Purchasing Guides / Property Maintenance Intake

Property Maintenance Intake

A purchasing guide to buying a workflow that turns residents' repair requests into clear work orders for your property team to review.

Yearly running cost

Assuming 18,000 requests a year

By hand
$36K / year
1,500 hours of work
Subscription
$24K+ / year
This workflow
$421 / year
Machine usage only; setup, hosting and review are extra.
Work ordersWhat should happen to a repair request?

Prepare a work-order draft, or create it in your property system after staff approval.

What is included

Submit resident text and trusted property details. Receive a work-order draft, suggested trade and urgency, evidence excerpts and questions for missing information. Staff reviews every request.

Supply English repair text, trusted property references and your rules. The guide covers up to 1,000 managed units, 50 rules and 1 property-system API. Confirm API access before commissioning a connector.

Staff reviews every request. Resident messages, appointments, dispatch, spending and repair completion are not automated.

AccuracyHow accurate should the work orders be?

Check the facts, trade and missing details. Urgent reports must follow your approved escalation rules.

This does not replace your emergency reporting or on-call process.

How work orders are checked

Proposed targets, not measured results. Use held-out reports from your properties, including urgent, incomplete and wrong-unit requests.

Targets for your selected checks
What is checkedTarget
Work-order details captured correctlyRequests preserving every supplied essential fact divided by all labelled requests. Wrong unit, invented facts, omissions and missing output fail; unknown fields stay unknown.≥95%
Correct trade classificationCorrect trade or approved review route divided by all labelled requests. Sending an otherwise classifiable request to review counts as a miss; report results by trade.≥90%
Urgent cases escalatedCorrectly escalated requests divided by all labelled urgent requests. Report false alarms separately. Existing urgent channels remain active; the target is not a guarantee of detecting every emergency.≥99%
Missing details identifiedIncomplete requests with all required missing fields identified divided by all labelled incomplete requests. Invented answers and irrelevant or missing questions fail.≥95%

Keep urgent contact information available without waiting for AI. Private-data leaks, unapproved writes and suppressed explicit emergency reports block release, regardless of average accuracy.

SpeedHow quickly should a draft be ready?

Choose the time to prepare a complete draft. Staff review and repair time are separate.

Timing and input limits

At least 95% of test requests should meet the target at 5 concurrent requests. Include rule lookup, queueing, checks and retries.

Reference input: up to 1,000 words per submitted request. Text is supplied by staff or your existing system. Voice, photos, inbox connections and longer inputs need their own scope.

Running-cost targetHow much should each request cost?

Set the budget for processing a repair request. Reprocessing new details costs another run.

Cost details

Reference machine cost: $0.03 – 0.05 per request at 1,500 requests a month. Includes model steps, retries, rule lookup and allocated hosting.

Staff review, repairs, system subscriptions, connector charges, caller-agent costs and maintenance are separate. Your cap is a target; confirm it with the selected accuracy and speed. Local inference needs measurement.

Your environmentWhere should it run?

Choose your hosting and model access. Keep resident information limited to what the workflow needs.

Hosting and permissions

Run the workflow, rules and staff review queue in your cloud account with property-scoped access.

Send only authorised repair text and relevant property rules to your approved model provider. Avoid unnecessary resident identifiers.

Agree access by property, retention and who approves writes. Local AI can still use an authorised property-system API; it does not make that system offline.

Staff interfaceHow should your team use it?

Connect your agent or use a staff web page. The property-system connector is chosen above.

Anything else your provider should know?

Optional. Add your property system, input channels or special rules.

Common questions

When should I buy this instead of using property-management software?

Use your existing product if its intake, integrations and rules fit. Buy when you need your own deployment, specialised rules or staff workflow and have someone to maintain them.

Will it handle emergencies for us?

No. Keep your established urgent-contact and on-call process active. The workflow can flag requests using approved rules, but staff must review every request and it must not delay urgent help.

Can it create work orders in our current system?

The connected scope covers an authorised API after staff approval. Confirm your plan, API permissions, fields and test access before commissioning; unsupported systems need a separate quote.

Will it call contractors or approve repair costs?

No. It prepares or creates an approved work order. Staff handles appointments, contractor assignment, spending and confirmation that the repair is complete.

Can it read photos, calls or another language?

Describe those requirements in your brief. The starting scope processes English text supplied by staff or your existing system. Other inputs need their own evaluation and estimate.

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