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Summary – Swiss property managers are buckling under rising administrative costs and delays from manual processing of claims, quotes and communications, while tenants and owners demand total responsiveness and transparency. Multimodal AI automates ticket entry, classification and prioritization; quote extraction and comparison; report and minutes generation; and enriches and secures ERP data for real-time tracking and full traceability. Solution: implement an AI layer connected to existing systems to reduce up to 60 % of repetitive tasks, speed decision-making and boost asset value.
The Swiss real estate industry is experiencing a quiet yet profound transformation. Despite robust ERP tools, claims handling, estimates, and communications remain largely manual, resulting in skyrocketing administrative costs and problematic response times.
Tenants demand near-instant responses, while institutional owners require full transparency and flawless traceability. Under this pressure, property management teams and asset managers are overwhelmed by repetitive tasks, detracting from value-added activities. Artificial intelligence fills this gap by adding an intelligent layer that automates, enriches, and accelerates processes, while preserving human expertise.
Automate interactions and accelerate resolution
AI drastically reduces the processing time for repetitive requests and streamlines the claims-to-ticket workflow. In just seconds, it performs tasks that used to take up to 10 minutes, all while automatically updating the ERP.
Problem understanding and contextual enrichment
The first milestone in the pipeline is to automatically capture the subject of an email or voice request. AI leverages natural language processing models to identify the nature of the claim or tenant inquiry. It spots keywords (leak, faulty lock, lease question) and immediately maps the business context, facilitating workflow automation.
Next, it queries the ERP in real time to retrieve data on the building, lease, and intervention history. This enrichment phase significantly reduces qualification errors and ensures data consistency before taking any action.
Classification, generation and automatic prioritization
Once the case is defined, AI classifies the request based on configurable criteria: urgency, estimated cost, tenant or property manager profile. It generates the corresponding ticket in the system and attaches the necessary metadata (building code, date, priority level).
Prioritization relies on a dynamic scoring system combining historical data and business rules. The most critical requests (water ingress, electrical issues) are pushed to the front of the queue, while less urgent administrative requests are scheduled in appropriate time slots.
Automatic reporting and results
One property management company implemented this pipeline to process its claims. Internal metrics show a 60% reduction in average handling time and a 45% decrease in client follow-ups. Thanks to automated reporting, IT management monitors workload, ticket distribution, and SLA compliance in real time, without manual intervention.
This example demonstrates that a well-structured property manager can become more responsive and enhance customer satisfaction while easing the burden on its operational teams.
Compare heterogeneous quotes without spending hours
An AI-powered comparison tool automatically extracts and structures all key elements from quotes in PDF format. It ensures total transparency, eliminates bias, and simplifies justification for owners and homeowners’ associations.
Automatic extraction of key data
AI reads each quote received in PDF or Word format and extracts price, materials used, intervention times, warranties, and exclusions. It uses advanced OCR techniques and supervised learning models to detect tables, lists, and industry-specific mentions in construction or property maintenance.
These details are centralized in a structured database, ready to be compared according to criteria defined by the client (cost, duration, material quality, contractor track record).
Comparative analysis and business justification
The AI engine automatically classifies each line of the quote according to business priorities: unit price, estimated material lifespan, service level. It highlights discrepancies and flags areas of concern (priced exclusions, abnormally short or long deadlines).
Thanks to this transparency, asset managers can justify their choices to steering committees or condominium owners using objective comparison tables rather than subjective impressions.
Governance and traceability
A small SME owning multiple rental properties adopted this AI comparison solution. Previously, it spent up to three hours processing each quote, with a risk of data entry errors. After integration, comparison time per file dropped to twenty minutes, and all decisions are archived automatically.
Internal audits have thus highlighted significant improvements in governance and complete traceability, fully meeting the transparency requirements of institutional owners.
Edana: strategic digital partner in Switzerland
We support companies and organizations in their digital transformation
Automate the production of minutes, reports and summaries
AI transcribes, identifies participants, and generates structured reports in moments. It extracts decisions and automatically creates follow-up tasks without human intervention.
Transcription and meeting structuring
Audio or video recordings of condominium or site meetings are captured and sent to a multimodal AI agent. It produces an accurate transcription, identifies speakers, and segments the discussion by topic (budget, schedule, technical points).
The resulting text is then structured into coherent sections, ready to be integrated into a minutes template defined by the property manager, without exhaustive proofreading.
Decision extraction and task generation
In parallel, AI automatically identifies decisions made, assigns them to designated responsible parties, and generates corresponding tasks in the project management tool or ERP. Each action is timestamped and assigned a priority level.
Tracking decisions becomes transparent: responsible parties receive automated alerts, and progress is displayed in dynamic dashboards via real-time dashboards.
Productivity gains and use case example
At a mid-sized asset management firm, automating minutes reduced time spent on data entry and task follow-up by 70%. Managers were able to dedicate this reclaimed time to higher-value activities such as performance analysis and client relations.
This experience shows that well-designed automation enhances operational efficiency and contributes to more proactive portfolio management.
Enhance asset value through data quality and IT integration
Better data quality in the ERP improves governance and asset valuation. AI integrates natively with existing systems, making them usable and queryable in natural language.
Improving data quality in the ERP
AI continuously analyzes property records to detect anomalies (missing fields, duplicates, date inconsistencies). It suggests corrections or alerts responsible parties to standardize files.
Automated updates (adding photos, documents, intervention history) enrich the documentation database and ensure that each record accurately reflects the real condition of the assets.
Seamless integration with existing systems
Rather than replacing the ERP, AI connects to APIs and data streams to become an “internal agent” capable of responding to teams. Users can query property data in natural language (chatbot) and receive precise reports or statistics in seconds.
This connected intelligent layer ensures data consistency and facilitates adoption since it relies on existing processes and tools.
Perspectives 2025–2030: autonomous agents and multimodal AI
Soon, autonomous AI agents will coordinate interventions by directly contacting contractors, organize façade audits from photos or videos, and pre-analyze structural risks. Anomalies such as leaks, delays, or disputes will be detected automatically, with proactive alerts.
This evolution points toward augmented property management, where automation and predictive analytics combine to reduce risks, enhance asset value, and optimize overall portfolio performance.
Optimize your property management with AI
By combining these levers, Swiss property managers, asset managers, and facility managers can automate up to 60% of administrative tasks, ensure reliable records, optimize tenant satisfaction, and significantly reduce operating costs.
Implementing an AI layer improves transparency, accelerates decision-making, and elevates the real estate portfolio, without ever replacing human expertise. Our Edana experts are at your disposal to analyze your processes, define a contextualized AI integration strategy, and support your digital transformation.
