Proflow
Proflow is an AI property management platform that reads a manager's inbox, classifies invoices, contracts and complaints, drafts replies in the sender's own language, and opens maintenance tickets. It runs on EU cloud or fully on-premise.
What is Proflow?
Proflow is a vertical SaaS platform that automates the inbox of a property management company. It is built by Roundly Consulting s.r.o., a Slovak limited company registered in April 2023, and went online under the proflow.sk domain in March 2026.
The problem it targets is narrow and concrete. A firm looking after two hundred or more buildings receives hundreds of emails a day: invoices from roofers, painters, plumbers, electricians and cleaning contractors; maintenance agreements; complaints and billing questions from owners and tenants; supplier price offers; and legal paperwork such as leases, building permits and insurance documents. The publisher argues that teams lose three to four hours every morning sorting that mail, and that years of institutional knowledge stay buried in it.
Proflow connects to existing IMAP mailboxes and reads everything as it arrives. Each message is language-detected, sorted into one of those five families, matched to a property, and its PDF or image attachments are parsed. The platform then drafts a reply in the language the message was written in, opens a maintenance ticket with a category, priority, assignee and deadline, and indexes the exchange for later retrieval. Staff review and approve before anything is sent, so the human stays in the loop.
Around that core sit nine further modules: buildings, apartments, garages and parking lots with owner and tenant records; a conversational assistant scoped to a given property; vector-based semantic search across the whole mail archive; role-based access control with TOTP two-factor authentication and an audit trail; bulk CSV and XLSX import with column mapping; and operational dashboards.
Two design choices set it apart. First, the customer picks the AI engine — Anthropic Claude, OpenAI, Azure OpenAI, Google Gemini, Mistral, DeepSeek, Groq, or local models through Ollama — and can switch at any time without losing data or configuration. Second, the platform can run entirely on-premise, on the customer's own hardware and with local models, so that no email or owner record ever leaves the building. The managed alternative is a European cloud hosted at Hetzner in Germany. The interface is bilingual, English and Slovak.
What it does
- Read incoming mailboxes continuously over IMAP and classify each message as an invoice, contract, complaint, price offer or legal document
- Detect the language of a message and draft a reply written in that same language
- Parse PDF and image attachments and extract invoice data from them
- Open maintenance tickets straight from an email, with category, priority, assignee and deadline
- Search the entire mail and document history by meaning rather than by keyword
- Answer natural-language questions about properties, owners, tickets and correspondence through a conversational assistant
- Enforce role-based permissions, two-factor authentication and a full audit trail across the whole workspace
When to use Proflow / When not to
A quick filter to help you decide if Proflow is the right fit.
When to use Proflow
- Property management companies running portfolios of 50 to 5,000 or more buildings, apartments, garages and parking lots
- Property managers and administrators whose morning is spent triaging hundreds of contractor invoices, owner complaints and price offers
- Facility management teams that need maintenance requests turned into tracked, assigned tickets without manual re-keying
- Organisations handling correspondence in several languages at once, where replies must go back in Slovak, English or German as received
- Firms with strict data-sovereignty requirements, who need the platform and its AI models to run entirely on their own servers
When not to use Proflow
- Anyone who needs a published price before talking to a salesperson: no amount, bracket or grid appears anywhere on the site
- Teams wanting to sign up and try the product themselves, since there is no free plan, no free trial and no self-service registration
- Developers who need to integrate the tool programmatically, as Proflow exposes no API and publishes no technical documentation
- Users expecting a mobile app, neither an iOS nor an Android build exists
- Anyone outside property management, since the classification rules, data model and vocabulary are built for that sector alone
How to use Proflow
A typical end-to-end flow, from setup to results.
