Every vacancy in front of every prospect, with a human on the send button

The situation

Filling a voucher unit meant marketing it by hand on every channel at once. Listings on the main affordable-housing site sank in search results unless someone logged in daily to boost them. The site’s inbox filled with prospect questions that carry fair-housing implications if answered carelessly. Case workers at three partner agencies, who place voucher holders into housing, got vacancy lists whenever someone remembered to email them. And leads collected at in-person housing fairs sat on paper until a VA texted them one by one.

What we built

• Daily listing boosts. A browser automation logs into the listing site every morning, boosts each live listing to the top of search, and logs its position as a free visibility metric.
• An AI reply desk with guardrails. Claude drafts a reply to every prospect inquiry using only a controlled fact sheet. It never invents details, never quotes rent (voucher payment standards belong to the housing authority), and flags any message that volunteers protected personal details. Every draft emails a human, who approves, edits, or skips by reply. Nothing sends on its own.
• A weekly case-worker digest. Every week, the current vacancy list goes to 65 case workers across the partner agencies, grouped by bedroom count, with automatic unsubscribe and bounce handling and a link to an always-current public vacancy page.
• Consent-first SMS matching. Housing-fair prospects scan a QR code and get an instant welcome text with their top matching units. A weekly matching run pairs new vacancies to each prospect’s stated preferences, capped at three addresses per text, with cooldowns, carrier-level opt-out handling, and consent recorded at signup.
• One source of truth. Every channel reads the same master property sheet. The team’s entire job is keeping a unit’s status current in one place.

The result

Vacancy marketing now runs on a schedule instead of on memory. Listings stay at the top of search, prospect inquiries get careful, compliant answers within hours, case workers hear about every vacancy the week it opens, and fair leads get matched to units while they are still warm. The team flips a unit to Vacant and the channels take it from there, with a person approving every outbound message.