For US property managers
September 2026
Property answering service, 24/7.
Four deadlines sit around every move-out, and the state the unit is in sets each one: the notice before the lease ends, the inspection offer, the deposit refund and the paper behind each deduction. We build the AI coordinator that counts them and lists what each file is missing. A person decides and sends. No legal advice, no screening.
A made-up move-out on Tuesday 1 September, counted the way each statute counts it. Calendar days only: weekends and holidays are not adjusted.
Pick the state the unit is in
California: due Tue 22 Sep.
- The deadline
- 21 calendar days after the tenant has vacated
- What goes with it
- An itemised statement with the refund. Receipts for repair and cleaning deductions, unless they total $125 or less. Photographs taken after hand-back and again after the work, with any repair or cleaning deduction. The refund made electronically if the tenant paid electronically, unless agreed otherwise in writing.
- The penalty in the statute
- Keeping the deposit in bad faith: statutory damages of up to twice the deposit, on top of actual damages. The landlord carries the burden of proving the amounts were reasonable.
Cal. Civ. Code §1950.5(g), (h), (m), read 20 Sep 2026. Not legal advice.
Your software already does the big jobs. It does not count the days.
We checked before we built. What is left sits on one timeline: the last ninety days of a tenancy and the first thirty after it.
Already in the software you pay for. Deeplathe still answers, books, and reschedules.
- bundled
Leasing enquiries, showings, and messaging tenants and owners
Built into the largest property-management platforms as an AI leasing agent and two-way messaging, included on some plans and a paid extra on others.
- bundled
Maintenance requests, vendor dispatch and after-hours calls
The same platforms sell an AI maintenance agent, and others sell a human after-hours centre. Deeplathe answers, books, and reschedules, 24/7.
- bundled
The unit turn: the make-ready board
The largest platform opens a unit turn by itself when a resident gives notice and tracks the make-ready work on one board. We do not build a second one.
- bundled
The documents: renewal offers and letters, inspection reports with photos, the itemised deposit statement
Bulk renewal offers from a template, inspections with photos, and a statement built from the lease ledger that the platform will print and post.
- sold separately
Tenant screening and approve or decline scores
Sold by screening companies. We do not build it or touch it: a screening score has already ended in a class-action settlement, brought by renters with housing vouchers who were denied because of the score.
Louis v. SafeRent Solutions, No. 1:22-cv-10800 (D. Mass.), final approval order, 20 Nov 2024, read 20 Sep 2026
Not found in what we read. This is what we build.
- 90 to 30 days beforeThe notice before the lease endsThe renewal letter went out late, so the increase starts a month late.
- The last two weeksThe pre-move-out inspection offerNobody remembers to send the inspection letter.
- 14 to 30 days afterThe deposit deadlineDay 21 sneaks up on us, and every state counts differently.
- Day 21, then 14 moreThe paper behind each deductionThe invoice is not in and the photos are on the vendor's phone.
90 to 30 days before
The last day a notice can be served, counted backward.
New York counts by how long the tenant has lived there. California counts by the size of the increase, earlier ones included. Move the sliders and the last day moves.
3A, 88 Garnet Avenue, Albany
Made-up rent $1,850. Tenancy ends Thursday 31 December.
An increase of 5% or more, or a non-renewal, needs 30 days' written notice under one year, 60 days from one to two years and 90 days over two years, on the longer of occupancy and lease term. The notice carries the good-cause notice.
N.Y. Real Prop. Law §226-c(1)(a), (2), read 20 Sep 2026
90 days. Last day to serve: Fri 2 Oct, 18 days left.
Open squares: days still in handGold ring: the last day to servePale gold: the notice periodCircle: the tenancy ends
Served late, the tenancy continues on the existing terms until the notice period has run. On this made-up rent a 6% increase is $111, so each month the old rent runs on is $111 the owner does not collect.
A person still sets the rent, signs the notice and serves it. Whether an increase is allowed at all is a question for your attorney.
The last two weeks
Notice to vacate arrives. The inspection offer opens.
California and New York both want a written offer of a pre-move-out inspection, a set window for it, 48 hours' written notice of the time, and an itemised statement afterwards.
9 Poppy CourtOffer drafted
Sacramento, California. Notice Tue 8 Sep, ends Thu 8 Oct.
Inspection window Thu 24 Sep to Thu 8 Oct.
The written offer of an initial inspection is drafted, with California's paragraph on abandoned property in it, and is waiting for a person to send.
Cal. Civ. Code §1950.5(f)(1), (2), (4), read 20 Sep 2026
5B, 88 Garnet AvenueInspection set
Albany, New York. Notice Tue 1 Sep, ends Wed 30 Sep.
Inspection window Wed 16 Sep to Wed 23 Sep. Inspection set for Thu 17 Sep.
A person sent the offer on 3 September and the tenant asked for the inspection. It is set for Thursday 17 September at 10am, and the written notice of that time, which New York wants at least 48 hours ahead, is drafted for a person to deliver by Tuesday 15 September.
