AI for real estate operations · Denver, Colorado
The back office of real estate, running itself.
Leasing follow-up, delinquency, ledgers, reconciliations, owner reports, underwriting. Simple Cipher builds practical AI systems for the operational work that eats a property team's week, and proves each one on real properties and real books before it reaches a client.
- Residential, commercial, hospitalityIn daily use on all three
- QuickBooks Online integrationLive in production
- Every figure tracedBack to its source document
Services
Five areas of real estate operations
Four of these run in production today. Underwriting and modeling build on the same data.
Property management operations
Leasing lead follow-up, delinquency tracking and demand notices, tenant ledgers, and rent rolls. The repeat work that has to be right every time.
Accounting & reconciliation
Statements and reports read automatically, figures reconciled against the bank and the printed totals, and entries recorded in QuickBooks Online.
Systems integration
Property management software, hotel PMS, CRM, accounting, and planning tools connected so data moves between them without re-entry.
Reporting & dashboards
Owner and portfolio reports, operating KPIs, and market reports from MLS data. Built from the source systems, with every figure traceable to its document.
Underwriting & financial modeling
Acquisition underwriting, rent and expense projections, debt sizing, and investor return models. Tied to the same ledgers and rent rolls the back office already keeps, so the assumptions can be checked against actuals.
How it works
From lost hours to a running system
- 1
Find the hours
A free review of where your back office loses time each week.
- 2
Check what is permitted
Data, agreements, and platform terms come first, before anything is built.
- 3
Build and prove
Each system runs on real properties and real books before handover.
- 4
Hand over and support
Your team runs it day to day. Support for changes and fixes is available after handover.
Why Simple Cipher
Built for operators, not slide decks
| Feature | Simple Cipher | Generic AI consultancy | Off-the-shelf software |
|---|---|---|---|
| In daily use on residential, commercial, and hospitality property | Yes | Varies | Varies |
| Works with the systems you already pay for | Yes | Varies | Varies |
| Starts with what your data agreements permit | Yes | Varies | Varies |
| Proven on real books before handover | Yes | Varies | Varies |
| Built around your workflow, not the reverse | Yes | Varies | Varies |
Approach
Start with what is permitted. Build only what saves hours.
Real estate operations run on data with strings attached. Leases, tenant records, and bank statements carry privacy obligations. Platform data comes with developer terms. A tool that ignores those is not a shortcut. It is a liability.
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Permitted first
The work starts with what is actually permitted and what data is actually available, then builds from there.
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Fewer, smaller systems
Usually fewer systems than people expect, aimed at the tasks that genuinely consume hours: assembling owner reports, chasing the same delinquency for the fortieth time, and reconciling numbers across systems that do not talk to each other.
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Proven in production first
Every system runs on real properties and real books before it goes near a client's.
About
Built by operators
Simple Cipher is a Denver technology company that builds for the operating side of real estate. The systems described here run every day on residential, commercial, and hospitality properties.
The technical side is not theoretical. The leasing workflows, the ledgers and notices, the accounting integrations, and the reports are all systems we built and maintain.
Simple Cipher is a technology company. It does not provide real estate brokerage or property management services.
- FocusReal estate operations
- Works withProperty managers, owners, and operators
- Property typesResidential, commercial, hospitality
- Based inDenver, Colorado; working remotely across the US
FAQ
Common questions
Working with us
What happens in the free operations review?
A 30-minute call about how your back office runs today. By the end, we name the three tasks costing you the most hours and say whether each one can be automated with the data you are permitted to use. There is no cost and no obligation.
What does Simple Cipher do?
Simple Cipher builds AI systems for real estate operations. The work covers five areas: property management workflows, accounting and reconciliation, systems integration, owner and portfolio reporting, and property underwriting and financial modeling.
Who is Simple Cipher for?
Property managers, owners and operators of rental, commercial, and hospitality property, investors underwriting acquisitions, and the real estate firms that support them. The common thread is a back office that spends hours moving numbers between systems.
