We are seeking 10 Australian businesses for our Early Adopter Programme. The AI platform built for Australian strata management.
Full platform access. White-glove onboarding. Direct line to the product team.
Your managers spend 5.5 hours a day searching and drafting.
That's not a productivity problem. It's a structural one.
Here's what a single owner inquiry actually costs your team.
An owner emails about a by-law. Your manager opens the strata software. Finds the scheme. Downloads the by-laws PDF from a folder of 300+ files. Ctrl+F for the right clause. Reads three pages. Checks the last AGM minutes for precedent. Opens Outlook. Drafts a response. Cites the by-law. Adds context. Reviews for accuracy. Sends.
22 minutes. For one email.
Now multiply that by 15-20 inquiries a day. That's 5-6 hours of every workday spent searching for information your organisation already has, buried in documents your team can't access fast enough.
Your managers aren't slow. Your systems are.
And the consequences compound. Staff working weekends to clear backlogs. New managers taking 6-12 months before they can handle inquiries independently. Experienced managers leaving after 18-24 months because they're burnt out. The 2026 Macquarie Strata Benchmarking Report puts industry turnover at 24%. Every departure is a knowledge reset that owners feel immediately.
You can't hire your way out of this. You've tried. More managers means more training overhead, more inconsistency, and the same bottleneck at scale.
The problem isn't people. It's how information moves through your organisation.
Four tools. One knowledge base. Works inside Outlook.
Your documents, organised and searchable in hours
The Ingest Platform takes your scheme documents (by-laws, meeting minutes, financial statements, compliance certificates, building reports) and builds a searchable knowledge base. It classifies every document by state, scheme ID, and document type automatically. Thousands of documents processed in hours, not months of manual filing.
Ask a question. Get a cited answer in seconds.
The Knowledge Management Console is where your managers go when they need information. Type a question in plain English and the answer comes back in seconds with citations showing which document and section the information came from. No more opening PDFs, scanning pages, or guessing which folder the document is in.
Draft responses waiting when you open each email
Email Assist monitors your Outlook inbox. When an owner inquiry arrives, it categorises the email, assesses priority, searches your knowledge base, and drafts a response referencing the relevant by-laws and precedents. Eight tone options. Full conversation memory across email threads. One click to send your email.
22 minutes becomes 3.
AI agent teams for end-to-end workflows
Teams of specialist AI agents handle entire processes. Meeting and AGM preparation reduced from 3-5 hours to a 30-45 minute review. Build a property summary pack for a new manager coming on board.Compliance audits across your full portfolio. New scheme onboarding compressed from 2-3 weeks to 2-3 days.
These capabilities are included in the Early Adopter Programme as an initial release. Your feedback shapes how they're refined and what gets prioritised next.
What changes in the first 90 days
10 managers saving 10 hours per week each. At $50/hour, that's $26,000 per manager per year. $260,000 across the team.
That's time currently spent searching through PDFs, drafting emails from scratch, and chasing information across scattered folders. Time your managers get back to spend on relationship building, complex problem-solving, and actually managing schemes.
Every response is grounded in your actual scheme documents. Your managers review before anything goes out. The AI does the searching and drafting. Humans make the decisions.
What you get. What we need.
12-month commitment. Discounted early adopter pricing (details provided during the application process).
What you get
Full platform access
Email Assist + Knowledge Management Console + Ingest Platform + AI Agent Teams. No feature restrictions.
White-glove onboarding
We set up your knowledge base, configure your collections, and train your team. Not a self-service setup guide. Us, working with you.
Direct product team access
When you have a question or hit a problem, you talk to the people building the product. Not a support queue. Not a chatbot.
Shape what gets built
Early adopter partners have a direct line into the product roadmap. Agent team capabilities, workflow refinements, and the integrations that come next. Your feedback determines priority.
