Maintenance intake
Property management maintenance intake workflow for tenant requests and vendor follow-through
Turn tenant maintenance emails, portal requests, texts, photos, vendor updates, owner approvals, and completion notes into one trackable workflow.
Built by Duncan Anderson, an AI engineer and data scientist who builds practical automation around real operating workflows.
What usually breaks
Where property managers lose time or revenue
The first audit is deliberately narrow. We identify the repeatable workflow, the owner, the inputs, the status points, and the places where a small automation would actually survive daily use.
Tenant requests arrive through too many channels and need manual re-entry.
Urgent items, repeat issues, and photo evidence are not consistently categorized.
Vendor dispatch and owner approvals live in separate email threads.
Weekly owner updates require manual status cleanup.
Workflow map
The audit follows the real work, not a generic AI checklist
The audit targets tenant/vendor admin load, where small firms often know the process but lack a dependable system.
Request intake, property/unit, tenant, category, urgency, photo/document attachments, and duplicate detection.
Triage decision: emergency, routine, tenant responsibility, owner approval, warranty/vendor callback, or quote needed.
Vendor assignment, scheduling, status updates, completion proof, invoice capture, and owner/tenant communication.
Reporting for open aging, repeat issue types, vendor response time, and owner approvals.
Automation candidates
Likely first builds
The right first build is usually small, specific, and close to revenue or deadline pressure.
Unified maintenance intake queue from email/forms/portal exports.
AI triage labels for urgency, trade category, duplicate issue, and missing information.
Vendor follow-up reminders and tenant status update drafts.
Owner approval packets with summary, photos, estimate, and recommended next action.
Audit output
What you get back
The goal is a decision-ready plan: what to automate first, what to keep manual, and what data or tool connection is needed.
A maintenance request lifecycle map.
A triage taxonomy for urgency, category, owner approval, and vendor routing.
A status-update and vendor follow-up automation plan.
A reporting view for open tickets, aging, vendor response, and repeat issues.
Request the audit
Send the workflow that is costing time, deals, or deadline confidence
Specifics help. Include the tools involved, how the work arrives, who owns it, where status gets lost, and what would count as a useful win.
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