Maintenance triage and contractor dispatch
Routine repairs booked the same day, with nobody ringing round. Every request is sorted by urgency and matched to the right contractor.
Hours back
9
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
One inbox for every request
Emails, texts, WhatsApp messages and portal requests land in one place, tied to the right unit and tenant.
- 02
Urgent jobs sorted first
Each request is read and graded as emergency, urgent or routine. Gas, water, fire, heating and security issues go to your on-call manager by phone straight away.
- 03
Missing details asked for
If the tenant hasn't said where the leak is or sent a photo, they get a short message asking for it, plus when they can give access.
- 04
Work order created
The job is logged against the unit with the description, photos and urgency, so your records stay complete.
- 05
Contractor offered the job
Your preferred contractor for that trade and building gets the job by text. If they don't accept within the window you set, the next one on the list is asked.
- 06
Daily dispatch board
One sheet showing every open job, who has it and what's overdue, so a manager can see the whole portfolio at a glance.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Emergencies always go to a person by phone. Any job over your spending limit, or any request the system isn't sure about, waits for a manager to approve before a contractor is booked.
What it's worth
What those hours add up to.
9 hours a week, over 46 working weeks, is 414 hours a year. At $50 an hour, that’s
$20,700
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Requests come in by phone, email, text and the tenant portal. A property manager reads each one, asks for photos, rings round for a contractor and logs the work order by hand. Urgent jobs get lost in the pile with the dripping taps.
What we build
- One inbox for every request
- Urgent jobs sorted first
- Missing details asked for
- Work order created
- Contractor offered the job
- Daily dispatch board
A month in
Most routine repairs are booked the same day they're reported, and your team gets back around 9 hours a week of phone tag to spend on the jobs that need judgement.
Why urgency comes first
Most maintenance backlogs aren't a contractor problem. They're a sorting problem. When a no-heating call in winter sits behind six requests about sticky doors, it's because someone is working through the inbox in order.
Every request gets read and graded the moment it arrives, before anything else happens. You set the rules for what counts as an emergency at the proposal stage, and anything borderline is treated as urgent and shown to a person.
Your contractors, your rules
We build from the contractor list you already use: who covers which buildings, which trades, and what they can spend without a call. If you have a spending cap per job, it's enforced. Nothing above it gets booked without sign-off.
FAQ
What if the AI grades a maintenance request wrong?
Maintenance triage is set to lean towards urgent, so a wrong grade errs on the safe side. Any request it isn't confident about goes to a property manager. In the supervised first weeks a person checks every grade until you're happy with how it sorts.
Do we have to change contractors?
No. Contractor dispatch works from your existing contractor list and your existing preferences. Contractors just get clearer job details than they used to.
Does it work after hours?
Yes. Maintenance requests are read and graded around the clock. Emergencies go to your on-call number straight away, and routine jobs wait for contractors to accept in the morning.
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Thirty minutes on maintenance triage and contractor dispatch. We build its elf with you, live, and you keep it.