Which systems do you work with?
Property management software, hotel property management systems, CRMs, QuickBooks Online, and planning tools. Each connection uses the platform's own authorized API or export wherever one exists, and the account holder authorizes every connection.
How do you handle client data?
Each project starts with what the client's agreements and privacy obligations permit, and with what data is actually available. Systems connect to an account only after the account holder authorizes it through that platform's own authentication flow. See the Privacy Policy for details.
Do you provide brokerage or property management services?
No. Simple Cipher is a technology company. It builds and supports systems for real estate businesses. It does not represent buyers, sellers, tenants, or owners.
How do I start a project?
Book a free 30-minute operations review through the contact form. We reply by email to set a time.
AI in property management
How can AI be used in property management?
In the back office, AI can read statements and reports, draft routine notices and follow-ups, flag mismatches between systems, and assemble owner reports for a person to review. People keep the decisions: approvals, tenant conversations, and anything with legal weight. The best first targets are tasks your team repeats every week with the same steps.
Will AI replace property managers?
Not for the work that matters most. AI takes over repetitive back-office steps such as data entry, reconciliation, and report assembly. Property management still depends on judgment, relationships, and accountability that owners and tenants expect from a person. The practical change is fewer hours on paperwork and more on the work that needs a manager.
Can ChatGPT or Claude be used for property management?
Yes, for drafting letters, summarizing long documents, and explaining reports. Be careful with tenant and owner data: check the tool's data terms and your own agreements before you paste personal or financial information into it. For repeat work, a system connected to your own software is more reliable than copying data into a chat window.
How do you automate property management work?
Start with one task that repeats on a schedule and has clear steps, such as a monthly owner report or a delinquency notice run. Pull the data from the source systems, add checks that catch mismatches, and have a person review the exceptions. Then move to the next task.
Accounting and reporting
Is QuickBooks good for property management?
QuickBooks Online is general-purpose accounting software. It does not center on leases, tenant ledgers, or rent rolls the way property management software does. A common setup keeps the books in QuickBooks and runs leasing and rent in property management software. The work is then keeping the two in agreement every month.
What is bank reconciliation in property management?
It is the monthly check that the cash in the books reconciles to the bank statement, account by account, with outstanding checks and deposits in transit listed. In property management it also confirms that rent received, owner distributions, and security deposits are recorded in the right accounts. Differences should be explained, not plugged.
What is a rent roll?
A rent roll lists every unit in a property as of one date, with the tenant, lease dates, monthly rent, deposit held, and balance due. Owners, buyers, and lenders use it to see the rent in place. Our guide explains how a rent roll differs from a tenant ledger.
Underwriting and financial modeling
What is underwriting in real estate?
Underwriting is the analysis of whether a property makes financial sense at a given price and loan. It projects rent, vacancy, operating expenses, and debt payments, then tests the returns and the risks. Buyers and lenders each underwrite a deal before they commit money.
Can AI do real estate underwriting?
AI can do much of the assembly: reading rent rolls, operating statements, and offering memorandums, filling a model, and flagging numbers that look out of line. The judgment stays with people: which assumptions to trust, what the market supports, and whether to buy. Underwriting is strongest when the model is checked against actual ledgers and rent rolls.
Which AI tools work for real estate underwriting?
General AI assistants can read documents, explain a model, and draft summaries. Spreadsheet models still do the math. The useful setup connects the two: AI extracts and checks the inputs, and a model you can audit produces the numbers. Whatever the tool, every figure should trace back to a source document.
What is a real estate pro forma?
A pro forma is a projection of a property's income, expenses, and cash flow over a holding period, usually by year. It shows expected rent and vacancy, operating costs, debt payments, and the resulting returns. It is only as good as its assumptions, so compare it with the property's actual operating history.
Free operations review
Book your free review
Free 30-minute operations review. We name the three back-office tasks costing you the most hours.
Tell us a little about your portfolio and what your back office spends too much time on. We reply by email to set a time.