N.Y. Gen. Oblig. Law §7-108(1-a)(d), read 20 Sep 2026
1C, 212 Alder StreetInspected
Sacramento, California. Notice Mon 17 Aug, ends Wed 16 Sep.
Inspection window Wed 2 Sep to Wed 16 Sep. Inspection held Thu 10 Sep.
The initial inspection happened on Thursday 10 September with the tenant there. The inspector's notes are in, and the itemised statement of proposed deductions is drafted from them, copied as written, for a person to check and leave with the tenant.
Cal. Civ. Code §1950.5(f)(1), (2), (4), read 20 Sep 2026
The inspector's notes, as typed on a phone
1C, 212 Alder Street, Sacramento. Made up.
- walkthru 1C alder 9/10 tenant present
- kitchen: grease on hood + oven racks, needs deep clean
- LR: 2 anchor holes behind tv, 1 bigger hole by window
- bed 1 carpet: pet stain by closet approx 2x3 ft
- bath: caulk moldy, fan ok
- patio: tenant planters still out, says will remove
- hallway scuffs - normal wear?
- missing: 1 mailbox key
Itemised statement of proposed deductions
- KitchenRange hood and oven racks: grease, deep clean needed.
- Living roomOne large hole in the wall by the window. Two anchor holes behind the television.
- Bedroom 1Carpet: pet stain by the closet, about 2 by 3 feet.
- BathroomCaulk around the tub: mould.
- PatioTenant's planters to be removed before move-out.
- KeysOne mailbox key missing.
Left off, for a person to decide
Hallway scuffs. The inspector wrote "normal wear?". Rosa does not answer that question. It goes on the statement only if a person puts it there.
Drafted for a person to check and leave with the tenant. It also carries the text of §1950.5(b)(1) to (4), which California wants on it.
In California, once the inspection has happened, repairs and cleaning that are not on this statement cannot be deducted later, except what happens afterwards or was hidden by the tenant's belongings.
A person still walks the unit and decides what goes on the statement. Rosa copies what the inspector wrote and judges none of it.
Day 0 to day 30
Every unit handed back, and the day it is due.
Eight made-up move-outs in four states, each counted under its own statute and sorted by whichever goes late first. Move the day forward and watch the order change.
0 late, 4 due within seven days
California, 21 days
4B, 212 Alder Street
Sacramento. Keys back Tuesday 1 September. Due Tuesday 22 September.
Itemised statement and refund, 21 calendar days after the tenant vacated.
Cal. Civ. Code §1950.5(h)(1), (m), read 20 Sep 2026
- InPhotographs taken after hand-back, before any repair (§1950.5(g)(2))
- InCleaning receipt (§1950.5(h)(2)(B))
- InPaint touch-up: hours and hourly rate, done in-house (§1950.5(h)(2)(A))
- MissingCarpet invoice from Tri-County Flooring (§1950.5(h)(2)(B))
- MissingPhotographs after the carpet and blinds work (§1950.5(g)(2))
- MissingTenant's bank details in writing: rent was paid electronically, so the refund goes back the same way (§1950.5(h)(1)(A)(ii))
Carpet is booked for Thursday 17 September. If the invoice is not in by day 21, the statement can carry a good-faith estimate with the vendor's name, address and phone, and the real invoice follows within 14 calendar days of receiving it.
Deposit $2,400, deductions on the ledger $1,239.
Sample Street Management is made up, and so is every unit, tenant, vendor and figure on this page. The board is frozen on Monday 14 September so it always reads the same, and Rosa answers for that day. Calendar days only: weekends, holidays and city rules are not adjusted.
A person still decides every deduction, checks the statement, sends it and posts the refund. Rosa counts, collects and drafts.
Day 21, then 14 more
Every deduction needs paper behind it.
California wants the invoice, or the hours and the rate, and photographs from before and after the work. Rosa reads the file against the ledger, line by line.
4B, 212 Alder Street, Sacramento deposit $2,400, deductions $1,239
Move-out cleaning$260
Brightside Cleaning Co. California asks for: a copy of the bill, invoice or receipt.
Receipt dated 3 Sep, with the vendor's name, address and phone on it.
PaperInBeforeInAfterInPaint touch-up, hallway$135
In-house: M. Ortiz. California asks for: a description of the work, the time spent and the hourly rate.
Timesheet: 3.0 hours at $45 an hour, work described.
PaperInBeforeInAfterInWindow blinds, living room$64
Materials, fitted in-house. California asks for: the receipt for the materials.
Hardware store receipt, $64. No photograph of the new blinds in the file.
PaperInBeforeInAfterMissingCarpet replacement, bedroom 2$780
Tri-County Flooring. California asks for: a copy of the bill, invoice or receipt.
No invoice yet. The work is booked for Thu 17 Sep. Work not done yet.
PaperMissingBeforeInAfterMissing
Rosa's check
2 of 4 ledger lines have everything California asks for. The blinds have no after photograph, and the carpet has no invoice and no after photographs because the work is not done. Deductions total more than $125, so the receipts and photographs go with the statement.
