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.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →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.
Readiness Sprint
A fixed first step before any larger automation build
Before anyone builds, we map one costly workflow end to end, decide what AI should draft and what people must approve, and write the pilot brief. You keep every document whether or not we build together.
- From CAD 6,500, fixed before we start
- 10 business days
- 50% to start, 50% at readout
- English or French
Six things you keep
Workflow map
Current state end to end: steps, handoffs, systems, volumes and where time goes.
Intake and status schema
The fields and states a system would read and write, agreed with the people who do the work.
Exception taxonomy and decision rights
What goes wrong, how often, and who is allowed to decide each case.
Review-first prototype spec
Exactly what AI drafts, what a person approves, and what is never automated.
Pilot and measurement brief
Scope, baseline, success metric, stop conditions and a fixed-fee build quote.
Executive readout
Findings and a clear build / don't-build recommendation, with one round of revisions.
Offer path
Document Intake and Review Workflow
An intake queue with missing-info checks, summaries, classifications, status, and a human approval step before records change.
First build could be
A small workflow your team can review
Unified maintenance intake queue from email/forms/portal exports.
Not this
Clear scope boundary
This is not property management software replacement; it cleans up intake, vendor follow-through, and status.
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 a fit review
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.
What happens next
I review every workflow personally and usually reply within two business days. If there is a fit, the next paid step is the AI Readiness Sprint.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Other workflow audits
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