For US property managers
We build and run your website, and put an AI coordinator on every move-out: the deposit deadline for the state the unit is in, what that state wants with the refund, and the statement drafted for you to check and send. No legal advice, and nothing to do with screening.
In California, New York, Florida and Texas the deposit deadline runs from move-out. The paperwork differs by state. The penalties end in losing the right to keep any of it, or paying back a multiple of it.
Most of the obvious jobs are already in the software property managers pay for, and we do not sell them. The deposit clock is the gap we found.
Every move-out, and the day it is due · What that state wants with the refund · Prepared, never sent
In California, New York, Florida and Texas the deposit deadline runs from move-out. The paperwork differs by state. The penalties end in losing the right to keep any of it, or paying back a multiple of it.
The deposit clock
| State and statute | The deadline, from move-out | What has to go with it | The penalty in the statute |
|---|---|---|---|
| California | 21 calendar days after the tenant has vacated | An itemised statement with the refund. Receipts for repair and cleaning deductions, unless they total $125 or less. Photographs taken at hand-back and before and after repairs, with any repair or cleaning deduction. Refund made electronically if the tenant paid electronically, unless agreed otherwise in writing. | Keeping the deposit in bad faith: the landlord loses any claim to it, and statutory damages of up to twice the deposit, on top of actual damages.Cal. Civ. Code §1950.5(g), (h), (m) |
| New York | 14 days after the tenant has vacated | An itemised statement with the balance. Before move-out, written notice of the tenant's right to an inspection. | Miss the 14 days and the landlord forfeits any right to keep any part of the deposit. A wilful violation: punitive damages of up to twice the deposit.N.Y. Gen. Oblig. Law §7-108(1-a)(d), (e), (g) |
| Florida | 15 days to return it if there is no claim. 30 days to send a notice of claim. | The notice goes by certified mail or by email, in wording the statute sets out. The tenant then has 15 days to object. | Miss the 30 days and the landlord forfeits the right to impose a claim on the deposit. The winner in court is owed costs and a reasonable attorney's fee.Fla. Stat. §83.49(3) |
| Texas | On or before the 30th day after the tenant surrenders possession | The deposit back, or a written description and itemised list of the deductions. | Past the 30th day the landlord is presumed to have acted in bad faith. Bad-faith retention: $100, plus three times the amount wrongfully withheld, plus the tenant's reasonable attorney's fees. No itemised list, in bad faith: the right to keep any of it is lost.Tex. Prop. Code §92.109(a), (b), (d) |
Not legal advice. Four statutes as read on 18 Sep 2026, cut down to the clock; each has conditions and exceptions not shown here. Illinois and other states are not listed because their statute text has not been read yet.
Most of the obvious jobs are already in the software property managers pay for, and we do not sell them. The deposit clock is the gap we found.
The problems in the owner's own words, and three things we would build against them.
Every move-out, and the day it is due
One board with every unit handed back and not yet settled, sorted by whichever deadline lands first. The count starts from the move-out date in your software and follows the statute of the state the unit is in.
What that state wants with the refund
California wants receipts with repair and cleaning deductions when they total more than $125, and photographs with them. Florida wants its notice of claim by certified mail or email, in the statute's own wording. New York wants the itemised statement inside 14 days. Each move-out gets its own state's list, ticked off as the pieces arrive. A state is added only after its statute has been read.
Prepared, never sent
It drafts the itemised statement from the ledger charges, and the Florida notice of claim when a Florida unit needs one. A person on your team checks it, sends it and posts the refund in your software. It never decides what a deduction is worth, and it gives no legal advice about a dispute.
A property manager messages the coordinator a few days after a move-out
The caller: 4B on Alder Street moved out on the 15th. What do I owe the tenant, and by when?
The AI: 4B is in California, so the itemised statement and any refund are due 21 calendar days after they vacated. That is the 6th of next month, and it is on the board.
The caller: Can I charge them for the carpet? It was old anyway.
The AI: I can't tell you that. Whether a charge is allowed is a legal question, so I've flagged it for your attorney. If you do keep it, I'll need the receipt and the photos for the statement, and I have neither yet.
The caller: The photos are on the vendor's phone.
The AI: I'll ask the vendor for them now. The statement is drafted from the ledger. You check it and send it; I won't send it for you.
Most of it, and we say so. Leasing enquiries, maintenance requests, tenant messaging and the itemised statement itself are already in the platforms, some included and some as paid extras. We do not sell any of those. What we did not find in the move-out steps we read is a count of the days for the state the unit is in, and the list of what that state wants with the refund. That is the part we build.
No. That is a legal question, and it goes to your attorney. It shows the deadline in the statute, what the statute says goes with a deduction, and what is still missing from the file. It never decides what a deduction is worth.
The ones whose statute we have read and written in: California, New York, Florida and Texas so far. A state is added from the statute text, never from a summary. If you manage units in a state that is not on the list, we read that state's statute before we switch it on for you.
No. It drafts the statement and, for a Florida unit, the notice of claim. A person on your team checks it, sends it and posts the refund in your software. Nothing goes to a former tenant under your name without you.
No. Scoring, ranking or filtering renters is outside what we build, in any form. A tenant-screening score has already ended in a fair-housing class-action settlement, and we stay out of that decision entirely.
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