AI Guides / Strata & Owners Corporation

AI and automation for strata & owners corporation

Strata is a statutory calendar multiplied by a portfolio: levies, arrears stages, AGMs with notice periods, insurance renewals and compliance dates, times every scheme you hold. Your fee per scheme is fixed, so every hour saved is margin — and the platform you already pay for generates the levy notices, the debt-recovery stages, the meeting papers and the owner reports that most offices still assemble by hand.

Start at step one. Stop whenever you like — nothing below is needed for anything above it to work.

Start at step one Done this before? Jump to all 12 jobs

Prices checked by hand 27 July 2026 · nobody pays to be listed here

The whole page, in order

Week 1 · free$0

Automate the levy cycle end to end: notices generated from the budget, issued by email where you hold addresses, with the staged arrears escalation configured to run itself.

Software: Urbanise levy and arrears automation

Week 2$0

Load every scheme's compliance and renewal dates — insurance valuation, fire safety, AGM due — into one board with alerts, so nothing depends on a manager's memory or a spreadsheet.

Software: Compliance and renewal dates in your strata platform

Week 3$0

Push owners and committees to the portal for levies, statements, documents and requests, and switch on scheduled reporting so committees get their numbers before they ask.

Software: Your owner and committee portal

Week 4 · measure$0

Count arrears days outstanding, inbound emails per scheme, meeting papers issued on time, and compliance items due versus done. Only then decide whether anything needs building.

Software: Platform arrears and compliance reports

Step one · start here

What your current strata & owners corporation software may already include

On Urbanise Strata, MRI Strata Master, these are settings, not another subscription — check your plan includes them. On something else, search its help centre for the same feature name.

Extra software cost

$0*

if included in your plan

Hours back per month

≈33

Task 1

Urbanise Strata → Levy and arrears automation from the budget

saves ≈15 hrs/mo

Why it matters

Levy notices and staged debt recovery generated straight from the approved budget — the single largest repeating admin block in the business, automated. Operators report tens of hours a month back once it's configured.

What to do

Open the official guide below. In Urbanise Strata, find “Levy and arrears automation from the budget”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

1 day · $0 extra if included in your current plan

Task 2

Urbanise Strata → Meeting agenda and minute templates

saves ≈8 hrs/mo

Why it matters

Agendas and minutes generated from customisable templates against the scheme record, with meetings run online or offline — the AGM-season document grind that eats every October, templated.

What to do

Open the official guide below. In Urbanise Strata, find “Meeting agenda and minute templates”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

Half a day · $0 extra if included in your current plan

Task 3

MRI Strata Master → Staged debt recovery with built-in reminders

saves ≈10 hrs/mo

Why it matters

Arrears reminders and a staged recovery process, with state-specific handling including NSW arrears notices, plus levy notices by email or SMS. It is the prescribed-timeline work, run by the system instead of remembered.

What to do

Open the official guide below. In MRI Strata Master, find “Staged debt recovery with built-in reminders”. Follow the guide once, switch it on for one real job or customer first, and check that it did exactly what you expected before using it everywhere.

Open the official product page ↗

Half a day · $0 extra if included in your current plan

Different software? The same switch usually exists under another name.

Step two · first workflow to implement

Platform reports behind a one-page pitch: Win schemes on evidence at AGM season.

Committees change managers in a window each year, and they choose on service, not price. A one-page pitch showing your compliance calendar, arrears performance and reporting cadence beats a fee discount from an agency that can't demonstrate either.

Do this in order

1. Pull your real arrears days, compliance-items-due-versus-done, and meeting-papers-on-time figures from the platform for the last twelve months.
2. Put them on one page per scheme you are pitching. Real numbers from a live portfolio are the argument; a fee discount is not.
3. Name the schemes whose AGM falls in the next quarter and pitch on that timetable, not on a general campaign.
4. Run the page past a committee member you already have a good relationship with. If it does not answer what they would ask, it will not win a scheme.

Typical size

AGM season, every year

Setup

1 day

What to use

Platform reports behind a one-page pitch

Urbanise Strata · On quote ↗

Buy or build: Already paid for

How you know it worked

Count it in week one, then count the same thing again in week four. If the number did not move, stop spending.

