Yardi automation for the operation that runs outside the system of record.
Voyager and Breeze hold the ledger, the leases, and the work orders. The phone line, the owner inbox, the vendor thread, and the corporate books sit outside them, and somebody on your team carries work across that gap by hand every day. We design, build, and operate the layer that carries it instead, scoped against what your Yardi licence can actually reach.
Where the Yardi day leaks.
Yardi is deep, and most operations we open up are using a fraction of it well. The hours do not disappear inside the platform. They go on the trip between the platform and everything else.
- A tenant calls at 11pm about water, and Yardi hears about it when a coordinator types it in the next morning
- Invoices arrive as PDFs in an inbox and get keyed into payables one line at a time
- Owner reports assembled by exporting from Yardi, pasting into a spreadsheet, and writing the commentary from memory
- Leasing inquiries answered the next business day, guest records created by hand
- Delinquencies, expiring leases, and stale work orders found by running a report, not because anything flagged them
- A brokerage CRM, corporate accounting, and Yardi that agree only after someone spends month end making them agree
What we wire around Yardi.
Six workflows, each with a trigger, an action, and a named person who approves before anything irreversible happens. Every one of them crosses the boundary between Yardi and the rest of your operation.
- After hours calls that arrive as records, not voicemail. A voice agent answers the tenant line, works out the caller, the unit, and the urgency, asks the questions a good dispatcher would ask, and files a documented request with a callback number. A genuine emergency rings your on call phone under rules you wrote. The phone layer in full is our property management answering service.
- Maintenance triage into work orders. A request arrives by phone, portal, or email. The system classifies urgency against your written escalation rules, matches the unit and its history, and drafts the work order with everything captured. Your coordinator approves before a vendor is dispatched.
- Invoice intake instead of invoice typing. Vendor invoices land in a monitored inbox. The system reads the vendor, amount, property, and work order reference, checks it against the job it belongs to, and stages the payable with the exceptions flagged. Nothing posts and nothing pays without a person approving it.
- Owner reports assembled, not written. Month end arrives, or a work order closes. The system pulls the ledger activity and the maintenance record out of Yardi and assembles the owner update your manager would otherwise write by hand. A person reads it before it goes out.
- Leasing inquiries captured and followed up. A prospect calls or writes about a listing. The system answers in minutes, qualifies against your criteria, writes the record into your CRM, and books the showing. A person approves every application; the agent never decides who gets the unit.
- Exception flags that come to you. Rent unpaid past your threshold, a lease expiring inside the notice window, a work order sitting untouched, a vendor who never sent an ETA. Each becomes a message to a named person with the record attached, instead of something the monthly report reveals late.
Plugs into what you already run
Yardi stays the system of record, including the parts of it that were never built to be joined to anything. These are the places the work has to reach: the channel, the inbox, the calendar, and the books.
The honest part: what your Yardi licence can reach.
Scoping a Yardi build starts with what your contract actually opens, not with what the workflow diagram wants.
Yardi is not one product. Voyager, Breeze, and Breeze Premier differ in what they expose, and integration access is licensed rather than simply switched on. Before we quote a build, we establish which interfaces your agreement covers and what your Yardi team will support, because a plan that assumes access you do not have is a plan that stalls three weeks in. Where the reach is not there, we say so and we scope around it.
Yardi also ships its own AI and automation features, and they keep expanding. If a native feature or a supported partner integration already covers a workflow, the audit says turn it on and that line item costs you nothing. We would rather lose a line of scope than bill you for something you already own.
The workflows that do not need Yardi's API at all are worth naming, because they are usually the fastest wins: the phone line, the intake, the follow up, the vendor chase, and the reporting layer that sits between Yardi exports and the people who read them. That work ships in weeks whatever tier you are on.
Who this is for.
- Voyager operations at portfolio scale. Multiple properties, a real accounting function, and enough volume that the manual crossings between Yardi and everything else add up to a role nobody was hired for.
- Breeze and Breeze Premier operators who outgrew the workflow. The platform is fine. The phone, the inbox, and the follow up around it are held together by one person's attention, and that person is the constraint.
- Operations with a stack around Yardi. A brokerage CRM, corporate accounting, Slack, a phone line that rings after six. The more systems Yardi has to coexist with, the more a connective layer pays.
- Not for: problems that live entirely inside Yardi. If your pain is clicks and configuration inside the platform, a competent Yardi admin or your account team solves it without us. We will tell you that on the discovery call, which is free.
Questions, answered straight
Can Yardi be automated? Yes, in two layers. The layer around it, the phone line, intake, follow up, vendor chasing, and reporting, needs no platform access and ships in weeks. The layer inside it, reading and writing leases, work orders, and ledger data, depends on which Yardi interfaces your agreement licenses. We establish that before quoting, so the scope matches the access.
Does Yardi have an API we can use? Yardi exposes integration interfaces rather than an open, self-serve API. Yardi publishes that its Interface Partner Program charges an annual licence fee per interface, that the fee varies by interface type and is sometimes per transaction, and that a Standard Interface Partnership requires a partner company to be two years old with at least three active Voyager clients. What your operation can reach comes from your contract and your Yardi account team, and often from an approved partner who already covers the workflow. The full picture is in what your Yardi licence reaches.
Yardi already has AI features. Why pay for a custom build? Where a native feature covers a workflow, use it, and we will say so during the audit rather than quote you for it. What native features do not cover is the boundary: work that starts on a phone line, in an owner's inbox, or in a vendor text and has to land in Yardi accurately. That crossing is what we build and operate.
We run Yardi Breeze, not Voyager. Is this still worth it? Often yes, and usually for the phone and intake layer first. Breeze operations tend to be leaner, which means one coordinator is absorbing the after hours calls, the maintenance triage, and the follow up. Taking that off them does not require deep platform access.
What does Yardi automation cost? You get the figures on the free call. The audit is a fixed fee, agreed before it starts. A build is a fixed fee quoted against the audit, and work spanning several systems costs more than a single one because of what it has to cross. Voice agents are a setup fee, then a flat monthly fee. There is a second bill, the software the system runs on, and we quote it separately before you sign. The full price list is in what AI consulting actually costs. The pricing page carries the full list and the four cases where our answer is do not buy.
What happens when Yardi changes something? Something on the other end always changes. That is why every build carries a monthly operate fee: we monitor what is running, fix what moved before you notice, and ship something new each month instead of waiting for a ticket. An integration sold as set and forget is the one that fails quietly.
Will this replace our property managers or coordinators? No, and we do not take engagements whose purpose is cutting headcount. The system takes the after hours calls, the retyping, and the report assembly off the people you already have. Approvals, applications, and anything that moves money stay with them. If what you want is a smaller team, we are the wrong firm.
Run something else? We build the same layer on Buildium and AppFolio, and on LeadSimple where it runs the processes beside the ledger. For the broad vertical picture, see AI for property management, and for how the platform tools compare, the operator's guide. The practice as a whole, prices included, is on AI consulting in Toronto and AI consulting in Boston.