Turning a reported problem into a routed work order
The same burst arrives by phone, by portal and by text within an hour, and the work is collapsing it into one order with the property, the unit and the tenant already attached, then classifying it against a written urgency rule: no heat in January escalates to a person immediately, a running toilet books into the plumbing queue. What makes triage safe is that the emergency boundary is conservative and encoded rather than guessed at two in the morning, and every duplicate arrival after the first updates the record instead of becoming a second vendor dispatch.
The management system is authoritative for money and knows nothing about the phone call where the owner approved the repair.
A management company runs two ledgers that must never mix: the money it holds for owners and tenants, and its own. Everything downstream of that separation is regulated, which shapes what automation is allowed to touch.
- Property Meld
- AppFolio
- Twilio
When this is the wrong thing to build
Pick something else if your vendor list is unreliable, in which case faster routing sends work to people who will not show up.
The constraint that shapes it
In most states property management is licensed brokerage activity, which means the company operates under a broker and its handling of client funds is supervised, with segregation from operating money and periodic reconciliation expected. More on how this sector works.
Something arrives from anywhere. It becomes one record with one owner. Read what this shape is, or start from one of these.
- Turning portal leads into one shape a person can work
- Turning an after hours maintenance call into one work order
- Entering a new client once instead of four times
- Filing client email to the matter instead of the inbox
- Booking a service call without a person typing it
- Sorting a return visit into callback or new work
- How do I tell an emergency maintenance call from a routine one?
- Can a maintenance request be matched to a unit automatically?
- Why do the same repair requests arrive twice in one day?
- How do I attach a property and unit to an emailed request?
Back to property management, or see how this is priced and scoped.