Updated on 13 October 2026. The October figures were measured from 4 to 13 October 2026 in the agent's conversation log.
In short
- Administración de Fincas Prieto y Jimeno, a property management firm in Madrid that manages homeowners' communities in Las Águilas, Aluche, Cuatro Vientos and Carabanchel (in Spain, this is the job of an "administrador de fincas"), has had a Tubot AI digital employee on its WhatsApp since 2 July 2026. The agent is called María.
- The firm is open Monday to Friday from 9:00 to 14:00: 25 of the 168 hours in a week. At any hour, María takes residents' fault reports, receipt requests, bank account changes and questions.
- From 4 to 13 October 2026 it handled 17 conversations; 41% started outside the firm's hours and 59% of its replies went out while the office was closed.
- Of those 17 conversations, 15 ended with the case in the inbox of the person who handles it at the firm, with complete details and, for faults, with the photos and video attached.
- It understands voice notes, which matters with many older residents.
Case details
| Item | Detail |
|---|---|
| Company | Administración de Fincas Prieto y Jimeno, Latina district (Madrid). More than 10 years managing properties, with its own lawyer |
| Sector | Management of homeowners' communities |
| Area | Las Águilas, Aluche, Cuatro Vientos and Carabanchel (Madrid) |
| Office hours | Monday to Friday, from 9:00 to 14:00 |
| Agent | María, which introduces itself as an AI assistant |
| What it does | Logs faults and insurance incidents, receipt requests, bank account changes, questions about meeting minutes and building works, messages for the team and quote requests from new communities |
| Live since | 2 July 2026 |
| Provider | Tubot, digital employees for service businesses |
What problem did the firm have?
A property management firm gets the same things every day: a leak, the lift out of service, damp in the garage, a receipt someone needs, a change of bank account, when the next general meeting is. Almost all of it means noting down a few details correctly (community, flat, name, what has happened) and passing them on to whoever handles it. Done by phone, it takes up the mornings.
At Prieto y Jimeno, fault reports came in by phone and were written down by hand, and the office is open 25 hours a week: outside those hours there was nobody to take them. On top of that, many of the owners are older people, who would rather explain the problem by speaking than by writing.
What does María do on the firm's WhatsApp?
María deals with owners and community presidents, logs each request with the details the firm needs and emails it to whoever handles it. Before opening a request, it checks that the person writing belongs to one of the firm's communities, summarises the details and asks them to confirm. It always introduces itself as an AI assistant.
1. It logs faults and insurance incidents, with photos and video
It asks for the community, the name, the flat and what has happened. It offers once to attach photos or a video of the damage, without making it compulsory, and sends them in the same email as the report. Out of hours, it explains to the resident in a natural way that the team will see it on the next working day.
2. It handles receipts, bank accounts and questions about minutes
Each type of request has its own route and its own person in charge at the firm: receipt requests go to one person; bank account changes and complaints about water bills, to another; questions about minutes, meeting notices, repairs or building works, to a third; and faults, to whoever processes them. Each email arrives with the details already complete.
3. It takes messages for the team
If someone wants to speak to a person, María takes a message and gets it to the right person, including a specific person at the firm if they name them. It gives out the firm's phone number without any problem to anyone who asks for it.
4. It deals with communities that want to change property manager
If someone who is not a client writes looking for a property manager, it gathers the area, the approximate size of the community and its situation, and passes this to the firm so that it can prepare a quote. It never gives prices or fees.
5. It understands voice notes
Residents can describe the fault in an audio message. María understands it and can also reply by voice, although details that need to be read again (a phone number, an address, an account number) are always sent in writing.
What results so far?
| Indicator | Figure | Period |
|---|---|---|
| Conversations handled | 41 | September 2026 |
| Conversations handled | 17 | 4 to 13 October 2026 |
| Conversations that started outside the firm's hours | 7 of 17 (41%) | 4 to 13 October 2026 |
| Replies sent while the office was closed | 47 of 80 (59%) | 4 to 13 October 2026 |
| Conversations that ended with the case in the firm's inbox | 15 of 17 | 4 to 13 October 2026 |
In those ten days, the cases María sent to the firm were messages for the team (9), faults (3), messages for a specific person (2), questions about minutes (2) and one receipt request. Two were flagged as urgent.
These are the figures of a small firm, and that is why every case makes a difference: whatever comes in at 17:00 or on a Saturday arrives already written up, with complete details and in the inbox of whoever handles it, and the team finds it when the office opens, without having picked up the phone.
What doesn't the AI do?
- It does not contact the community's suppliers. It passes the fault to the firm, which is the one that calls the plumber, the lift company or the insurer.
- It is not connected to the firm's management software. Everything arrives by email and the team enters it into their software.
- It does not promise timeframes. It confirms that the report has been logged and that the firm will be in touch.
- It does not give prices or fees. The firm prepares the quote for a new community.
- It does not chase debts. The firm handles unpaid fees; WhatsApp Business policy does not allow it to be used to collect debts.
How much does it cost?
From €249 a month, with no setup fee, an annual commitment, and maintenance, support and improvements included. The final price depends on the scope and comes out of a free 30-minute audit. Tubot sets up an agent like this in one week.
Frequently asked questions
- Do older residents use an AI assistant on WhatsApp?
- They write to their property manager's WhatsApp as they would write to a relative, and if they prefer to talk, they send a voice note: María understands it. WhatsApp is by far the most used messaging app in Spain: 94.6% of internet users use it regularly, according to the CNMC (Spain's markets and competition regulator) Household Panel for the fourth quarter of 2025.
- What happens with an urgent fault out of hours?
- María logs it with all the details and photos, flags it as urgent and sends it to the firm straight away. It tells the resident clearly when the team will see it, without promising timeframes.
- Does each request reach the person who handles it?
- Yes. Faults, receipts, bank accounts, minutes, messages and quotes each have their own destination email, and each email includes the community, the flat, the name and the details of the case.
- Does the resident know they are talking to an AI?
- Yes. María introduces itself as an AI assistant in its first message, as required by Article 50 of the EU AI Act.
Methodology and sources
The October figures come from the milestone log of Tubot's engine, which records, with a date, what happens in each conversation (reply, email to the firm, urgency). The log started on 4 October 2026, so the measured period runs from 4 to 13 October. The 41 September conversations come from the messaging platform's count. Separate conversations are counted and internal tests are excluded. The reference hours are the firm's, Monday to Friday from 9:00 to 14:00, in Madrid time. Prieto y Jimeno has authorised the publication of its name and of these figures.
Do you run a property management firm?
See how a digital employee would work with your communities at tubot.es, or message Lara, Tubot's AI, on WhatsApp. Other real cases, in pest control: RapiPlaga and JGM Sanidad Ambiental.
