Transforming Maintenance Requests with AI-Powered Workflows

Modern Work Order Management – Built for Real Estate, Ready for Any Business

Last week, we completed a powerful demo for a commercial real estate client managing multiple residential and commercial buildings.

The Challenge:
Tenant maintenance requests came in from every direction and channel: SMS, phone calls, emails, etc. Requiring staff to manually track each request, assign it to the maintenance tech, follow up, and update the spreadsheets. This led to delayed follow ups, missed requests ,and unnecessary back and forth.

The Solution:
BusyKeys replaced that manual process with a fully automated, AI-powered work order system. Here's how it works:

• Omni-Channel Ingestion: Inquiries received via phone, SMS, or email are instantly converted into work tickets

• Smart Routing: Tickets are automatically sent to the appropriate technician based on task and location

• Instant Acknowledgement: Tenants receive real-time responses from the bot, even those that come after hours

• Duplicate Detection: Our system flags duplicate reports and keeps the tenants informed of the situation and how it’s being handled.

• Status Tracking: Technicians close out jobs via text, and the system automatically updates and logs timestamps, and any notes from the job

Impact:
Faster responses and transparent communication create a better experience for both tenants and companies. By eliminating the need for manual spreadsheets and follow-ups, the team can now focus on higher value tasks rather than administrative coordination.

Replacing Spreadsheets with a Fully Automated Backend System

Once we solved the client’s issue of capturing service requests across multiple channels, the next challenge was organizing those requests in a way that reduced internal friction and manual labor.

The Problem:
The team was relying on a shared spreadsheet to log, assign, and track work orders manually updating sheets as jobs progressed. This made it difficult to maintain job status, ensure follow through, and provide real-time updates to the team.

Our Solution:
We developed a custom backend platform that fully replaces their spreadsheet-based workflow. With this system in place:

• Each incoming request is automatically logged as a new work ticket

• Tasks are routed to the appropriate technician based on location and issue type

• The bot updates status in real time (Open, In Progress, Completed)

• Time stamps and technician notes are recorded automatically

• Team members are notified throughout the lifecycle of the work order

• The job is closed out with zero manual input required

The Result:
The property management team now operates with full visibility across all service requests without the need to chase down updates or maintain spreadsheets. Their operations are more efficient, more reliable, and fully scalable.

Scalable to Any Business

This backend system is not limited to property management. If your organization is:

• Logging service or maintenance tickets

• Responding to customer issues

• Managing tasks across internal teams

• Using spreadsheets or forms to track job progress

...then a system like this can be built for you.

If you’re interested in replacing your manual processes with automation, reach out.
Let’s explore how BusyKeys can streamline your operations:
👉 Visit BusyKeys.com to schedule a consultation