How PHAs can use AI in housing operations

By Niki Kolisch on January 29, 2026 in PHA RentCafe PHA Technology

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Housing authorities have a window to invest in technology that can ease operational pressure. The timing could not be better because as housing programs evolve, so do the regulations that govern them. Many agencies are dealing with multiple layers of compliance just to keep communities moving forward. These added complexities demand more work for housing teams who are already stretched so thin. This is exactly why we need to talk about AI in housing operations.

When you think of AI, you may associate it with job replacement. However, that’s far from the truth. AI has the power to speed up the mundane tasks that eat up your staff’s day, which just means they have more time to focus on compliance and resident services and the work that desperately needs their attention.

“Based on an in-house survey, 40% of our tasks could be performed with technology. That would free up our time to focus more on our customers, which is ultimately the primary reason we are called to serve,” said James Cox, chief executive officer of the Greensboro Housing Authority.

How PHAs plan to use AI in housing operations

The scope of what AI can do can feel overwhelming. In housing, there are so many ways it can be applied, and it’s hard to know where to start. We spoke to a few agency leaders at our latest executive briefings. Topics included administration and compliance; maintenance and operations; PHA reporting; and applicant and resident engagement.

Administration & compliance

Property managers and caseworkers are still spending too much time on tasks that could be easily automated. These include inspections, payment standards, rent increase processing and invoicing.

“Embedding processes like inspections, rent comparisons and payment standards directly into workflows can help reduce errors and streamline decision-making,” said Lori McGowan, deputy director of the Spokane Housing Authority.

Any administrative or compliance task has the power to be automated as technology grows. It can reduce the risk of errors and speed up the decision-making process.

Maintenance & operations

Your field staff can save hours of time with AI applications. In fact, Claire Russ’s team is already thinking about how it can better support them.

“Our maintenance staff suggested taking photos of parts and having AI identify and order them automatically. It would eliminate paperwork for them completely,” said Claire Russ, chief of agency analytics, inspections and technology at the Cuyahoga Metropolitan Housing Authority.

This way of using AI means maintenance teams could reduce downtime, eliminate manual data entry and keep units operational by catching problems faster. And this would all be possible without needing to come into the office and file requests.

PHA reporting

Whether it’s monthly VMS reporting or pulling up historical case data, locating reports is an unnecessary task that can also be automated. AI can act as a personal reporting assistant, easily detecting exactly what your staff member needs without the extra clicks.

Instead of navigating multiple systems, they could just ask, “Show me my VMS totals for last month,” and get an answer in seconds.

Applicant & resident engagement

Call centers at most housing authorities are overrun. Staff workloads continue to grow and residents want faster answers. AI-powered chatbots can ease the demand here by providing pre-generated answers to questions or routing requests to the right person.

“70% of user questions can be solved in real time with chat or handed off to a user,” said Chuck Manly, vice president of affordable housing and PHA at Yardi.

How to keep your people at the center when adopting AI

To get the most value from AI, agencies need to be proactive about how they approach it.

Adopting technology matters, of course, but so does the need to apply it to your culture and staffing. “Our staff is not concerned about losing their jobs. They know we’re human-centered,” said Russ. Embracing technology while protecting the people who conduct the important work you’re doing is critical. When the two work harmoniously, agencies can work more efficiently and intentionally. Let automation handle the repetitive tasks so your staff can focus on the community you serve.

Some agencies are even asking their staff to help them figure out what can be taken off their plate.

“We’re getting idea generation from staff. They’re excited about the opportunity to start helping our residents to prosperity, rather than focusing on the mundane tasks and sitting behind a desk pushing paper,” said Russ.

Yardi’s AI solutions for housing authorities

Yardi is in the process of developing AI solutions designed specifically for public housing agencies. Our solutions automate repetitive tasks, enhance reporting and improve communication. The goal is to reduce administrative burden, support compliance and give staff more time to focus on residents.

Our roadmap includes PHA-specific AI agents that can assist with:

RFTA processing
Portability workflows
Rent Increase Requests
Inspection Management
VMS Monthly Reporting

Yardi’s AI tools are currently in development, with phased rollouts planned throughout 2026. We’re working closely with PHAs to ensure these tools meet the specific needs of the public housing sector.

Want the latest updates on Yardi’s AI solutions for housing authorities? All updates drop on our PHA and Affordable Housing LinkedIn. Follow us to stay ahead of what’s coming.