If automation makes you picture robo-callers and chatbots dodging real questions, we’re with you. At Sagareus, we automate the repetitive tasks so our team can focus on conversations, judgment calls, and outcomes. Systems handle the deadlines and the mail-merge; Humans handle the messaging.
Tenants, owners, and vendors are flooded with scripted messages that sound efficient and feel robotic. Even well-meaning templates can miss tone, context, and timing. We’ve tested AI-generated messaging and learned a simple truth: people want faster answers without losing the human on the other end. That’s why we’ve pulled back on AI-written comms and doubled down on pragmatic automation where it delivers the most value.
We use automation to remove avoidable errors and delays in high-volume, rule heavy tasks. Then we put people front-and-center for decisions, exceptions, and communication. This keeps conversations clear and trust intact, while our systems do the unglamorous, vital work in the background.
Lease renewals and rent increases are heavily regulated with varying limits, notice timelines, and service requirements. Our workflow standardizes what can be standardized and flags what needs a human decision.
What the system does:
Pulls city specific limits and timelines from our custom code.
Calculates legal notice periods and due dates.
Checks for common errors (e.g., wrong cap for a city, missing service method).
Assigns tasks to staff with due dates
What humans do:
Decide whether a renewal or increase is appropriate for the asset’s strategy.
Review tone and context of any tenant communication.
Handle edge cases and sensitive situations.
Outcome: Higher accuracy on caps and timelines, more consistent on-time notices, and fewer last-minute scrambles. We currently process ~100+ renewal/rent-increase notices per month, and our defect rates continue to trend down through ongoing audits and training.
Utility billing is repetitive, time-bound work where precision matters.
What the system does:
Imports bills and allocates charges based on unit mix and policy (flat-fee or formula-based).
Checks for outliers (e.g., sudden spikes that warrant a human review).
Prepares statements and schedules on-time billing.
What humans do:
Approve exceptions and resolve anomalies with residents.
Update policies when property conditions or regulations change.
Communicate clearly about adjustments.
Outcome we’re seeing: reliable, on-time billing at scale—~500+ utility bills per month—with fewer disputes and faster collections because charges are consistent and well-explained.
“At Sagareus, automation handles the paperwork so people can handle the relationship.”
We maintain internal data tables and compliance rules by geography. Custom code validates inputs, applies the right limits, and calculates deadlines. A rules engine flags anomalies (e.g., cap overage, missing service method, or a notice prepared outside the timeline). Tasks then flow to people with context: what to review, why it matters, and by when. This keeps the machine honest and the team effective.
Near Zero Defects
Our aim is near-zero defects on the work machines do and continuous improvement on the rest. We don’t promise perfection. We do promise a system that catches more errors before they become problems and a team that owns the communication when nuance is required.
People > bots
Our staff sends the messages, not an AI. Templates are starting points, not the final word. We personalize tone, clarify logic, and answer follow-ups live. If a situation calls for empathy or negotiation, a human leads. Software supports that conversation by making sure the numbers and timelines are right.
Every ~2 months, we review data, feedback, and exceptions. We keep what works, adjust what doesn’t, and retire anything that creates friction. That iteration loop is how we’ve reduced defects and improved timeliness without sacrificing a human touch. We’ll keep refining as regulations evolve and as we learn from owners, residents, and vendors.
Next up: Preventative Maintenance Batching
Q4 2025 we're piloting preventative maintenance batching to bring the same rigor to recurring field work:
Group by geography, service type & last service date: We plan 20-job bundles in tight zones (e.g., roof / gutter cleaning, dryer vent cleaning, HVAC maintenance, etc)
Vendor bidding: Vendors quote per bundled job with clear scopes and jobs big enough worth doing.
Owner savings: Route density & bulk pricing saves vendor time & owner money.
Predictable scheduling: Residents receive clear appointment windows and our team tracks completions and follow-ups.
Objectives: Better asset protection, better pricing and steadier vendor workloads without overburdening residents.
Automation Summarized
We automate:
Deadline calculation, notice prep, and document assembly
Utility import, allocation, and statement scheduling
Compliance checks and anomaly flags
Task routing and status tracking
We don’t automate:
Tenant, owner, and vendor conversations
Case-by-case decisions and negotiations
Policy judgments and exceptions
Final reviews on sensitive communications