Keep this implementation simple

Use the steps above with the software you already have. Test the workflow on your own phone before adding another product or paying someone to build around it.

Step three · keep going without adding complexity

Once step two works, take the next three jobs in this order.

One at a time. Finish it, test it on real work, then start the next.

Platform scheduled reportingTypical sizeevery scheme, monthly

Keep schemes with reporting they didn't ask for

Committees leave managers they never hear from. Scheduled monthly aged-debtor and financial reports landing automatically in committee inboxes converts an invisible service into a visible one — and it's a setting, not a project.

Setup effort: Half a day

Platform arrears automationTypical sizeevery scheme, every cycle

Recover arrears without a manager touching them

Levies overdue, reminder issued, escalation staged on the prescribed timeline, every action logged. Cash flow for the scheme, defensibility for you, and hours back for the manager who was doing it by hand.

Setup effort: 1 day

A letter and your supplier listTypical size≈15 regular suppliers

Turn the supplier list into referrals

You direct significant repeat work to plumbers, electricians, fire contractors and cleaners across a portfolio. A standing arrangement — reliable response and clean invoicing in exchange for referring the self-managed schemes and small blocks they meet — grows the roll at no cost.

Setup effort: 1 day

Step four · only once the first three are running

These are useful, but they are not the place to begin.

The first point where paying for a build makes sense — once the earlier steps are running.

Platform activity records + a fee reviewTypical sizeevery scheme

Price the extra work you're already doing

Section certificates, extra meetings, insurance claim handling and by-law disputes are schedule-fee work that quietly gets absorbed. A tracked list per scheme of what's in the fee and what isn't turns leakage into billed revenue at contract renewal.

Setup effort: 1 week

Does this look familiar?

These are the problems the named tools above are meant to remove.

Win schemes on evidence at AGM season

Keep schemes with reporting they didn't ask for

Recover arrears without a manager touching them

Turn the supplier list into referrals

Price the extra work you're already doing

Generate levy notices in bulk, not per scheme

After thirty days

Four numbers. If they have not moved, stop and do not spend another dollar.

Number one

Win schemes on evidence at AGM season

Write down the current monthly number before you switch anything on. Compare it with the same number after thirty days.

Number two

Keep schemes with reporting they didn't ask for

Count it the same way in week one and week four. Do not change the definition halfway through.

Number three

Levy and arrears automation from the budget

Use the history inside your existing software to count how often the automation actually ran.

Number four

Hours given back

Ask the person doing the work now. They will know before a dashboard does.

Every other figure here is a typical size. These four are yours.

Reference

All 12 jobs for strata & owners corporation, in order of what they return.Open ↓

Wins work

Win schemes on evidence at AGM season

Typical size: AGM season, every year
Buy or build: Already paid for · Platform reports + a one-page pitch
Effort: 1 day

Keep schemes with reporting they didn't ask for

Typical size: every scheme, monthly
Buy or build: Already paid for · Platform scheduled reporting
Effort: Half a day

Recover arrears without a manager touching them

Typical size: every scheme, every cycle
Buy or build: Already paid for · Platform arrears automation
Effort: 1 day

Turn the supplier list into referrals

Typical size: ≈15 regular suppliers
Buy or build: Small build · A letter and your supplier list
Effort: 1 day

Price the extra work you're already doing

Typical size: every scheme
Buy or build: Small build · Platform activity records + a fee review
Effort: 1 week

Saves hours

Generate levy notices in bulk, not per scheme

The whole portfolio's notices produced from budgets and issued electronically where addresses allow — the quarterly week that becomes an afternoon.

Typical size: 15 hrs/mo
Buy or build: Already paid for · Platform levy automation
Effort: 1 day

Process invoices and reconcile in bulk

Bulk invoice processing with online approvals, and automated bank reconciliation across trust accounts — the two daily jobs that scale worst with portfolio growth.

Typical size: 10 hrs/mo
Buy or build: Already paid for · Platform accounting automation
Effort: 1 day

Assemble meeting papers from templates

Notices, agendas, motions and minutes from scheme data and standing templates, issued within notice periods — with the audit trail that a contested decision will eventually need.

Typical size: 8 hrs/mo
Buy or build: Already paid for · Platform meeting tools
Effort: Half a day

Send owners to the portal, not your inbox

Levy balances, statements, documents, notices and maintenance requests self-served — the highest-volume, lowest-value inbound in the business, deflected.