- Fill in the demo request form on the contact page, stating company, work email and the number of properties managed
- Wait for the team to answer, which the site promises within 24 hours on business days, in Slovak or English
- Attend the 30-minute guided demo, held in person or online and run on scenarios drawn from your own portfolio
- Discuss deployment with the team and choose between the European cloud, a fully on-premise install or the hybrid arrangement
- Agree commercial terms, since pricing is quoted individually against portfolio size, email volume, team size and deployment mode
- Import owners and properties in bulk from a CSV or XLSX file, using the column mapping that auto-detects your headers and reports errors
- Link the IMAP mail accounts you want monitored; Proflow begins reading incoming messages immediately
- Select the AI provider you want to run on, or point the platform at local models if you are self-hosting
- Set up roles, permissions and two-factor authentication, then configure AI restriction rules and email blocklists from the admin panel
- Start small with a few mailboxes and part of the portfolio, then widen the scope once the classification is behaving as expected
Pros & Cons
Pros
- Genuinely vertical rather than a generic inbox tool: the email classes, objects and vocabulary are those of property management
- Full on-premise deployment is available, local AI models included, giving complete data sovereignty
- No lock-in on the AI layer, with eight supported providers and switching allowed at any time without losing data or configuration
- Unusually detailed data protection documentation for a publisher of this size, with sub-processors named alongside their country and transfer mechanism
- An unconditional commitment that customer data is never used for model training
- No feature gating between commercial arrangements: every deployment includes the whole platform
- Connects over standard IMAP and SMTP, so it slots onto existing mail infrastructure without a migration
Cons
- No public pricing at all: neither an amount, a bracket nor a grid appears on the pricing page, in the terms or in any structured data
- No free trial and no free plan, and no self-service entry point either, since sign-in and sign-up routes simply do not exist
- No API and no technical documentation: every API path probed returns a genuine 404 and no api or docs subdomain resolves
- No mobile application on either store, and none is claimed
- A very young and very small publisher: a 2023 company with 5,000 EUR of capital, one shareholder who is also the sole director
- No named customer and no verifiable reference; the four homepage testimonials give only first names, job titles and cities
- The headline performance figures are repeated across three pages with no method, source or measurement period attached
Pricing & Plans
No price is published. Proflow is quoted individually against the size of the portfolio, the volume of email, the size of the team and the chosen deployment mode, and the publisher directs every pricing enquiry to a custom quote obtained after a demonstration. The site states that there are no per-email fees or overage charges, that the deployment model affects the price but never the feature set, and that annual billing is available at a discount whose rate is not disclosed. No free plan and no free trial are offered, although the site does not expressly deny either; the three price fields of this record are therefore left empty rather than filled with a misleading figure. Note that the structured data on the homepage carries an offer priced at 0 EUR: this is a placeholder, and its own description reads "custom pricing based on portfolio size and deployment preferences". The only monetary amount on the whole site is the 100 EUR liability cap in the website terms, which is not a price.
- every Proflow deployment includes the full platform with no feature gating
- the only variables being portfolio size
- email volume
- team size and deployment mode
Data, GDPR & hosting
A consolidated view of how Proflow handles your data.
GDPR overview
Compliance is claimed explicitly, with both the GDPR and the Slovak Personal Data Protection Act 18/2018 Z.z. named. A dedicated compliance page sets out a sixteen-point checklist and concrete mentions: signed Data Processing Agreements with customers, hosting providers and every AI sub-processor; encryption in transit (TLS 1.3) and at rest (AES-256); a documented DSAR procedure covering Articles 15 to 22 with a thirty-day response; a Record of Processing Activities under Article 30; a sub-processor inventory under Article 28; and a 72-hour breach notification procedure under Articles 33 and 34. Erasure is implemented as irreversible cascade anonymisation under Article 17, reaching linked messages, attachments and AI embeddings. The Slovak supervisory authority is named. No security certification such as ISO 27001 or SOC 2 is claimed anywhere.
Who owns the data?
The published terms cover the marketing website only; use of the platform itself is governed by a separate software-as-a-service agreement that is not public. What the site does describe is the processing chain: the customer is the data controller and keeps ownership and control of owner and property data, deciding what is processed and why. Proflow acts as processor under a signed Data Processing Agreement and states that it follows the customer's instructions. Downstream sub-processors are contracted at each further level. Under on-premise deployment no email content or owner record leaves the customer's own infrastructure at all. For the website, Roundly Consulting s.r.o. is named as controller.
Reuse rights
The site gives an unconditional commitment that customer data is never used to train AI models, and it repeats this on the compliance page and in the compliance checklist. Five sub-processors are named with their role and location: Hetzner for hosting in Germany, and Anthropic, Voyage AI, Cohere and Google in the United States for email analysis, embeddings, semantic reranking and alternative generation, all under Standard Contractual Clauses. Customers can avoid non-EU processing entirely by selecting an EU provider or by running local models through Ollama, and may switch provider at any time without losing data or configuration. On the website side, Google Tag Manager, Google Analytics 4 and Cloudflare Web Analytics are used for audience measurement; the publisher states it does not sell, rent or share personal information for marketing purposes and embeds no advertising or social tracking scripts. As the platform contract is not published, none of these commitments can be read as contractually enforceable terms from the pages available.
