Tenants ask. Properties break.
The system handles it.
Make.com as the spine, Claude as the brain, your existing rent platform and inbox as the touchpoints. Tenant messages get parsed, classified, and answered or routed without you opening the app. Maintenance requests turn into vendor dispatches with the right context attached. Monthly financial reports build themselves. You stay remote, the portfolio runs.
Make.com orchestrates. Claude decides. You sleep.
Below is the architecture for a remote-managed rental portfolio running on Make.com with Claude woven in via the HTTP module. Every node is a real touchpoint in property management — and every one of them is where the operator's time currently goes. Hover any node to see what it solves and how it works.
The three you asked for. Plus what comes next.
Tenant comms, maintenance scheduling, and financial reporting are the headline deliverables. They're also the foundation — once the data layer and Claude prompts are tuned to your portfolio, the next ten automations get cheaper to build. That's what makes this a partnership, not a one-off.
- Unified inbox — SMS, email, rent platform messages all flow into one Make.com scenario
- Claude classifies intent: maintenance, payment question, lease, complaint, social
- Routine questions get drafted replies in your voice — you approve, or auto-send after confidence threshold
- Every message + decision logged so the audit trail is intact when a dispute happens
- Tenant reports issue → Claude classifies vendor type (plumber, electrician, HVAC, handyman)
- System dispatches to the right vendor for that property with photos and full context
- Tenant kept in the loop automatically — appointment confirmed, ETA, completion
- Emergency keywords ("leak", "no heat", "no power") escalate to you immediately, bypassing the queue
- Rent collected vs expected, by unit, with late-payment status surfaced automatically
- Expenses pulled from card feeds / bank export, categorized by Claude against your chart of accounts
- Monthly P&L per property + portfolio rollup, sent first of the month without you triggering it
- Year-end pack — 1099 tracking, deductible categorization, tax-ready summaries
- Airtable or Sheets schema — properties, tenants, leases, vendors, comms log, maintenance log
- Claude prompt library — versioned, tested against real tenant messages from your portfolio
- Make.com scenario template — reusable webhook + HTTP + router pattern across every build
- Error handling and notification baseline — silent failures don't compound
- Lease renewal nudges — 90/60/30 days out with personalized renewal terms drafted by Claude
- Vacancy turnover flow — move-out checklist → cleaner → listing → showings → application screening
- Vendor performance scoring — response time, completion quality, cost variance tracked per vendor
- Late payment escalation ladder — gentle nudge → formal notice → escalate to you with full context
- Insurance + tax doc tracking — annual renewals don't get missed, 1099s collected before year-end
- Any net-new scenario you surface during the partnership — Make-first, Claude-when-judgment-needed
Three builds in month one. Then we keep going.
Your post said long-term partner, not one-off contractor. This is structured the same way — first month ships the three you asked for, second and third months extend the system to wherever your time is still going. Pace flexes to your queue.
Week 1 · Foundation + Tenant Comms (start)
Data layer, Claude prompt library, Make.com scenario template, and the unified tenant inbox in flight. You see automated drafts for real tenant messages by Friday.
Foundation
Week 2 · Tenant Comms (live) + Maintenance Flow (start)
Auto-replies live with your approval gate. Maintenance routing scenario built — vendor classification working against test cases pulled from your real history.
Comms live
Week 3 · Maintenance (live) + Financial Reporting (start)
Vendor dispatch and tenant updates running end-to-end. Financial data ingestion in flight — rent vs. expected and expense categorization being tuned.
Maintenance live
Week 4 · Financial Reporting (live) + Build Backlog Triage
First monthly report generated and sent. We sit down and rank the next ten automations by how much time each one saves you weekly.
All three live
Months 2–3 · Partnership Mode
Net-new automations from the backlog. Tuning Claude prompts as edge cases surface. Vendor performance, lease renewals, vacancy turnover — whatever moves the needle.
Partner mode
Show me your inbox. I'll show you the scenario.
A 30-minute call where you share what tenant messages currently hit your phone, what your rent platform exports look like, and where your time actually goes each week. I'll walk a live Make.com scenario with a Claude HTTP call against the kind of message you'd want me to handle.