Typical size: 9 hrs/mo
Buy or build: Already paid for · Platform owner/committee portal
Effort: Half a day

Run maintenance as work orders, not threads

Request logged, quotes sought, committee approval captured, work order issued, invoice matched — one tracked flow instead of a forty-message chain nobody can reconstruct later.

Typical size: 8 hrs/mo
Buy or build: Already paid for · Platform maintenance workflows
Effort: 1 day

Track compliance dates per scheme centrally

Insurance valuations and renewals, fire safety statements, safety checks and AGM due dates on one board with alerts — the risk register that currently lives in several spreadsheets and one person's head.

Typical size: 6 hrs/mo
Buy or build: Small build · Platform records + a compliance board
Effort: 1 week

Answer the team's questions once with ChatGPT Team

Fee schedules, standard by-law processes, which certificate goes where, escalation steps — one internal place to ask, loaded from your own procedures, with anything legally contentious routed to a person.

Typical size: 5 hrs/mo
Buy or build: Buy · ChatGPT Team, $25/user
Effort: 2 days

The stack

The tools named, priced, and judged.

Tools named in this guide, what each one is for, its price, and the verdict.
Tool	What it is for	Price	Verdict
Strata platformUrbanise Strata	Trust accounting, levy and arrears automation, meetings, maintenance, documents and portals in one cloud system.	On quote ↗	Genuinely built for the automation this page is about — but pricing is quote-based and implementation is a structured project, not a signup. Get the per-lot cost and the onboarding timeline in writing before comparing.
Strata platformMRI Strata Master	The long-standing AU incumbent with staged debt recovery, levy communications and meeting workflows.	On quote ↗	If you're on it, the arrears staging and merge-field communications above are already yours — configure before evaluating a migration, because moving trust accounting mid-portfolio is a year of pain for features you may already own.
Strata platformStrataMax	The other major AU option for day-to-day scheme administration and recordkeeping.	On quote ↗	Solid on core workflow; reviewers note integration depth and custom reporting are less clearly demonstrated than the basics. Test your actual reporting requirements in the demo, not the standard pack.
Self-serviceYour portal (owner and committee)	Deflecting the levy-balance, statement and document requests that dominate inbound volume.	Included with platform ↗	The highest-return feature you already pay for — but only if you actually push owners to it. A portal nobody has been told about is a line item, not a tool.
Phone & messagingOpenPhone	A shared agency number and inbox so owner calls stop living on individual managers' mobiles.	$19/user ↗	The message log is evidence in a business where 'who told you that' matters. Skip if your phone system already gives shared visibility and export.
AI answeringRosie	After-hours routing: building emergencies to the on-call contractor, everything else logged for morning.	$49/mo ↗	Script it tightly — water, fire, gas, power and lift entrapment route immediately; everything else logs a request. It must never advise on by-laws, levies or an owner's rights.
AutomationMake.com	The compliance board and supplier-referral cadences around the platform.	$9/mo ↗	Nothing statutory should depend on a scenario nobody monitors — levy and arrears timelines stay inside the platform built to defend them. Use it for the reporting gaps only.
AssistantChatGPT Team	Internal procedural questions from your own documents.	$25/user ↗	Loaded with your processes it answers 'what's our step' well. It never interprets strata legislation or a scheme's by-laws for an owner — that's advice, and it's contestable at a tribunal.

Do not bother

Three things not to buy yet.

AI-drafted notices, minutes or by-law correspondence sent unreviewed.

Meeting notices have prescribed content and timing, and minutes are the legal record of decisions that get contested at tribunals. Generate from templates and scheme data, then have the manager read every word — the document is evidence, not correspondence.

An owner-facing chatbot answering strata-law questions.

Owners ask about levies, by-laws, repairs liability and voting rights — every answer is contestable and some are advice. Capture the question, route it to the manager, and let the portal handle facts like balances and documents.

Automating trust accounting outside your strata platform.

Strata trust money is audited and state-regulated, and reconciliation errors are a licence problem, not an accounting one. It moves only inside the compliant system — no spreadsheet bridges, no third-party sync for convenience.

Sources