Free OpenClaw Skill for Residential Property Managers: Work Order and Renewal Agent (Download)

What this skill does for your residential property managers

• Triages incoming maintenance requests by urgency (emergency, urgent, routine, cosmetic) and matches each to the right vendor from your approved list with the unit history and access notes pre-staged.
• Runs the 90, 60, 30-day lease renewal cadence with rent-increase justification from your local rent comps and the owner-approved range.
• Handles the rent collection cadence from day-3 friendly nudge through day-5 late fee notice to day-10 legal handoff, with auto-pause when a resident enters a payment plan.
• Drafts the standard resident communications (move-in welcome, mid-lease check-in, lease renewal offer, move-out instructions, security deposit reconciliation) keyed to lease milestones.
• Logs everything to a single property-and-unit memory so leasing, maintenance, and accounting share context across the resident lifecycle.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: residential-property-manager-ops
description: Operations agent for residential property managers. Handles work order triage and vendor dispatch, lease renewal pipelines, rent collection cadence, and resident communications. Integrates with AppFolio, Buildium, Yardi Breeze, RentManager, Propertyware.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/residential-property-managers
---

# OpenClaw Skill: Residential Property Manager Operations

## Overview

This skill turns the OpenClaw agent into a daily operations layer for a
residential property management company. It does not replace the property
manager: it amplifies them. The skill owns the work order triage, the rent
collection cadence, the lease renewal pipeline, and the routine resident
communications so the PM can spend the day on owner relationships, resident
escalations, and growth.

It is designed for portfolios of 50 to 5,000 units running AppFolio, Buildium,
Yardi Breeze, RentManager, or Propertyware. Single-portfolio and multi-region
PMC structures both work. NARPM-aligned ethics and fair-housing language are
baked into the default templates.

## What this skill does

1. Work order triage with urgency classification and vendor dispatch
2. Lease renewal cadence at 90, 60, 30 days with owner-approved rent comp range
3. Rent collection cadence from day-3 friendly nudge to day-10 legal handoff
4. Standard resident communications keyed to lease milestones
5. Owner reporting digest with the week's exceptions and the month's KPIs
6. Vendor performance tracking (response time, completion time, callback rate)

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 7 * * 1-5"          # Weekdays 7am
    action: morning_ops_sweep

  - type: heartbeat
    schedule: "0 8 1 * *"            # 1st of month, 8am
    action: rent_collection_first_day

  - type: heartbeat
    schedule: "0 9 * * 1"            # Mondays 9am
    action: weekly_renewal_pipeline_review

  - type: on_event
    event: pms.work_order_created
    action: triage_and_dispatch

  - type: on_event
    event: pms.rent_payment_received
    action: clear_collection_cadence

  - type: on_event
    event: pms.lease_signed
    action: enter_move_in_cadence
```

## Workflow: work order triage

When a new maintenance request lands in the PMS, the agent:

1. Reads the resident-submitted description and any photos
2. Classifies urgency: emergency (water, gas, lockout, no-heat in winter, no-AC in extreme heat, electrical danger), urgent (plumbing leak contained, appliance failure, pest), routine (cosmetic, non-functional, minor), cosmetic (paint, scuff, preference)
3. Pulls the unit history (prior work orders, last inspection, lease terms, resident profile)
4. Matches the work category to the right approved vendor from your config
5. Drafts the dispatch message to the vendor with the access notes, the work description, and the resident's preferred contact window
6. Drafts the resident-facing update with the expected window and any preparation needed
7. Routes both to the PM for approval by default; emergencies bypass approval and dispatch immediately

For emergencies the skill notifies the PM via Slack or SMS within 60 seconds of receiving the request and dispatches the on-call vendor in parallel.

## Workflow: rent collection cadence

Rent is due on the 1st. The agent:

- Day 1, end of day: nothing sent. Late list compiled for the PM's review.
- Day 3 morning: friendly nudge to residents who have not paid yet, no judgment, no late fee mention yet. Auto-pause if the resident is on autopay and the PMS shows a pending charge.
- Day 5: late fee notice per the lease, with the exact dollar amount and the new total due. Phone call drafted for the PM if the resident has no prior late history.
- Day 7: pay-or-quit clock starts where local law allows. Drafted notice for the PM to review and sign.
- Day 10: legal handoff package compiled (resident history, lease, payment ledger, prior communications) and the PM is prompted to approve the next step.
- Auto-pause the entire cadence if the resident enters a payment plan, opens a hardship ticket, or has an open work order escalation that may justify rent withholding under local law.

## Workflow: lease renewal pipeline

Every Monday, the agent compiles the renewal pipeline:

- Day 90 before expiration: pull local rent comps from your config, propose an increase range to the owner, draft the renewal offer in three versions (your standard increase, a soft increase for at-risk residents, flat for year-3 plus tenants the owner wants to keep).
- Day 60: send the owner-approved renewal offer to the resident with two response options (sign and return, request a call).
- Day 45: follow-up if no response, with the leasing team's voice on the message.
- Day 30: final notice with the move-out and turnover scheduling alternative laid out so the resident's decision has clear consequences either way.
- Day 0: lease signed and filed, or move-out and turnover queue entry created.

## Workflow: resident communications

The skill owns the standard touchpoints:

- Move-in welcome with utilities setup, trash schedule, parking rules, and the resident portal walkthrough
- Mid-lease check-in at month 6 (one open-ended question, no upsell)
- Renewal offer at the 60-day mark
- Move-out instructions at the 60-day notice, with the inspection checklist
- Security deposit reconciliation within the state-required window (varies, 14 to 45 days)

Voice is set in the config block. NARPM Code of Ethics language is the default.

## Memory keys

The skill maintains the following memory keys across runs. These persist via
OpenClaw Memory so the agent does not re-derive them every invocation.

