Requests arrive with context
Keep renter messages, photos and property identifiers together before the team starts asking for quotes.
For agency principals and property managers in Australia
AI automation for real estate agenciesKeep every repair connected to the property.
Follow a request around the property record, from reported fault to authority, appointment and closeout. Reopen the evidence when a familiar fault returns.
Built around your working day
A repair is more than an inbox thread.
Your team balances renter requests, owner decisions and trade follow-ups across a rent roll. We connect the maintenance record so the next person can see the authority, history and evidence without piecing together the inbox.
Your current tools matter. PropertyMe, Rex, VaultRE, Agentbox and MRI Property Tree are useful starting points for scoping. We check the actual records, access and supported actions in your account before promising a connection.
What changes for you
Owners see the decision clearly
Prepare comparable options alongside the recorded authority and the reason a manager needs an owner response.
Closeout means something
Bring the appointment, completion evidence and invoice into one view. Missing evidence remains an open action.
Example system · Simulated business data
One repair. The whole property record.
Follow a request around the property record, from reported fault to authority, appointment and closeout. Reopen the evidence when a familiar fault returns.
A proposed repair fits its recorded owner authority and the completion evidence matches.
RE-042 / v1 · example reviewThe complete architecture
Selected stage Conditional path Held or changed
Blue connections show the scenario path. Stage selection changes explanation only. Dashed paths need a new decision.
01 / Source matching
Attach the repair to its property
Retain the received time, request and photos. Match the property identifier before looking for earlier work, and keep uncertain matches with staff. An example manager decision accepts Q-A within AU-04. CO-81 and IN-81 refer to the same repair.
Prepared with an example human decision
Property maintenance brief / simulated
$460matched quote and invoice
RE-042 · maintenance closeout
| Source or item | Recorded value | Decision |
|---|---|---|
| AU-04 | $500 | Example owner authority |
| Q-A / Q-B | $460 / $520 | Q-B needs owner decision |
| CO-81 | Required photos present | Manager checked |
| IN-81 | $460 | Matches Q-A |
An example manager decision accepts Q-A within AU-04. CO-81 and IN-81 refer to the same repair.
- Keep the appointment and completion evidence with MR-81.
- Record the example manager closeout and invoice comparison.
- Retain the property history for the next maintenance request.
Inspecting identify · scenario output stays tied to its recorded decision
Inspect shared state, version history and event trace
Property record
Fictional property code with MR-81 linked to its maintenance history.
Renter request and photos
Request received 2 Sep at 09.10. Both required views present.
Authority and quotes
Specific owner authority $500. Options $460 and $520.
Completion and invoice
Completion evidence checked in the script. Invoice $460 matches Q-A.
Urgency is reviewed by a property manager. Missing evidence never instructs a renter to wait. The fictional $500 authority is a contract input, not a statutory threshold.
Read the complete system walkthrough
01 / Source matching
Attach the repair to its property
Retain the received time, request and photos. Match the property identifier before looking for earlier work, and keep uncertain matches with staff.
What you receive Property maintenance brief.
02 / Manager escalation
Review history and urgency
Compare prior jobs without treating a similar description as proof of duplication. Potential urgency reaches the property manager even when a photo is missing.
What you receive Repeat-fault and escalation note.
03 / Parallel checks
Bring authority and options together
Read the recorded owner authority separately from quotes and trade availability. Show which option needs an owner decision rather than inventing a universal spending limit.
What you receive Quote and authority matrix.
04 / Human decision
Coordinate the agreed repair
The manager or owner decides within the actual agency authority. Prepare the appointment and work brief for the accepted option with its source references.
What you receive Trade coordination packet.
05 / Evidence reconciliation
Close with evidence or reopen
Match the appointment, completion record and invoice. A missing photo or continuing fault leaves the repair open and sends the issue back to the property record.
What you receive Evidence and invoice comparison.
Urgency is reviewed by a property manager. Missing evidence never instructs a renter to wait. The fictional $500 authority is a contract input, not a statutory threshold.
The decision stays with your team
Useful evidence. Clear responsibility.
Urgency is reviewed by a property manager. Missing evidence never instructs a renter to wait. The fictional $500 authority is a contract input, not a statutory threshold.
Victorian guidance distinguishes urgent and non-urgent repairs. We use it to preserve escalation and written evidence; other jurisdictions need their own rules. Consumer Affairs Victoria repair guidance ↗
Primary source checked . This original example illustrates a design, not a delivered client result.
What it costs
Scope the whole handover.
Property identifiers, owner authority records, appointment access and the quality of closeout evidence shape the scope. We establish your escalation path before automating routine coordination.
We map the current process, agree the review points and put the scope, fixed fee and payback estimate in writing. Software and usage costs are considered separately. Your own baseline determines the business case.
Automation builds
From $3,500 AUDOne process, rebuilt to run without you. Monitoring and documentation included.
Typical projects
$3,500 to $12,000 AUDSeveral connected processes across two or more systems, where the data needs cleaning first.
Complex AI agent systems
$12,000 to $25,000 AUDAgents that read unstructured information, decide and write back, with human review and a full audit trail.
Ongoing care plans
$750 to $2,500 AUD per monthPriced on how much you run and what your business loses the day one of them stops.
When something breaks
Know what stopped and what is still safe to continue.
A request that never arrives, a quote collection that returns no options and a failed appointment update need different alerts. A repeat fault stays open until a person checks the evidence.
We design checks for a run that fails, a run that returns nothing and a run that never starts. The care scope names the person who receives an alert, the information they need and how a held record returns to review.
You own the workflows and accounts. Handover includes the record identifiers, review rules and recovery instructions. No lock-in is required to keep your work.
See ongoing supportBefore you decide
Your questions, answered
Can the system decide if a repair is urgent?
The administrative design can flag potentially urgent wording for immediate manager review. It must not diagnose the fault or tell a renter to wait because a photo, quote or authority record is missing.
Is the $500 approval limit a legal rule?
No. It is an invented authority record in this example. Your agency needs its actual management agreement, delegation rules and jurisdiction-specific repair process.
Can we connect PropertyMe or another property platform?
We verify the exact maintenance, attachment and authority operations available to your account. PropertyMe, Rex, VaultRE, Agentbox and MRI Property Tree are scoping inputs here, not promises that all actions have a connector.
What stops the same repair being closed twice?
Stable request and property identifiers help compare new events with existing work. An uncertain duplicate is reviewed. A similar location or description alone does not justify deleting or closing a request.
Can it send renter and owner updates?
An executable build can be scoped around approved templates, recipients and permission checks where the platform supports the required action. The website example prepares drafts and does not contact anyone.
Where should an agency start?
Choose one maintenance category and map the request, authority, quote and completion evidence. We test repeat faults, unavailable trades and incomplete closeout before expanding across the portfolio.
For work with several evidence lanes, version changes and explicit review gates, our n8n operating model explains the orchestration decisions. The platform choice still depends on your access, maintenance capacity and data path.
A useful first conversation
Bring one process that keeps getting stuck
Show us where the records arrive, who makes the decision and what the next person needs. We will map a useful first scope with you.
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