Data retention & training
Hosting summary
Two distinct perimeters should not be confused. The marketing website is hosted on Cloudflare Pages, a global network on which technical data such as IP addresses may be processed, including on servers in the United States under the EU-US Data Privacy Framework. The platform itself is hosted on European infrastructure: in cloud mode, in Hetzner data centres in Germany. Customers who deploy on-premise keep everything on their own servers, and a hybrid arrangement pairs the cloud platform with local AI processing for sensitive material. Four AI sub-processors sit in the United States, Anthropic, Voyage AI, Cohere and Google, all under Standard Contractual Clauses, and all avoidable by choosing an EU provider or running Ollama locally. Data is encrypted in transit with TLS 1.3 and at rest with AES-256. The applicable jurisdiction is Slovak: the terms are governed by Slovak law and the supervisory authority named is the Slovak data protection office.
Things to keep in mind
Risks and trade-offs to weigh before adopting Proflow.
- The four homepage testimonials cannot be verified: none names a customer company, and the first witness is called Martin Kovac, exactly the placeholder name used in the site's own contact form and in its mock inbox screenshot
- The headline figures (80% less email handling time, 847+ emails a day, under two minutes to reply, 10+ languages) appear identically on three pages with no method, source or measurement period
- The published terms and privacy policy cover the marketing website only; the platform is governed by a separate SaaS agreement that is not public, so no contractual guarantee about the product can be read from what is online
- The homepage structured data declares the legal name as "Proflow" and an offer priced at 0 EUR: both are wrong, the publisher is Roundly Consulting s.r.o. and the product is quote-based, so neither should be taken at face value
- Handing a whole inbox to an automated classifier concentrates operational risk: a misrouted invoice or a missed complaint becomes invisible rather than merely late, which is why the review-and-approve step should not be switched off for convenience
- Teams that stop reading their own mail lose the tacit knowledge of who asks what and why; the semantic archive holds the record, but not the judgement built from having handled it
- The legal entity dates from April 2023, the domain from March 2026 and the first web archive capture from April 2026, so the vendor relationship is much newer than the company registration suggests
Setup & Integrations
Technical difficulty
Low in cloud mode, once the commercial step is done. There is no online sign-up, so getting started means a demo and a quote first. The technical work itself is modest: link the IMAP accounts, then bulk-import owners and properties from CSV or XLSX with auto-detected column mapping, validation and error reporting. The publisher advertises no servers to set up and one testimonial claims a week to go live. On-premise deployment is a different matter: it assumes the customer's own servers and possibly local AI models, an infrastructure effort the site never quantifies.
Deployment
Integrations
Supported languages
Behind Proflow
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
How much does Proflow cost?
Is there a free plan or a free trial?
Where is the data hosted?
Does the AI processing send data outside the EU?
Is customer data used to train AI models?
Which AI providers can be used?
Which languages does Proflow handle?
Does Proflow offer an API?
How long is data kept?
Is a Data Processing Agreement available?
Should you pick Proflow?
Proflow answers a narrow, real and unglamorous problem: the inbox of a property management firm, where contractor invoices, owner complaints, supplier quotes and lease paperwork arrive faster than anyone can sort them. It is a genuinely vertical product rather than a generic assistant with a property skin, and two of its choices are more substantial than the marketing around them. Full on-premise deployment, local AI models included, is rare at this end of the market and answers a real objection from firms holding sensitive owner data. And letting the customer choose among eight AI providers, with switching allowed at any time, removes the dependency that most competitors quietly build in. The data protection documentation is unusually specific for a publisher this size: sub-processors are named with their country and transfer mechanism, retention periods are given in figures, and the erasure process is described step by step.
Against that, the commercial side is opaque and the evidence thin. Nothing is priced, there is no trial, no free tier and no way in except a sales conversation. There is no API and no mobile app. No customer is named and the four testimonials give only first names and cities, one of them the very name used as the placeholder in the site's own contact form. The performance figures are repeated verbatim on three pages without a method or a period. The publisher is a 2023 Slovak company with 5,000 EUR of capital, a single shareholder who is also the sole director, and a website that only went live in March 2026.
The result is a credible, well-documented product from a very young vendor. It deserves the demonstration it asks for, and a careful reading of the SaaS contract that the public pages do not include.
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