```yaml
memory:
  - key: pm.unit_state[{unit_id}]
    description: Current unit status and resident assignment
    schema: { resident_id: string, lease_start: date, lease_end: date, rent: number, autopay: bool, renewal_state: string }

  - key: pm.work_order[{work_order_id}]
    description: Active work order with vendor and status
    schema: { unit_id: string, category: string, urgency: string, vendor_id: string, status: string, opened_at: datetime }

  - key: pm.collection_state[{resident_id}]
    description: Active rent collection cadence for the resident
    values: [current, day_3, day_5, day_7, day_10, payment_plan, legal_handoff]

  - key: pm.renewal_pipeline[{unit_id}]
    description: Active lease renewal stage
    values: [not_started, owner_review, offer_sent, follow_up_1, final_notice, signed, moving_out]

  - key: pm.vendor_performance[{vendor_id}]
    description: Rolling vendor performance metrics
    schema: { response_time_avg: number, completion_time_avg: number, callback_rate: number, last_30_jobs: number }
```

## Message templates

```yaml
templates:
  rent_day_3_friendly:
    channel: sms
    body: |
      Hi {resident_first_name}, friendly reminder that {month} rent has not
      hit our account yet. If you paid this week and it is still settling,
      ignore this. If you need anything, reply here or call the office.

      {pm_first_name}

  rent_day_5_late_fee:
    channel: sms
    body: |
      Hi {resident_first_name},

      Per your lease, the late fee on {month} rent has been added. Current
      total due is {total_due}. If something has come up, please give the
      office a call today so we can talk through options.

      {pm_first_name}

  work_order_resident_update:
    channel: sms_or_email
    body: |
      Hi {resident_first_name},

      Got your request about {work_summary}. {vendor_name} is dispatched and
      will reach out to schedule. Expected window: {expected_window}.

      Please confirm someone will be home during the window or let us know if
      they can use the lockbox.

      {pm_first_name}

  renewal_offer_60d:
    channel: email
    subject: "Your lease renewal at {unit_address}"
    body: |
      Hi {resident_first_name},

      Your lease at {unit_address} ends on {lease_end_date}. We have loved
      having you and would like to offer a renewal.

      Renewal terms: {new_rent} per month for a 12-month term starting
      {renewal_start}. {market_context_one_line}.

      To accept, sign and return the attached. To talk through it, just
      reply to this email and I will call you.

      {pm_first_name}

  move_in_welcome:
    channel: email
    subject: "Welcome to {unit_address}"
    body: |
      Hi {resident_first_name},

      Welcome home. Here is the quick reference for your first week:

      Utilities to set up: {utilities_list}
      Trash schedule: {trash_schedule}
      Parking: {parking_rules}
      Resident portal: {portal_url}
      Maintenance requests: {maintenance_request_url}

      For anything urgent, call {emergency_line}.

