How to build a Work Order Intake Agent
An end-to-end work order automation agent that creates work orders from user requests, matches them with top-rated vendors, sends professional email communications, and logs all activities for human follow-up.
Challenge
Property management teams waste hours manually creating work orders, finding appropriate vendors, sending emails, and tracking follow-ups across multiple disconnected systems.
Industry
Real Estate
Department
Sales
Finance
Integrations
Anthropic
AWS RDS
Streamline Your Property Maintenance Workflow
This intelligent automation transforms how property management teams handle maintenance requests. When a tenant or property owner submits a work order with details and attachments, the agent springs into action:
1. Smart Work Order Creation The system analyzes the maintenance request to identify the repair type (roofing, HVAC, flooring, plumbing, etc.) and automatically creates a structured work order in your database, returning a unique work order number for tracking.
2. Intelligent Vendor Matching Using your vendor database, the agent identifies the highest-rated vendor for the specific repair type needed. It retrieves complete vendor details including contact information and service history.
3. Professional Vendor Communication The agent drafts and sends a polished, HTML-formatted email to the selected vendor via Outlook. The email includes all essential details: work order number, property location, tenant contact information, repair description, and invoicing instructions—all formatted professionally and ready for your review as a draft.
4. Automated Activity Logging Every action is tracked in an Excel spreadsheet, documenting the work order number, workflow name, completed actions, and next steps for human team members—ensuring nothing falls through the cracks.
Key Integrations:
Database (RDS): Work order creation and vendor lookup
Outlook: Professional email drafting and sending
Excel/SharePoint: Activity tracking and follow-up management
Perfect For: Property management companies, facilities management teams, and maintenance coordinators looking to reduce administrative overhead while improving response times and vendor coordination.
