Turn a tenant's repair report into a work order
A maintenance report by email becomes a work order with unit, issue, urgency flag and next step.
Operations · Property management · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
Gmail
Microsoft 365
Superhuman MailHow do you turn tenant repair emails into work orders?
To turn tenant repair emails into work orders, give tenants the workspace email address. Maito reads each message and photos, creates the work order in your property management software, flags anything that sounds urgent, sends the tenant a short acknowledgement and posts a summary in Slack with the issue and the next step.
How it's done today
Messages and photos arrive in scattered texts.
What Maito does
- Capture the property, unit and issue
- Flag urgent language
- Create the work order and acknowledge the tenant
- Track the next action
Example
Loop run: New email from Priya, 12 Elm Street 4B
Priya in 12 Elm Street, unit 4B, emailed at 8:14 AM with 2 photos. Issue: water under the kitchen sink, dripping since last night. She says the cabinet floor is wet. Work order WO-3318 created. Flagged urgent because of the active leak. I sent her the standard acknowledgement and asked her to turn off the shutoff under the sink if she can. Catch: unit 3B below is vacant and its ceiling is the likely path. Water could already be there. A check of 3B is on the order. Next step: the lease says the owner approves repairs over $400. The usual plumber is Acme Plumbing. Source: her email and photos, and the unit records in the property management software.
@Maito assign Acme Plumbing for today and ask them about 3B too.
Prepared the email to Acme Plumbing for today, covering 4B and a look at 3B. It's ready for your OK. I won't book spending over $400 without owner approval.
Maito (8:21 AM):
Priya in 12 Elm Street, unit 4B, emailed at 8:14 AM with 2 photos.
Issue: water under the kitchen sink, dripping since last night. She says the cabinet floor is wet.
Work order WO-3318 created. Flagged urgent because of the active leak.
I sent her the standard acknowledgement and asked her to turn off the shutoff under the sink if she can.
Catch: unit 3B below is vacant and its ceiling is the likely path. Water could already be there. A check of 3B is on the order.
Next step: the lease says the owner approves repairs over $400. The usual plumber is Acme Plumbing.
Source: her email and photos, and the unit records in the property management software.
Tom (8:26 AM):
assign Acme Plumbing for today and ask them about 3B too.
Maito (8:27 AM):
Prepared the email to Acme Plumbing for today, covering 4B and a look at 3B. It's ready for your OK. I won't book spending over $400 without owner approval.
How to set it up
- Ask your agent
“When a tenant emails maito@northstar.example about a repair, create a work order in our property management software, flag anything that sounds urgent, send a 'we got your message' reply, and post it in #maintenance.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- 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 works from the tenant's email and photos and the unit records. If a message is vague, it asks instead of guessing the cause or the unit.
Questions
It works through a skill with a login or API key in the Vault, for example for AppFolio or Buildium. Tenant emails come in through the workspace address, or from Gmail or Microsoft 365.
No. It flags what sounds urgent, such as an active leak, and your team decides. It does not book spending over the owner's limit without approval.
Yes, a standard acknowledgement goes out automatically once you set the Loop up that way. Anything beyond that, such as scheduling a vendor, waits for you.
