A property management answering service for every building you run
GreetKeeper answers each call, applies your emergency rules, and texts your on-call contractor only when those rules say so. Plans start at $49 a month.
Caller
“Unit 3B at Ashcroft Court. There's no hot water at all this morning, and the water heater's flashing an error code.”
What happened next
- Logged unit 3B, Ashcroft Court, no hot water, heater showing an error code
- Checked your emergency rules: no hot water counts as urgent at this building
- Texted the on-call contractor the unit, the fault and the access notes
Your portfolio rings at every hour, for four different reasons
GreetKeeper is a property management answering service that sorts every call by what the caller needs. Maintenance, leasing, rent and owner calls each go where your rules send them, at any hour.
Two hundred units means two hundred water heaters and two hundred residents who can call when something stops working. Most of those calls aren't emergencies. They arrive at the same hours as the real ones. Whoever holds the on-call phone answers all of them to find the one that matters.
Getting it wrong costs you twice. A 1am trip charge for a slow drain burns money. A missed leak above an occupied unit becomes a repair bill and an unhappy owner.
Daytime isn't calmer. A prospect wants a Saturday showing while a resident reports a broken lock, and your leasing agent can only take one call. GreetKeeper answers calls that arrive together at the same time, so neither caller waits.
How GreetKeeper runs a call for a management company
Your management agreement already defines an emergency. GreetKeeper applies that definition the same way at 3am and 3pm, across every building.
Pin down the building and unit
GreetKeeper asks for the property and unit first, then reads them back. Which owner pays, and which contractor holds the keys, both depend on it.
Sort the caller in one question
Maintenance, a showing, a rent question or an owner asking for a statement. Each reason follows its own route, with no phone menu for the caller to sit through.
Match the fault to your emergency list
No heat, no hot water, a leak that won't stop, a door that won't lock. You write the list, and your routing rules can name a different contractor for each building.
Read your self-help steps
Where the shutoff valve is, how to reset a tripped breaker. GreetKeeper reads your wording, which settles a fair share of calls before anyone drives out.
Dispatch, book or log
An emergency texts your on-call contractor with the unit and access notes, and a second number you nominate backs up any transfer. A prospect books a showing into your calendar and gets one text confirming it. Everything else lands on your desk as a written request.
Where each call lands in your management stack
Showings book straight into Google Calendar or Outlook. For your management platform, every call arrives as a transcript and summary, and our webhook carries it into your own workflow.
| Tool | How it connects | What that means |
|---|---|---|
| Google Calendar | Writes directly | Direct write for showings and scheduled inspections. |
| Outlook / Microsoft 365 | Writes directly | Direct write through the same Microsoft calendar connection. |
| Webhooks | Writes directly | One signed JSON post per call, with the caller's details, the reason and the summary. |
| AppFolio | Email or webhook | Unit, fault and access notes arrive ready for your team to raise the work order. |
| Buildium | Email or webhook | The transcript and summary land by email and webhook for your office to log. |
| Yardi | Email or webhook | Your team opens the ticket from a complete written record. |
What a property management answering service costs here
GreetKeeper bills per answered call, not per minute. There's no setup fee, and booking is on every plan.
| Plan | Monthly | Calls included | After that |
|---|---|---|---|
| StarterFor a single location taking calls one line at a time. | $49 | 200 | $0.45 per call |
| ProfessionalBooking, routing and transfers included, not an add-on. | $149 | 750 | $0.35 per call |
| ScaleFor busy phones and longer opening hours. | $349 | 2,000 | $0.25 per call |
Under fifty units, Starter usually fits: $49 a month for 200 answered calls, then 45 cents each. A few hundred units lands on Professional at $149 for 750 calls, then 35 cents. A large portfolio fits Scale at $349 for 2,000 calls, then 25 cents.
Running separate offices? The Multi-location plan starts at $299 per location, and each office gets its own local number, hours and greeting. Robocalls and spam are screened out before the greeting and don't count toward your plan.
One avoided midnight trip for a fault your self-help steps would have fixed covers a good part of a month on Starter. Every plan starts with a 14-day free trial, no card needed.
Keep the on-call rota and closure dates current
Update the rota whenever your contractors change. GreetKeeper texts whoever is on call, and when a transfer to them isn't picked up it tries the second number you nominate.
Arrears, notices and lease disputes carry legal weight, so route them to a named person on your team. GreetKeeper takes the message with the unit and the reason, and your staff call back.
Set closure dates for office holidays, and GreetKeeper answers as closed on those days. Write what residents hear about emergencies on those dates too, so the greeting and the rota agree.
Property management answering service questions
What does a property management answering service do?
A property management answering service picks up resident, prospect and owner calls when your office can't. GreetKeeper logs the unit and fault, applies your emergency rules, texts your on-call contractor, and books showings into your calendar.
How does it know what counts as an emergency?
You write the list, usually straight from your management agreement: no heat, an uncontrolled leak, no power, a door that won't lock. GreetKeeper applies that list the same way at every hour.
Does it raise a work order in AppFolio?
Your team raises it from the written record, which carries the unit, the fault and the access notes. The same record goes to your webhook, so your own workflow can pick it up.
Can each office have its own number?
Yes. Each location gets its own local number, and each number can have its own hours, greeting and calendar under one account. Forward your existing office line to it.
How much does a property management answering service cost?
GreetKeeper starts at $49 a month for 200 answered calls, then 45 cents a call. Professional is $149 for 750 calls, and Scale is $349 for 2,000. Each plan starts with a 14-day free trial.
Hear it take a 6am maintenance call
Your emergency list, your on-call rota, two minutes.