The challenge: A senior coordinator spending the entire Q3 on compliance calls

Vanguard FM Solutions manages commercial and industrial properties across Melbourne. As part of their management agreements, they're required to conduct annual safety compliance verification for every tenancy: confirming that tenants have current fire safety equipment, electrical testing certificates, and emergency evacuation plans in place.
With 1,600 tenancies across the portfolio, the compliance coordinator spent 12 weeks each year making outbound calls to verify each tenant's compliance status, chase missing documentation, and log results. The process was tedious, error-prone, and consumed a senior coordinator's entire Q3 every year.

The solution: All 1,600 tenancies contacted in 12 days, records updated automatically

Thrumble AI ran the entire annual compliance campaign. Over 12 days, the AI contacted all 1,600 tenancies, speaking in a professional Australian English voice.
Each call followed a structured compliance checklist: confirming the tenant contact, verifying fire safety equipment service dates, electrical test certificate expiry, evacuation plan review dates, and any outstanding compliance actions.
Tenants who confirmed compliance had their records updated automatically. Those with expired or missing documentation received a follow-up SMS with a link to upload their certificates. Non-responsive tenants were flagged for escalation.

The results: The numbers speak for themselves

• 1,600 tenancy compliance checks completed in 12 days. Previously: 12 weeks.

• 1,180 tenancies confirmed compliant on the first call (74% compliance rate).

• 290 expired certificates identified and follow-up documentation requests sent automatically.

• 130 non-responsive tenancies flagged for escalation with structured call attempt logs.

• Zero manual data entry. Every compliance status update logged automatically.

The commercial impact: $90K saved. Quarterly compliance checks now feasible.

$90,000 AUD per year in coordinator time saved.
The 12-day completion window means Vanguard can now run compliance checks quarterly instead of annually, significantly reducing their audit risk exposure.
Deployed in 3 weeks.

1,600 tenancies checked. 12 days instead of 12 weeks. Audit-ready, year-round.