Property managers often require renters insurance in every lease without knowing who is actually covered. Every policy is OCR-read for its expiry date, renewals are chased over WhatsApp before they lapse, and uncovered tenancies surface on a live dashboard.
Typical results
1/mo
Unnoticed lapses
-90%
Chasing workload
3
Timed reminders per renewal
Figures reflect typical results for this kind of automation.
The challenge
Policies were collected at signing, filed as PDFs, and forgotten. Nobody tracked expiry dates, so coverage quietly lapsed across the portfolio — an audit found nearly four in ten tenancies uninsured. Every water leak became a gamble on whose insurance applied, and asking tenants twice for the same document made the office look disorganized.
Before and after
Insured tenancies
+61%Policies lapsing unnoticed
−93%Staff time on chasing
−90%The automation
Every policy document collected at lease signing now runs through OCR that extracts the insurer, coverage amount, and expiry date, logging them against the tenancy. Thirty, fourteen, and three days before expiry, the tenant gets a friendly WhatsApp reminder with exactly what to send back. Replies are OCR-verified automatically — no human reads a PDF unless something fails — and tenancies still uncovered surface on a manager dashboard sorted by lapse risk.
How it works
- 01
Policy in
Insurance documents collected at lease signing drop straight into the pipeline.
- 02
OCR read
Insurer, coverage amount, and expiry date are extracted and logged against the tenancy.
- 03
Chase before lapse
WhatsApp reminders go out thirty, fourteen, and three days before the policy expires.
- 04
Verify renewal
The tenant replies with the new policy; OCR confirms dates and coverage automatically.
- 05
Surface the gaps
Tenancies still uncovered appear on the manager's dashboard, sorted by lapse risk.
Starts from
- Policy PDFs at signing
- Renewal documents
Delivers
- WhatsApp renewal chases
- Compliance dashboard
- Lapse alerts
The impact
Portfolio-wide insurance compliance typically climbs from around sixty-one percent to ninety-eight and stays there. Policies lapsing unnoticed fall from fifteen a month to one, staff chasing time drops from twenty hours a month to two, and no tenant is asked for a document twice.
Questions about this automation
What information is taken from each policy document?
OCR reads the insurer, the coverage amount and the expiry date from each policy collected at lease signing, and logs them against the tenancy. Those fields drive the renewal reminders and the dashboard, so the office knows which tenancies are covered and when each policy runs out.
When are tenants reminded to renew?
Reminders go out on WhatsApp thirty, fourteen and three days before the policy expires. Each message says exactly which document to send back. When the tenant replies with the new policy, OCR checks the dates and coverage, and the reminders stop once the renewal is verified.
What happens when a renewal fails verification?
If the dates or coverage do not match the lease requirements, or the document cannot be read, the tenancy is flagged for a staff member to review. Tenancies still uncovered appear on the manager's dashboard sorted by lapse risk. Simple automations like this are usually live within days.