Question 1

Does TOPS Software have a built-in phone answering feature?

Accepted Answer

TOPS Software does not include a built-in phone answering service. It focuses on property management, accounting, and community operations. AgentZap adds a dedicated AI phone receptionist that answers resident calls 24/7, creates work orders, handles emergency dispatch, and logs everything directly into your TOPS system via API.

Question 2

How does AgentZap integrate with TOPS Software?

Accepted Answer

AgentZap connects to TOPS through the TOPS API. When a resident calls, the AI receptionist accesses your TOPS data to identify the caller, check their unit and community, and create work orders, violation reports, or amenity bookings directly in your TOPS system. Setup takes about 15 minutes with our onboarding team.

Question 3

How much does an AI receptionist for TOPS cost?

Accepted Answer

AgentZap starts at $109/month for 150 minutes of call handling. Compare that to $3,500-$4,500/month for a full-time front desk receptionist — that's a 97% cost savings while providing 24/7 coverage instead of just business hours. Most HOA management companies see ROI within the first month from captured after-hours emergency calls alone.

Question 4

Can the AI handle after-hours emergency maintenance calls?

Accepted Answer

Yes. AgentZap provides 24/7 emergency dispatch for TOPS-managed properties. The AI detects urgent issues like water leaks, burst pipes, power outages, elevator malfunctions, and flooding. When an emergency is detected, it immediately notifies the on-call maintenance vendor via SMS and phone with full details including unit number, resident contact, and issue description.

Question 5

Can the AI handle multiple communities at once?

Accepted Answer

Yes. AgentZap supports multi-community management — whether you manage 5 HOAs or 500. The AI identifies which community the resident is calling about, routes to the correct property manager, and logs work orders to the right TOPS account. Each community gets its own greeting, rules, and escalation protocols.

Question 6

How does the AI handle violation reporting?

Accepted Answer

Residents and board members can call to report violations like parking infractions, landscaping issues, noise complaints, or architectural guideline violations. The AI captures the violation type, location, description, and any photo references, then logs the report directly into TOPS for compliance tracking and board review.

Question 7

Can residents book amenities through the AI?

Accepted Answer

Yes. The AI checks real-time amenity availability in your TOPS system and handles reservations for clubhouses, pools, tennis courts, gyms, event spaces, and other community amenities. Residents get instant confirmation without waiting for office hours or filling out forms.

Question 8

What information can the AI provide to residents?

Accepted Answer

The AI handles questions about board meeting schedules, community rules and regulations, assessment due dates, amenity hours, maintenance request status, move-in/move-out procedures, guest policies, and community announcements. It pulls data directly from your TOPS system so answers are always current.

Question 9

How do I set up AgentZap with TOPS?

Accepted Answer

Setup takes about 15 minutes in three steps: (1) Connect your TOPS account to AgentZap using API credentials from your TOPS dashboard, (2) Configure your community greetings, emergency protocols, and escalation rules, (3) Forward your office phone number to your AgentZap number. Our onboarding team handles the technical configuration for you.

Question 10

What can AgentZap do that TOPS Software can't?

Accepted Answer

TOPS is excellent property management and accounting software, but it doesn't answer your phone. AgentZap adds 24/7 AI phone answering on top of TOPS — so every resident call is answered, every maintenance request is captured, every emergency is dispatched, and every violation is logged, even when your office is closed.

Feature	Human Receptionist	AgentZap + TOPS
Monthly Cost	$3,500 - $4,500	$109/mo
Availability	40 hrs/week	24/7/365
Simultaneous Calls	1 at a time	Unlimited
TOPS Integration	Manual entry	Automatic via API
Emergency Dispatch	Off-hours voicemail	Instant 24/7 dispatch
Annual Savings	—	$40,000 - $52,000+

AI Receptionist for TOPS

AI Phone Answering. Built for TOPS.

24/7 Resident Call Handling

Work Order Creation

Emergency Maintenance Dispatch

Violation Reporting

Amenity Booking

Board Meeting Inquiries

From phone call. To resolved request.

Resident Calls

AI Answers

Logs to TOPS

Action Taken

Works for Every TOPS Community. HOAs. Condos. Associations.

Property Management

HOA Management

Condominium Mgmt

Community Assoc.

Apartment Complexes

Townhome Communities

Retirement Communities

Gated Communities

Mixed-Use Properties

Co-ops

Resort Communities

Commercial Properties

AI Receptionist vs. Hiring Staff. Save 97%.

TOPS + AgentZap. Questions answered.