      {pm_first_name}

  vendor_dispatch:
    channel: email_or_sms
    body: |
      New work order for {vendor_first_name}:

      Property: {unit_address}
      Resident: {resident_first_name}, {resident_phone}
      Issue: {work_description}
      Urgency: {urgency}
      Access notes: {access_notes}

      Please confirm ETA. Send invoice via the standard portal.

      {pm_first_name}
```

## Required integrations

| Integration         | Purpose                                       | Read | Write |
|---------------------|-----------------------------------------------|------|-------|
| AppFolio            | Unit, resident, rent ledger, work order data  | yes  | optional |
| Buildium            | Unit, resident, rent ledger, work order data  | yes  | optional |
| Yardi Breeze        | Unit, resident, rent ledger, work order data  | yes  | optional |
| RentManager (RMS)   | Unit, resident, rent ledger, work order data  | yes  | optional |
| Propertyware        | CSV export consumption                        | yes  | no    |
| Twilio (or similar) | Outbound SMS to residents and vendors         | no   | yes   |
| Email provider      | Outbound email                                | no   | yes   |
| Slack               | Operator alerts for emergencies and exceptions| no   | yes   |
| OpenClaw Memory     | Cross-run state                               | yes  | yes   |
| OpenClaw Heartbeat  | Scheduled triggers                            | yes  | yes   |

Write-back to the PMS is optional. Most companies start with read-only and have the PM commit any PMS changes manually. Once you trust the agent, flip write access on for low-risk fields (work order notes, communication log entries, work order status updates).

## Fair-housing notes

All outbound templates are reviewed against HUD fair-housing standards. The
skill does not generate copy that references familial status, race, religion,
national origin, sex, disability, or any state-protected class in a
discriminatory way. Operators in jurisdictions with source-of-income laws
should run their templates past their attorney before launch and set
`fair_housing_review: required` in the config block to force human review on
any template that touches resident screening or rent setting.

## Configuration

```yaml
config:
  company_name: "Your PMC"
  brand_voice: "warm-professional"      # or "no-nonsense", "concierge"
  approval_mode: pm_approves_all        # or "autonomous_after_2_weeks"
  fair_housing_review: required
  approved_vendors:
    - id: sarahs_plumbing
      categories: [plumbing]
      contact: "Sarah, 555-0101"
    - id: aj_hvac
      categories: [hvac, no_heat, no_ac]
      contact: "AJ, 555-0102"
  urgency_rules:
    emergency: [water_leak_active, no_heat_winter, no_ac_extreme_heat, gas_smell, electrical_danger, lockout, sewage_backup]
    urgent: [plumbing_contained, appliance_failure, pest_infestation, lock_malfunction]
    routine: [appliance_intermittent, minor_leak_dried, cosmetic_function]
    cosmetic: [paint, scuff, preference]
  collection_cadence: [day_3_friendly, day_5_late_fee, day_7_pay_or_quit, day_10_legal_review]
  renewal_lookback: 90
  rent_comp_source: "Rentometer / your local source"
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv residential-property-managers.md ~/.claude/skills/residential-property-manager-ops.md
# Edit the config block to match your portfolio
```

Launch OpenClaw and the skill is live. Run `morning ops sweep` or `compile
renewal pipeline` to invoke it on demand, or wait for Heartbeat to fire on the
configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
PMS, your specific vendor network, your owner-reporting cadence, and your
brand voice on a fixed-price two-week clock, with the founder writing every
line of the build, the door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded residential-property-managers.md as ~/.claude/skills/residential-property-manager-ops.md (or your project-level .claude/skills/ if you scope it per property or per portfolio). OpenClaw picks up new skill files on next agent launch, no restart command required.

2. 2

   Connect your property management system

   Edit the integrations block to point at your AppFolio, Buildium, Yardi Breeze, or RentManager export. Read-only access is enough to start. The skill ships prompts that translate your daily rent roll, work order queue, and lease expiration report into the agent's working memory.

3. 3

   Start in PM approval mode, validate, then move to autonomous

   Run for two weeks with the property manager approving every outbound message and every vendor dispatch. The skill defaults route any emergency work order, eviction-pending account, security deposit dispute, and major capital decision to a human. After two weeks, flip routine maintenance, friendly rent reminders, and standard renewal offers to autonomous.

Example conversation

Common questions

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