A simpler rental routine

Managing rentals yourself means keeping track of repairs, receipts, and all the details tenants send your way. TenantTalkAI brings those conversations into one private workspace.

It is built for landlords managing fifty units or fewer. This walkthrough follows fictional tenant Alex Rivera at twenty four Maple Street, Unit Two.

We will move from account setup to tenant chat, then review the dashboard, rent records, reminders, and daily summaries.

Create your workspace

Start by creating an account with your email. Enter the six digit code from your inbox, or choose Continue with ChatGPT.

After verifying your email, add your landlord or company name, choose your time zone, and optionally enter an emergency contact phone number.

That number appears in tenant chat. You can also enable a daily email summary, initially set for eight in the morning.

Your dashboard opens with counts for conversations, open reports, urgent attention, and receipts awaiting review. Select a count to see the matching conversations.

One link for every tenant

Copy your tenant chat link and share it by text, email, or in a welcome packet. Use the same link for every tenant.

Tenants do not need to create an account. The link identifies your workspace, while each browser opens its own private conversation.

A tenant chooses Repair, Rent receipt, or Other, then enters their name, email, property address, and unit. They check and confirm the address before starting.

The tenant agrees to share messages and images with you. Other tenants cannot see the report.

Collect a useful repair report

For a repair, Alex can describe a leak under the kitchen sink. The assistant asks follow-up questions to help collect useful details.

It can ask about the location, active damage, safety concerns, and any action already taken. AI organizes that information into a summary for your review.

The assistant emphasizes uploading clear photos of the problem. Alex can add up to three images per message, so you can see what needs attention.

Messages and photos stay together, so you can understand the situation before deciding what happens next. Tenants can add details to the same report later.

For a separate issue, they choose New report. Their earlier report remains in your dashboard.

Recognize urgent situations

Reports can be flagged urgent or possible emergency. Tenants should call or text their landlord immediately for emergencies, using the displayed contact number when provided.

For immediate danger or a medical emergency, call nine one one. TenantTalkAI does not dispatch emergency help, and tenants should not wait for a chat or email reply.

Submit rent details and evidence

For rent, Alex selects Rent receipt and uploads a payment screenshot. In our example, the reported payment is eighteen hundred and fifty dollars for October twenty twenty six.

The assistant collects the amount, rental month and year, and payment date. It treats the payment as full unless Alex mentions installments. A month and day use the current year.

A different rental month needs a new report. If the payment date is missing, intake may use the receipt submission date and flag that assumption for you.

The tenant receives an email confirmation after the first saved report message. Later messages and photos remain with the report in your dashboard.

This confirms the submission only. You still verify that funds arrived through your usual bank account or accounting records.

Review and track the work

In Conversations, search by tenant, property, unit, or report details. Filters help you focus on open reports, repairs, receipts, urgent items, or receipts awaiting review.

Open a report to read its summary, full message history, photos, and tenant details. Review the original information before acting on an AI summary.

Move its status through New, Acknowledged, In progress, and Resolved. When several conversations are complete, select them and mark them resolved together.

The landlord log keeps private observations, actions taken, and comments beside the conversation. These entries help you remember follow-up and are visible only in your workspace.

Keep an editable rent record

Rent payments gives you a year of monthly columns, with one row for each tenant, property, and unit. Rows appear as tenants send reports.

Search tenants or filter by property. Each payment shows its amount, date, and whether it is reported, recorded by you, verified, or needs follow-up.

Select a payment to correct its month, amount, date, or review status. Edit table also lets you update tenant, property, and unit across the row.

You can add payments received outside TenantTalkAI to an existing tenant row. Mark them verified after checking your bank account or accounting ledger.

The conversation verification form may suggest the most recently verified amount. Without a date, that form defaults to the first of the rental month; correct either field when needed.

Saving in this verification form also resolves the conversation. You can delete an entire rent row, and restore its history later from Deleted rows.

See totals across properties

Rent totals shows monthly and annual amounts for each property and all properties together. Recorded totals include tenant reports and landlord entries.

Verified totals show the payments you have confirmed. The monthly cards make the amount awaiting verification easy to see.

The default view groups rent by the rental month, so early or late payments count toward the month they cover. You can also group by date paid.

Choose a year and month to review, and complete any missing payment details before expecting those entries in the totals.

Follow up on missing receipts

Monthly receipt reminders begin the month after a tenant submits their first receipt with an image, email, and rental month. These reminders arrive by email.

When a receipt is missing, reminders begin at nine in the morning in your time zone, once daily from the second through the fifth.

A follow-up goes out on the sixth if needed. A receipt or landlord payment record for that month stops that month’s reminders.

In Rent reminders, review monthly status and delivery history, preview the emails, correct an address, pause reminders, or record a one month exception.

Tenants can also pause reminders through the link in their reminder email. A missing receipt calls for your review; it does not establish unpaid rent or apply a fee.

Your daily briefing and next step

Daily summaries bring new conversation activity, urgent reports, and receipts awaiting review to your account email. Choose the delivery hour and time zone, or pause the emails.

Preview the next summary and check recent delivery history. Review urgent reports directly; daily summaries are not emergency alerts.

In Workspace, update your name or emergency phone, copy your link, and pause new tenant reports when needed. Service status shows whether AI, email, and scheduling are active.

To get started, create your account and share your link. For questions about TenantTalkAI, use Contact us on the homepage; tenants use your chat link for repairs and receipts.