How do you connect Vantaca to your inbox so that an email from a resident starts the right process?
Put Bombos next to Vantaca: it reads the email that residents and vendors send to info@, looks up the community and the owner in Vantaca, and proposes the manager with a draft reply. For a leak, a proposal for the contractor's work order is ready too. After your approval in Bombos, the reply goes out and the work continues in Vantaca. It works next to Vantaca, not instead of it.
What Does Vantaca Already Do, and What Not?
Vantaca is built around process. The company describes automated communication and task routing in which every step is assigned to the right person. Home by Vantaca gives residents announcements and association documents, and gives board members invoice approval and ARC voting. HOAi Fleet takes on back office work such as month-end, onboarding a new community and the monthly board package.
What starts outside Vantaca is the email itself. A homeowner writes to info@ that water is coming into the garage, a vendor asks the manager directly whether a repair has been approved, a board member sends a long message with several questions in it. Before any process in Vantaca can pick that up, someone reads the message, finds the community and the owner, and decides who takes it.
That first step is what Bombos prepares. It reads the email, looks up the community and the owner in Vantaca, proposes the manager with the reason, and drafts the reply. A message with several questions gets an answer per question. For the water in the garage, the work order for the contractor is ready as a proposal. Which vendor a community prefers is often something only one manager knows; Bombos asks about it and records it, so it counts next time.
Which Tasks Run on Vantaca?
Each task below starts with an email at info@ or at a manager's own address and ends, after your approval in Bombos, in Vantaca or in the resident's inbox. The water in the garage becomes a work order proposal. The vendor who asks about an approval gets an answer with the status next to it. The board member's long message becomes replies the manager only has to check. After that, Vantaca runs the process the way it does now, with the task routed and assigned inside Vantaca, and the email that started it no longer sits unread in someone's inbox. You start with one task. After that, your own team teaches Bombos the next one, and you do not need to be technical for that.
What Changes in Your Week?
The gap between an email arriving and the right process starting in Vantaca gets small. Your managers open Bombos and see each message with a name, a reason and a draft, instead of reading info@ from the top. Residents hear back sooner, and a vendor no longer has to write twice to find out whether a repair is approved. The same team does more work, at a higher quality, for less than half a day a week of the colleague you would otherwise hire.
We start with one task and set it up together with you, with your own Vantaca and your own mailbox. Bombos asks which manager covers which community and which messages go to accounting, and we write that down. We take you through that first step, and after that you can do it yourself. Your own team teaches Bombos the next task, without us.
What Doesn't Go Out Without Your Approval?
Bombos sends no reply to a resident, owner or vendor and puts no work order into Vantaca until someone at your company presses Approve in Bombos. Even a drafted answer to a board member waits for that approval. That limit is always on. Only Bombos can switch it off, at your explicit request and at your own risk.
For every step you can read back afterwards what happened and why. For the work inside your office, such as looking things up, checking and preparing, you decide how much Bombos does ahead of time; messages to customers and payments always wait for your approval. A proposal can be wrong, even when the reason sounds believable. When in doubt, Bombos asks instead of guessing.
Bombos also works with Buildium, AppFolio, and CINC Systems.
All tasks Bombos takes on are listed under use cases.