Vendor management and work order tracking

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Maintenance Request Received

   A tenant submits a maintenance request through the tenant portal or property manager creates one manually. The system captures request details, priority level, and property information.

   AppFolioBuildium
2. 2

   Decision

   Categorize Request Urgency

   System analyzes request type and determines if it's emergency (immediate), urgent (24-48 hours), or routine maintenance. Routes to appropriate vendor tier based on urgency.

   AppFolioBuildium
3. 3

   Action

   Select and Notify Vendor

   Automatically selects best available vendor based on specialty, location, availability, and past performance ratings. Sends work order notification via email or vendor portal.

   YardiPropertyware
4. 4

   Action

   Create Work Order Tracking

   Generates unique work order number and creates tracking record with vendor assignment, estimated timeline, and cost estimates. Sets automated follow-up reminders.

   Rent ManagerTenantCloud
5. 5

   Action

   Monitor Progress and Updates

   Tracks vendor check-ins, photo submissions, and status updates. Sends automated reminders if vendor hasn't provided updates within expected timeframes.

   AppFolioYardi
6. 6

   Action

   Process Completion and Invoice

   Validates work completion through photos and tenant confirmation. Processes vendor invoice against original estimate and flags any discrepancies for review.

   BuildiumPropertyware
7. 7

   Output

   Update Records and Rating

   Closes work order, updates maintenance history, and records vendor performance metrics. Generates completion notification to tenant and adds to property maintenance log.

   Rent ManagerTenantCloud

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