Illustrative exampleConstruction / Property Management

A property manager's maintenance inbox, sorted before anyone opens it

Three hundred and forty units fed one shared inbox, and a real leak sat unread over a weekend. An AI agent now triages every request and wakes the on-call phone only when it should.

This shows the kind of work we do. It is not a client engagement, and the business in it is invented.

Where it started

The problem

Tenants describe the same leak eleven different ways. Some wrote URGENT about a squeaky cabinet door. One wrote a polite paragraph about water coming through the ceiling, and nobody read it until Monday.

After hours, the line forwarded to whoever was on call. They then had to work out from a voicemail whether to wake a plumber.

What changed

What we did

An AI agent reads every request the moment it arrives, whether it came by email or through the tenant portal. It finds the unit, asks for a photo if there isn't one, and sorts the job into one of four urgency levels the managers wrote themselves.

Anything mentioning water, gas, smoke, or no heat below freezing goes straight to the on-call phone with a summary and the photo. That list was the managers' call, not ours.

Everything else lands in the work-order system already tagged, with the vendor that property normally uses for the trade suggested beside it. A person still approves every dispatch.

We moved the after-hours line to a cloud phone system at the same time, so the on-call phone gets the summary as a text before it rings.

Built with

  • AppFolio API
  • Python
  • Twilio
  • Microsoft 365

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