Get owner approval for a repair quote
When a quote passes the owner's spending limit, collect comparable quotes and get a recorded approval first.
Operations · Property management · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Notion
- Confluence
- Box
Slack
Gmail
Microsoft 365
Superhuman Mail
Notion
Confluence
BoxHow do you get owner approval for a repair quote?
To get owner approval for a repair quote, forward vendor quotes to the workspace email. Maito checks each quote against the owner's spending limit, compares any other quotes on the work order, flags differences in scope, and drafts the approval request in Slack. Nothing goes to the owner until you approve it.
How it's done today
The coordinator forwards vendor emails and then waits without tracking.
What Maito does
- Read the vendor quotes in the thread
- Compare scope and price
- Check the owner's spending limit
- Request approval and record the answer
Example
Loop run: New email from Stark Roofing · Quote
Stark Roofing quoted $4,850 for the 31 Oak Street roof leak. The owner, Ms. Keller, has a $1,500 limit, so approval is needed. Quotes on WO-3290: • Stark Roofing: $4,850, replace 120 sq ft membrane, 2 days, 5-year warranty • Initech Exteriors: $5,600, replace 200 sq ft, 3 days, 10-year warranty Catch: the quotes aren't equal in scope. Initech covers 200 square feet, Stark 120. Initech is $22 per sq ft more than Stark's $40.40, but includes the adjoining section the inspection flagged on Sep 22. Draft approval request is attached with both options and a recommendation to ask Stark to price the adjoining section. Source: both vendor emails and the Sep 22 inspection note.
@Maito send it, but don't recommend either. Just ask her to choose.
Edited: neutral wording, both options side by side, reply by Friday Oct 23. I'm ready to send to Ms. Keller on your OK, and I'll record her answer on the work order.
Maito (11:03 AM):
Stark Roofing quoted $4,850 for the 31 Oak Street roof leak. The owner, Ms. Keller, has a $1,500 limit, so approval is needed.
Quotes on WO-3290:
• Stark Roofing: $4,850, replace 120 sq ft membrane, 2 days, 5-year warranty
• Initech Exteriors: $5,600, replace 200 sq ft, 3 days, 10-year warranty
Catch: the quotes aren't equal in scope. Initech covers 200 square feet, Stark 120. Initech is $22 per sq ft more than Stark's $40.40, but includes the adjoining section the inspection flagged on Sep 22.
Draft approval request is attached with both options and a recommendation to ask Stark to price the adjoining section. Source: both vendor emails and the Sep 22 inspection note.
Tom (11:10 AM):
send it, but don't recommend either. Just ask her to choose.
Maito (11:10 AM):
Edited: neutral wording, both options side by side, reply by Friday Oct 23. I'm ready to send to Ms. Keller on your OK, and I'll record her answer on the work order.
How to set it up
- Ask your agent
“When a vendor emails a repair quote to maito@northstar.example, check it against the owner's spending limit. If it's over, compare any other quotes on the work order and draft the owner approval request for me to review in #maintenance.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect docs
- Notion
- Confluence
- Box
- Use property management software
- AppFolio
- Buildium
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It compares scope and price only as written in the quotes. It does not judge workmanship, and it never sends to an owner without your approval.
Questions
It reads the limit from the owner record or the lease in your property management software, through a skill with a login or API key in the Vault. It tells you when it cannot find one.
Only if you want that. You can ask for neutral wording with both options side by side, and it will draft it that way.
Maito records the answer on the work order once the reply arrives by email. It does not start the job for you.