What we need from you
5+ strata managers willing to use the platform as part of their daily workflow
200+ schemes under management across NSW, VIC, or QLD
Microsoft 365 / Outlook environment
Monthly feedback sessions (30 minutes, structured check-ins with our team)
Case study participation after 90 days (we'll write it, you approve it)
Why only 10 businesses
We're not trying to sign up hundreds of customers. We want 10 businesses who will push this product hard, tell us what's broken, and help us build the platform strata managers actually need.
This is a partnership. We're offering a significant discount because we need your expertise as much as you need our technology. The businesses in this programme will have shaped the product that the rest of the industry adopts.
Tuesday morning. 9:14am. 23 unread emails.
Rachel manages 55 schemes across Sydney's inner west. She opens Outlook. Email Assist has already sorted the inbox: 3 flagged as urgent, 8 as standard priority, 12 as low priority or informational.
She opens the first urgent email. An owner at a Pyrmont building wants to know if they can keep a dog in their apartment. The side panel already has a draft response, referencing Clause 7.3 of the registered by-laws for SP12345 and noting that the 2025 AGM approved similar requests subject to committee approval and a $200 bond.
Rachel scans the draft, adjusts the tone to empathetic, updates and sends it.
Done. 90 seconds.
Next: a committee chair asking about the status of the special resolution on the capital works fund from last month's AGM. She types the question into KMC. The answer comes back with the resolution text, the voting record, and a link to the full minutes. She copies the relevant section into her reply and adds a note about next steps.
By 9:30am, she's cleared 8 emails that would have taken until lunch. She spends the rest of the morning on a building inspection and a committee meeting. No document hunting. No drafting from scratch. No working through lunch.
She leaves at 5:15pm. On a Tuesday.
What You're Probably Thinking
“What if the AI gets something wrong?”
Every response is grounded in your actual scheme documents, not the internet. Email Assist drafts reference the specific by-laws and precedents from your knowledge base. If you want to verify the source, KMC shows you exactly which document and section the information came from. Your managers review and edit before anything is sent. Nothing goes to an owner without a human decision.
“My team won't adopt another tool.”
Email Assist lives inside Outlook. There is no other tool. Your managers open an email, the draft is completed, they review and send. The interface is a panel in the application they already use 8 hours a day. 80%+ of users adopt within 30 days. When something saves you 2-3 hours a day, adoption isn't a problem.
“Our documents and schemes are too complex for AI.”
The platform handles NSW, VIC, and QLD legislation differences out of the box. It distinguishes between scheme-specific by-laws, state legislation, and general strata regulations. It understands that a capital works fund in NSW and a maintenance fund in VIC serve the same purpose under different names. Complex schemes with 500+ lots, mixed-use buildings, and layered by-laws are where this provides the most value. Your managers can't remember the details of 55 schemes. The AI doesn't forget.
“How does the cost compare to hiring?”
One additional hire costs $75,000-$120,000/year, plus recruitment, plus 6-12 months before they're fully productive. The platform makes your existing team 2-3x more productive from the first month. We'll walk through the full pricing and ROI comparison during the application process.
“We need IT and security approval first.”
Expected. The platform uses Microsoft 365 authentication (Azure AD). Emails are processed in real time without long-term storage of email content. Each organisation's data is fully isolated. We're happy to join a call with your IT team and talk through any concerns.
9 of 10 spots remaining.
12 months. Full platform access. White-glove onboarding. Direct product team access. Discounted early adopter pricing.
Requirements: 5+ strata managers, 200+ schemes (NSW/VIC/QLD), Microsoft 365/Outlook.
Questions? info@theassistantfactory.ai
The Assistant Factory builds AI tools for Australian strata management. We started because we watched good managers burn out doing work that software should handle: searching through hundreds of documents and drafting the same types of emails, 50-100 times a day, but email isn't the problem, knowledge is. Our platform gives strata teams instant access to their entire knowledge base and AI-drafted email responses, all inside Outlook. We're an Australian company, focused on Australian strata, with support in Australian business hours.