Administrative fund
For everyday costs.
Pays the day-to-day costs of looking after the shared property.
- Regular upkeep
- Shared electricity
- Insurance premiums
Body corporate management in Cape Town
Clear answers.
For your shared property.
Understand the money, keep shared repairs moving and know what happens next. PropAI helps your trustees spend less time piecing the work together.
A person replies within one working day.
Based in Cape Town. Welcoming body corporate enquiries across South Africa.
Who handles this?Explore this illustrated property
The shared roof needs repairs.
A shared repair needs a plan.
For this illustrated property, the roof is shared. PropAI organises repair information and quotes for approval, then coordinates the agreed contractor visit and keeps trustees informed.
And what about insurance?
Who maintains something and whether insurance covers the damage are separate questions. We review the cause and records; the broker confirms the insurer's decision.
What we help your trustees manage
Five areas.
A lighter load for you.
From a levy question to a shared repair, we keep the records, decisions and work connected. AI helps our team find the history and review quote details. People review the information and follow up the agreed work.
Finance & reporting
Your levies and budget
Levies are the owners' contributions to shared costs. Reports show income, spending, unpaid levies and how the figures compare with the budget, with items needing trustee attention.
ExploreRecords & administration
The decisions behind the work
Rules, emails, letters and approvals are kept with the repair, owner request or supplier matter they relate to. You can find what was agreed without starting again.
ExploreCommunication & service
Answers owners can follow
Owner updates explain what has happened, what is still needed and who is handling the next step.
ExploreMaintenance & projects
Shared repairs kept moving
We organise quotes and contractor questions, prepare the decision, and coordinate approved work, access and resident updates.
ExploreMeetings & decisions
Meetings with a next step
We prepare the agreed meeting papers, record decisions and follow up the work trustees or owners have approved.
Explore
Your proposal sets out what is included, the fees and any work charged separately.
Plan for the work ahead
Money for today.
And repairs ahead.
Owners' levies support two funds. One pays everyday costs. The other prepares for future repairs to the shared property.
Reserve fund
For repairs ahead.
Sets money aside for future maintenance and repairs to the shared property.
- Planned repainting
- Future roof repairs
- Larger maintenance jobs
PropAI brings the funds, budget and maintenance priorities together so trustees can consider the work before approving the spending.
Follow a repair
Same price.
Different work.
Imagine your building needs repainting. Two quotes have the same price. Compare what each covers before deciding, then follow the job through.
Compare before you choose.
AI helps flag differences in the quote details. Our team reviews them and asks the contractors to clarify the work and any missing information.
Quote ASame total
PaintworkIncluded
Preparing the wallsRepairs + preparation
Access equipmentIncluded
Quote BSame total
PaintworkIncluded
Preparing the wallsBasic preparation
Access equipmentNot listed
Ask both contractors to price the same work.
- What repairs and preparation are included before painting?
- Does the price include access equipment, or will that cost extra?
“Not listed” needs an answer. It does not mean the item is excluded.
Know what you are approving.
We put the quotes, budget and contractor answers together for the people who need to approve the work.
Decision checklist
- The work
- Confirm what the chosen quote includes
- The money
- Review the budget and funding
- Approval
- Record who approved the work
Tell residents what is happening.
Once approved, we coordinate contractor access and the agreed resident update.
Resident notice guide
- The work
- What is being painted
- Access
- Which areas will be affected
- Updates
- Who to contact and when to expect news
Review the work and follow up.
We collect the contractor's completion details and feedback from trustees or affected residents. We record anything unfinished and follow up the agreed next action.
Completion checklist
- Completion
- Contractor's completion details
- Feedback
- Trustee or resident feedback
- Follow-up
- Unfinished items and who is handling them
Before you decide
See how
we work.
A report you can understand, a plan for changing agents and the chance to hear from a trustee who already works with us.
Monthly report
The money. And the next step.
This month · administrative fund
- Income received
- R60,000
- Money spent
- R55,000
- Spending budget
- R58,000
Spending is R3,000 below budget.
Made-up figures to show the format.
The decisionReview the painting quotes and confirm the work
The next actionAsk the contractor to clarify access equipment
See what a useful update tells you
Understand the money and the work.
See the month's income and spending alongside the budget, then the decisions and work needing attention. Explore the interactive example to see how the money and open work fit together. Your own reporting is built around your scheme.
Explore the report & handoverYou can speak to us before deciding to change agents.Meet the people behind PropAIHandover guide
Pick up the work already started.
The recordsAccounts, contracts and decisions
The open workRepairs and claims still in progress
The first stepsPriorities and who to contact
Know how the change is planned
Keep unfinished work connected.
A change of agent should account for open repairs and claims as well as the records. Explore an example of how we organise the change and agree the first priorities. Your plan is built around your scheme.
Explore the handover planYou can speak to us before deciding to change agents.Meet the people behind PropAIQuestions you could ask
What's it like to work with PropAI?
The reportIs it easy to understand?
The updatesDo you have to keep chasing?
The handoverHow did the change of agent go?
Hear from someone who works with us
Ask about their experience.
You can ask us to arrange a conversation with a current trustee about their experience of working with PropAI.
Ask to speak to a trusteeYou can speak to us before deciding to change agents.Meet the people behind PropAIQuestions trustees and owners ask
A few things
worth knowing.
Who makes the decisions?
Trustees and owners make the decisions assigned to them. PropAI prepares information and manages the work within its agreed authority. AI helps with preparation and review.
What will our management fee cover?
Your proposal lists the work included, the fees and anything charged separately. We agree the reporting, meeting support, maintenance coordination and any specialist work before appointment.
What happens when owners fall behind on levies?
Unpaid levies are shown in your reports. We send reminders and keep trustees updated. When an attorney needs to be involved, we coordinate the approved handover and relevant records. The attorney handles the legal work.
Can you pick up unfinished repairs or insurance claims?
We include open matters in the handover plan: the records, people involved, work already done and next actions. For a claim, we follow up with the broker; the insurer decides whether the policy covers it.
Can you help outside Cape Town?
We welcome enquiries across South Africa. We discuss your location, contractor arrangements and any site visits before agreeing the service we can deliver.
