Automate apartment maintenance requests from call to closed work order
Residents call, text or email a repair. The agent sorts emergencies, opens the work order, sends the vendor and follows up until it's closed.
- Reach it by
- Phone
- Text
- Web
- Who can use it
- Residents on the lease, your maintenance staff and property managers
- Works in
- AppFolio (Max plan) or Buildium (Premium plan) · Your phone line · Text and email · Your on-call schedule · Your vendor list
The problem
A resident texts a photo of water under the sink at 11pm. Is it a slow drip or a burst supply line? Someone has to look, decide, and wake up the right person.
In the daytime it's the same job, slower. Retype the request into AppFolio or Buildium, pick a plumber, call the resident to set a time, send the notice of entry, then chase the vendor for an invoice and photos so you can close it.
Work orders sit open for weeks. Residents call back angry. And the damage a resident caused gets fixed on your dime because nobody billed it back.
What your agent does
- A resident calls
- Or texts a photo
- Or emails
- Your agent checks the unit and leaseSorts emergency from routine using your rules
- After hours: pages on-callKeeps calling down the list until someone answers
- Work order openedIn AppFolio on the Max plan or Buildium on Premium
- Vendor picked by tradeFrom your approved vendor list
- Entry scheduledNotice of entry sent to the resident
- Followed up until closedVendor photos, invoice and resident sign-off
- Resident damage billed backCharge drafted for the manager to approve
What you get
- Every request in a work order, with photos, within minutes
- Emergencies reach on-call at 2am without the resident waiting on hold
- Notices of entry sent on time, every time
- Work orders closed with photos and an invoice, and resident damage billed back
Who approves what
You decide what counts as an emergency and who's on call. Routine work orders with an approved vendor under your not-to-exceed amount can go out on their own. Anything over that amount, and every charge back to a resident, waits for the property manager to approve.
Common questions
- How does it decide what's an emergency?
- From your list. Active water, no heat in winter, gas smell, a door that won't lock, and so on. When it isn't sure, it treats the request as an emergency and pages on-call. A gas smell always gets told to leave and call the gas company first.
- Does it handle notice of entry rules?
- It sends the notice the way you set it up, with the notice period your lease and your state call for. You or your attorney set those rules. The agent follows them and keeps a copy on the work order.
- Does it work inside AppFolio or Buildium, or next to them?
- Inside, on the plans that let you connect outside tools: AppFolio Max and Buildium Premium. Work orders, vendor assignments and charges land where your team already looks. On other plans the agent sends your team each finished work order to enter. We check your plan on the free call.
Read more
How to find the job worth handing to an AI agent.
The best first job for an agent isn't the smallest one. It's the one that touches the phone, the inbox and two or three pieces of software, and needs someone to remember to chase it.
Read the post
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