, warranties, vendor contracts, and invoices. It drafts vendor emails, tenant replies, work orders, and owner reports from those records. Nothing is sent without your review.
The hard part isn't any single task, it's the volume. Answers sit in a lease, a contract, or someone's memory, and things slip. sitelayer is where that coordination happens.
Prefer email? Contact us at hello@sitelayer.ca
See it work
One everyday tenant message, handled end to end.
The kind of message your team handles all day. sitelayer pulls the unit, the tenant's lease, the equipment, the right vendor, the likely cost, and the owner's spending limit, then drafts every reply. In this case, it also catches that the repair was under warranty.
Pasted from tenant, unit 105
The AC stopped working completely. It's getting really hot in here, can someone come look at it?
Checked against your records
Asset
Carrier 24ACC6 AC
Unit 105 · installed 2023
Vendor quote
$1,850
Pinnacle HVAC
Under warranty. Do not pay out of pocket
The compressor on this unit is covered until March 14, 2027. Pinnacle's $1,850 quote includes a compressor replacement that should be billed to the manufacturer, not the owner.
Carrier_warranty_105.pdf · p.2Needs owner approval before you dispatch
Any work over $1,500 requires written owner sign-off under the management agreement. This quote is over the limit even though warranty should cover it.
Mgmt_agreement_245College.pdf · §4.3To vendor
Hi Pinnacle, please proceed with the unit 105 AC diagnosis. Note the compressor is under Carrier warranty (#CW-44821, valid through Mar 2027); bill any covered parts to the manufacturer claim, not the owner…
To tenant
Thanks for flagging this. We've logged it and are arranging an HVAC technician. We'll confirm a visit window within 24 hours…
To owner
Quick approval needed: AC repair at unit 105, quoted $1,850 (over the $1,500 threshold). Good news: the compressor is under warranty, so we expect little to no net cost to you…
How it works
It knows your building, works out what to do, and drafts it.
Tenants keep using whatever channel they already use: email, text, phone, or a condo app. You forward or paste the message into sitelayer. Underneath, three layers handle the rest, the way your most experienced person would.
- 1Knowledge layer
It learns your building
Upload your leases, warranties, vendor contracts, manuals, invoices, and management agreements. sitelayer reads them and organizes them into a private knowledge base for that building (PDFs, Word, Excel, scanned images, and more).
- 2Coordination layer
It works out what to do
Ask a question or paste a tenant message. It looks up the tenant, their lease and history, the equipment, the warranty, the right vendor, the likely cost, and the owner's spending limit, then reasons across all of it to tell you what matters and why.
- 3Action layer
You approve every draft
It produces the vendor dispatch, tenant reply, work order, or owner report as a draft, every claim cited to a document. Nothing is sent, dispatched, or filed until you approve it.
The same coordination, working on its own
It also catches the misses you never asked about.
That coordination layer doesn't only run when you ask. On the Insights screen, run a scan and sitelayer surfaces what's about to cost you: warranties lapsing, repeat failures, renewals in the window, ranked by urgency and dollar impact, every flag traced back to the document behind it. You decide what to do.
Warranties about to lapse
It flags equipment whose coverage is about to expire, so a covered repair gets claimed instead of billed to your owner, and you never miss the window.
The same equipment failing again
When a boiler or rooftop unit fails twice in a few months, it surfaces the pattern, so you can weigh repair against replacement before it becomes a capital surprise.
Renewals slipping past the window
It tracks lease end dates and renewal-notice windows, so you start the conversation while you still have leverage instead of after the deadline.
Spend over the owner's limit
Before you dispatch, it checks the management agreement and flags anything that needs written owner sign-off, so an approval never gets skipped by accident.
Built for trust
Designed so you can stand behind every output.
Every output cites its source document
Nothing is sent without your review
Your documents are never used to train AI
Each building's data is isolated
What it does
One assistant that knows your building.
Most property management software stores your documents. sitelayer reads them, reasons over them, and drafts the emails, work orders, and approvals you'd otherwise type by hand, grounded in your records and never sent without your review.
Maintenance coordination
Paste a tenant's message about an issue. Get the unit, appliance, warranty status, recommended vendor, cost estimate, and drafts for the vendor, tenant, and owner, all from one paste.
Example input
“Unit 105's AC failed. Is it under warranty, which HVAC vendor should I dispatch, and do I need owner approval if the quote is $1,850?”
Lease lifecycle
Track renewals, answer lease-clause questions with direct citations, and handle operational follow-ups grounded in your uploaded leases. For legal questions or official forms, the assistant points you to a professional.
Example input
“Unit 101's lease ends June 1. Are we inside the renewal-notice window, and who should I reach out to first?”
