Traceability
Each answer points back to the thread
Move from the answer you sent the board to the original email, vendor quote, or approval without starting a second search.
Property Management Companies
Stop being the property's memory.
Dossier is the shared memory for your management team and the boards you serve. Decisions, approvals, deadlines, commitments. Your team or the board can find them in seconds.
Get early access
Setup takes minutes. No IT project. No team training.
Your board's history lives in someone's inbox. Usually yours.
Your PMS handles work orders, statements, and owner requests. But approvals, vendor quotes, and board decisions all happen over email, where none of it is captured.
The board asks. Your team digs. Repeat.
What did we approve? Which vendor did we pick? Who committed to the timeline? Your team burns time re-answering questions the board itself raised, from the same threads the board was on.
Your PMS wasn't built for governance
Yardi, AppFolio, Buildium, Condo Control, FrontSteps. They run operations and owner communication. None capture how the board debates, approves, and decides over email. That gap is where Dossier lives.
The building's history lives in one manager's head
When the board asks why a past decision was made, only the manager who handled it knows. The assistant, the senior PM, the accountant all start from scratch.
Turnover wipes the slate on both sides
When a manager changes portfolios or the board rotates after the AGM, the history goes with them. The next people inherit the building, not the years of email behind it.
Your team keeps emailing. Dossier captures the governance record.
Dossier sits alongside your existing tools. It does not replace your PMS, your owner portal, or your document storage. It captures the one thing none of those tools were built for: the email record of how the board governs.
- 01
Share board threads and documents
Cc the building's Dossier address on board threads, or upload documents like engineer reports and vendor quotes in the dashboard.
- 02
Each building is its own scoped workspace
Each building gets its own workspace. Nothing crosses buildings, and owner-facing email never enters the record.
- 03
Both teams query the same record
Managers and the board both get sourced answers in seconds, with the original thread attached. The board self-serves, so your team stops being the search engine.
See it in action
One question. Years of threads, synthesized.
Dossier - 450 Marine Drive
"Where are we on the lobby renovation since 2024, what has the board committed to, and what's still outstanding?"
Dossier
The board approved a phased lobby renovation in November 2024, starting with flooring and lighting (Phase 1, completed June 2025). Phase 2 (front desk and entry doors, $48,000) was approved in February 2026 with work scheduled for May. A January 2025 vote to include accessibility upgrades was rescinded after the contractor's revised quote came in over budget; the board deferred that scope to a future capital plan.
Sources
Re: Lobby renovation - Phase 1 final scope and budget
Northstar Accessibility Upgrade Quote.pdf
Re: Phase 2 approval - vote summary
Answer board questions in one query, not five inboxes.
These are the questions the board asks their property manager once the original thread is buried.
- "What did the board approve for the parkade membrane repair?" Decision
- "What has the board committed to about the lobby renovation since 2024?" Deadline
- "Which outstanding commitments did the previous manager make on this file?" Ownership
- "What changed between the first landscaping quote and what the board approved?" Vendor
- "Which version of the bylaw amendment did the board approve at the last meeting?" Decision
- "What did the previous manager already tell the board about this issue?" History
Board answers stay tied to the building record.
When a board member asks for proof, your team points back to the exact thread, quote, or approval behind the answer.
Continuity
The workspace outlasts both teams
When a manager leaves or board members rotate, the new people inherit the record, not someone else's inbox. The building's history lives in the workspace, not in someone's head.
Defensibility
Every decision can be shown, not just claimed
When a past decision gets questioned at an AGM, in a dispute, or by an owner, your team can show the thread, the quote, and the approval behind it. The record is the answer.
Grow the portfolio without growing the team.
Council governance is the work that does not outsource and does not scale. Once that record lives in one place, the math shifts. Managers carry more buildings, new business gets easier to win, and the people who run your portfolios stay.
"What changes for our property management company?"
Based on the record your team builds, here's what changes:
- 01
Carry more buildings per manager.
When council work stops being the bottleneck, the portfolio grows without a new hire.
- 02
Win the pitch, not just the renewal.
Hand a prospective board a shared governance record on day one, something a cheaper bid can't match.
- 03
Keep the managers you can't afford to lose.
Take the inbox archaeology off their plate and the job stays sustainable.
- 04
Stop being the board's search engine.
Boards self-serve from the record themselves.
- 05
Onboard new managers in weeks, not quarters.
They inherit the building's full record day one.
- 06
Defend any past decision instantly.
Thread, quote, and approval, one click away.
Pricing
Simple pricing.
No per-door math, no per-seat fees. One price per workspace.
$99 /month
per building
per building
or $990 a year, two months free
Every member included. No per-seat fees.
Get early accessWe'll follow up with setup details and next steps.
What's included
- Capture by email, Cc or forward a thread, or upload documents
- Sourced answers, every claim linked to its original thread or file
- Share a conversation with your whole team, summarized
- A private workspace, your data is never used to train AI
- Export your record or close your account anytime
Volume & enterprise
Managing a portfolio?
Running several boards, buildings, or a whole portfolio? We'll tailor pricing and set everything up.
- Central admin across every workspace
- Volume pricing that scales with you
- Onboarding and historical email import
Dossier handles the email archaeology, so your team can run the portfolio.
A few practical questions for portfolio teams.
Dossier is meant to reduce rework for managers, not create another system everyone has to maintain.
Does this replace our PMS or owner portal?
No. Dossier captures board governance only. Your PMS still runs operations, work orders, and statements. Your owner portal still handles owner-facing communication. Dossier fills the gap none of those tools address: the email record of how the board actually governs.
Can we use this to win new business?
Yes. Firms bring Dossier into pitches as something concrete they give a board on day one: a shared governance record that stays with the building, not just a promise of good service. It is a reason a board picks your firm over a cheaper bid, and a reason they stay at renewal.
How is this different from AI features in Gmail or other inbox tools?
Inbox AI is built to help one person move faster through their own mail. It can summarize a single thread, pull a fact from an old email, or draft a reply. Dossier does a different job: it turns the threads and documents your management team and the board share into a sourced record of what was decided, by whom, and when. Even the strongest inbox AI does not stitch a board decision together across three separate threads spread over six months, treat governance decisions and vendor commitments as their own searchable objects, or carry that record forward when a manager moves to a new portfolio or the board rotates after the AGM.
Is Dossier only for email?
No. You can also upload documents directly in the dashboard. Engineer reports, vendor quotes, AGM packages, insurance documents, anything your board relies on. Dossier captures the record from both threads and uploaded documents. More sources are coming as we expand to the other places governance discussions live.
Can we ingest historical board emails, or only threads we Cc going forward?
The same Dossier address that handles Cc'd threads accepts forwarded historical emails. Forward years of board threads during onboarding so Dossier is useful from your existing record, not just from threads you Cc going forward.
Can we start with one building?
Yes. Most PM companies onboard one strata or HOA first, run it for a few weeks, and then add the rest of the portfolio as the value lands. Add buildings as you go.
Do board members use this too?
Yes. That's the point. Both your management team and the board have access. The board can self-serve governance questions instead of routing every 'what did we decide' through your team. The cleaner the board can answer their own questions, the less rework lands in your inbox.
How do you handle our data?
Your threads are never used to train AI models. Data is transmitted over an encrypted connection. Only members you invite can see your Dossier, and you can delete your data, export it, or close your account at any time.