Cal. Civ. Code §1950.5(g)(2), (h)(2) to (h)(5), read 20 Sep 2026
In the file
- Hand-back photographs, 38, taken Wed 2 Sep
- Brightside Cleaning receipt, 3 Sep
- Timesheet, M. Ortiz, 3.0 hours
- Hardware store receipt
- After photographs: cleaning 12, hallway paint 6
Drafted for the vendor. A person sends it.
Hello, this is Sample Street Management about 4B at 212 Alder Street. We need your invoice for the bedroom carpet and two photographs of the finished room by Monday 21 September. The tenant's deposit statement is due on the 22nd. Thank you.
The statement goes out on time with a good-faith estimate for the carpet, and with Tri-County Flooring's name, address and phone on it, which is what California asks for when the documents are not in hand.
The second clock: the real invoice and the after photographs go to the tenant within 14 calendar days of receiving them. Here that is Thu 8 Oct.
A person still decides whether to deduct at all, and sends everything. Rosa never rules on wear and tear.
Any day
Talk to Rosa. She works from the board above.
Type to her or call her from the corner of the page. Ask what is due, what a file is missing, or what she would do in your office all day. Then ask her something she should refuse.
Ask her
She refuses these. The refusal is code, not a prompt
RosaI'm Rosa, an AI. I keep the move-out board for Sample Street Management, which is made up: eight units handed back in four states, and the day each deposit is due. Ask me what is due this week, or what 4B is still missing. I give no legal advice, I stay out of screening, and I never send anything to a tenant.
Rosa is an AI. To hear her, open her in the corner and press Call.
Before you call
What owners ask us first.
- Our property-management software already does a lot of this.
- Leasing messages, maintenance requests, the make-ready board, renewal letters, inspections with photos and the itemised statement are already in the platforms, some included and some as paid extras. Deeplathe still answers calls, books appointments, and handles reschedules, 24/7. What we did not find in the pages we read is a count of the days under the state the unit is in, or a check of each deduction against its invoice and photographs. That count stays on this page too.
- Will it tell me whether a deduction or a rent increase is allowed?
- No. That is a legal question, and it goes to your attorney. It shows the deadline in the statute, what the statute says goes with a deduction, and what is still missing from the file. It counts the notice days for an increase and never rules on whether the increase itself is allowed.
- Which states does it cover?
- The ones whose statute we have read and written in: California, New York, Florida and Texas so far. A state is added from the statute text, never from a summary. If you manage units in a state that is not on the list, we read that state's statute before we switch it on for you. It counts calendar days. City ordinances, rent stabilisation, weekends and holidays are not modelled, and the page says so wherever it counts.
- Does it send anything to my tenants, vendors or owners?
- No. It drafts: the inspection offer, the message chasing a vendor for an invoice, the notice before a lease ends and, for a Florida unit, the notice of claim. A person on your team checks each one, sends it and posts the refund in your software. Nothing goes out under your name without you.
- Will it screen applicants?
- No. Scoring, ranking or filtering renters is outside what we build, in any form. A tenant-screening score has already ended in a class-action settlement, brought by renters with housing vouchers who were denied because of the score (Louis v. SafeRent Solutions, D. Mass., No. 1:22-cv-10800, final approval 20 November 2024). We stay out of that decision entirely.Louis v. SafeRent Solutions, No. 1:22-cv-10800 (D. Mass.), final approval order, 20 Nov 2024, read 20 Sep 2026
- How does it get the dates and the ledger out of our software?
- From what your software already gives you: a scheduled report or export of move-outs, lease ends and ledger charges, or its API where your plan has one. Which of those you have is the first thing we check on the call, before anything is built. It reads. It never writes to your ledger, and the refund is posted by a person.
The first of the month
What it would cost you.
Set the sliders to your office's month. Every figure is read off the published price list, none is typed here, and past the largest plan it says Custom instead of guessing.
Fits Standard, $749 a month.
StandardYour answers
Website + an AI coordinator built for your office
Starts at
$749/mo
- minutes on the phone450
- emails3,400
- text messages1,200
- documents read2,000
No setup fee. Or $6,741 for the year, which is 3 months free.
Pro
Full site with SEO + an AI coordinator built for your office
Starts at
$1,499/mo
- minutes on the phone1,300
- emails8,500
- text messages2,500
- documents read5,400
No setup fee. Or $13,491 for the year, which is 3 months free.
Enterprise
Custom site and custom agent, scoped and run as one
Starts at
Custom
- no ceilingscoped to you
The number does not exist until the scope does.
- You see a working demo before you pay anything.
- One monthly fee covers the demo, building your version, and keeping it running. No setup fee.
- Stop at the end of any month.
- 30 days money back from go-live, prorated for the days it ran.
Estimated from the published price list, not a quote. What gets built is different for every office, and that is what the fifteen minutes is for.