Owner updates
Compile a monthly building summary for the owner from work orders, costs, warranty activity, and outstanding issues. Edit, sign off, and send without copying and pasting from five places.
Example input
“Draft this month's owner update with completed work orders, open risks, spend over threshold, and warranties expiring in the next 90 days.”
Tenant replies
Paste a tenant message. sitelayer identifies the tenant, checks their lease and past requests, then drafts a reply grounded in the specific clause or building document on file. Factual and professional, ready for you to send.
Example input
“Tenant in unit 202 says the faucet leak is their responsibility. Check the lease and draft a reply explaining who covers it.”
Real workflow examples
- “The vendor quoted $1,400 for the rooftop unit. Check the warranty first, then tell me whether I can approve it under the management agreement.”
- “The boiler has been repaired twice in four months. Show me the history and what I should budget if it keeps failing.”
- “Show leases expiring in the next 90 days, cross-reference open maintenance complaints, and flag who is most likely to push back at renewal.”
- “We were billed $1,130 across two boiler jobs while the warranty was active. Did we overpay, and draft the owner note with next steps.”
- “It’s Saturday and unit 206 has water coming through the ceiling. Which vendors can I reach right now, and do I need owner approval before dispatching?”
- “Pull together this month’s owner update: completed work orders, spend over threshold, open risks, and warranties expiring in 90 days.”
What it isn't
We're deliberate about what we don't do.
sitelayer sits alongside your existing tools. It replaces the coordination work they leave on your desk, not the tools themselves.
Not a tenant portal.
Tenants don't log in. They keep using whatever channel they already use. Zero adoption work.
Not rent collection or accounting.
Your existing accounting and leasing software handles that. We don't compete there.
Not tenant screening or listings.
No credit bureau APIs. No Kijiji or Rentfaster integrations.
Not autonomous.
Every draft is reviewed and approved by you. The assistant doesn't send, dispatch, or file anything on its own.
Who it's for
Built for property management firms that lose money to coordination work.
You manage residential portfolios: apartments, condos, multiplexes, mixed-use.
Your team's operational knowledge lives in PDFs, vendor contracts, equipment manuals, email threads, and one person's memory.
You've at least once paid for a repair that turned out to be under warranty, because no one had time to dig through the paperwork.
Your team drafts the same kinds of vendor emails, tenant replies, and owner updates every week.
You operate inside real constraints: owner spending thresholds, Ontario tenancy rules, RentSafeTO, warranty windows. A missed step costs money or trust.
Three free pilots open in Toronto.
Ready to simplify property operations? Book a short consultation or email us directly. We're offering free 60-day pilots to our first three GTA residential PM firms, in exchange for weekly feedback and reference rights. If your portfolio runs on coordination work, and you're tired of repairs slipping past warranties, we'd like to talk.
Prefer email? Contact us at hello@sitelayer.ca
Questions
What you're probably wondering.
- Does it do things on its own?
- Workspace is where you ask questions and paste tenant messages. Insights is where you run a scan to surface time-sensitive risks: a warranty about to expire, equipment that keeps failing, a renewal window closing. It never sends, dispatches, or approves anything on its own. Every draft and every insight comes to you with source documents attached, and every decision stays yours.
- What does it cost?
- Our first three pilot firms get a free 60-day pilot in exchange for weekly feedback and the right to use their experience as a reference. After the pilot, pricing is per-unit per-month, comparable to what you'd pay for property management software today. Pricing is agreed before any paid period begins.
- What happens to my documents?
- Your documents are processed and indexed in a per-building knowledge base that's yours. We don't train models on your data. Everything is scoped to your organization; we can't see into another customer's buildings and they can't see into yours.
- How long does setup take?
- The minimum to get value: upload your lease agreements, unit list, vendor contacts, and appliance info for one building. That's usually a 30-60 minute session. Every document you add after that makes the assistant more useful.
- Do I need to replace my current property management software?
- No. sitelayer sits alongside whatever accounting and leasing software you already use. We handle the document and coordination layer those tools don't: reading your leases, vendor contracts, manuals, and warranties, then drafting the emails, work orders, and approvals. Your existing systems stay where they are.
- Where does it work geographically?
- We're focused on Toronto and the GTA right now. The product works anywhere, but for now we're onboarding firms we can support directly.
- What if the AI gets something wrong?
- You're the reviewer on every output. The assistant drafts; you decide. Every answer includes citations back to the source document so you can verify before sending.
- Do my tenants need to install anything?
- No. Tenants keep using whatever channel they already use: email, SMS, phone, their condo app. You forward or paste messages into sitelayer. Tenants never interact with it.