Tenants report issues by WhatsApp and the request is logged, routed to the right contractor, and tracked to completion.
Typical results
−80%
time to dispatch a contractor
100%
of requests tracked to completion
0
requests lost
24/7
WhatsApp intake for tenants
Figures reflect typical results for this kind of automation.
The challenge
Maintenance requests came in by phone and message and were easy to lose. Tenants had no clear way to know if their issue was being handled.
Before and after
Time to dispatch a contractor
−83%Requests lost per month
−100%Tenants receiving status updates
5×The automation
We set up an intake flow where tenants describe the problem and add a photo. Each request becomes a tracked ticket, is sent to the relevant contractor, and the tenant gets status updates automatically.
How it works
- 01
Tenant reports on WhatsApp
The tenant describes the problem and attaches a photo, any time of day.
- 02
Ticket created
Every report becomes a tracked ticket — nothing lives only in someone's phone.
- 03
Routed to the right contractor
The request is sent to the relevant contractor automatically, by trade.
- 04
Tenant kept in the loop
Status updates go out automatically, so tenants know their issue is being handled.
- 05
Closed and confirmed
The ticket is tracked through completion and closed with a confirmation to the tenant.
Starts from
- Tenant message
Delivers
- Contractor dispatched
The impact
Requests stopped getting lost, and the average time to dispatch a contractor dropped noticeably.
Questions about this automation
How does a tenant report a problem?
The tenant sends a WhatsApp message to the management number, describes the issue and attaches a photo. The flow asks for the unit and the problem type if they are missing, then creates a ticket with the tenant's details, the description and the image, at any time of day or night.
How is the right contractor chosen?
Each request is tagged by trade, such as plumbing, electrical or appliances, and by urgency. A routing table maps each trade and building to a preferred contractor, who receives the job with photos and access details. Urgent cases like leaks or power loss also alert the property manager directly.
How do tenants know their issue is being handled?
Every status change on the ticket sends the tenant a short update: request received, contractor assigned, visit scheduled and job completed. When the contractor marks the work done, the tenant is asked to confirm before the ticket closes. This is a multi-step build, usually rolled out in stages, starting with WhatsApp intake and adding contractor routing after.