Maintenance intake and dispatch automation
Maintenance is where residents decide whether to renew and where owners decide whether to stay. We automate the intake, routing, and follow-up so requests move faster and your coordinators spend their time on the jobs that need judgment.
The problem
- Requests come in with "it is broken" and no photos, so the first step is always a phone call.
- Coordinators spend the day chasing vendors for status updates and invoices.
- After-hours calls wake someone up for problems that could wait until morning.
- Work orders sit open for days and nobody notices until a resident complains.
What changes
Faster repairs, fewer status calls, and fewer late-night pages for your team.
Works with
Typical builds
Every company is different, so we scope each project after the assessment. These are the builds we see most often.
Request intake and triage
An assistant collects the details, photos, and access notes, walks the resident through simple fixes, and sets the urgency before a work order is created.
Vendor dispatch
Work orders route to the right vendor by trade, area, and your approval limits, with the details the vendor needs to show up prepared.
Open work order follow-up
Automatic check-ins with vendors and residents, status updates synced to your PMS, and an alert when a ticket ages past your target.
After-hours screening
A voice or text assistant sorts real emergencies from next-day issues and only pages your on-call person when it matters.
From assessment to running in your office
Assess
We map the current workflow with the people who do it and measure how long it takes today.
Build
We build the automation around your existing tools, with a person approving anything that matters.
Pilot
Your team uses it on real work. We compare the results against the baseline and fix what they flag.
Hand off
Your team gets trained and documented, and we stay on for support if you want us to.
Read more on this
How to handle after-hours maintenance calls without burning out your team
A practical setup for after-hours maintenance at a property management company: what counts as an emergency, how AI screening works, and what to keep human.
Read the guide →AI receptionist for property management: what it handles and what it shouldn't
What an AI receptionist can do for a property management company: leasing calls, maintenance intake, after-hours screening, and owner questions, plus how to set it up so callers are not frustrated.
Read the guide →Property management AI statistics for 2026
Sourced statistics on AI adoption, staffing, response times, and maintenance in property management, with a link to the original report for every number.
Read the guide →Maintenance intake & dispatch: common questions
What happens if the AI misjudges an emergency?
You set the rules. Anything that matches your emergency list (water, gas, no heat in winter, safety issues) escalates to a person right away, and anything unclear escalates too. We review the logs with you during the first weeks and tighten the rules.
Do we have to switch maintenance software?
No. We build around the PMS and maintenance tools you already use. If you use a dedicated maintenance platform, we connect to it instead of replacing it.
Can vendors keep working the way they do now?
Mostly, yes. Vendors get clearer work orders and simple text or email check-ins. They do not need to learn a new app.
Can AI answer after-hours maintenance calls?
Yes. A voice or text assistant can take the call, collect the details and photos, and follow your emergency rules. True emergencies go to your on-call person right away. Everything else becomes a work order for the morning.
Related services
Leasing & lead response
Answer every rental inquiry in minutes, pre-screen prospects, and book showings without phone tag.
Back office & accounting
Stop keying in vendor invoices, chasing late rent by hand, and building owner statements from exports.
Integrations & custom software
Connect your PMS to the rest of your tools, or build the dashboard and internal tool you keep wishing existed.
Find out where your team's hours are going
We interview the people doing the work, measure what their repeat tasks cost you, and show you working demos of the top three fixes. You see the ROI math, built from your own numbers, before you commit to anything.