Example · Property Management

Context

Maintenance requests arrive through email, portals, and phone calls, then get re-typed into tickets, routed by memory, and followed up manually. The work is constant: triage, vendor coordination, tenant updates, and escalation handling. When requests fall through the cracks, tenants escalate and staff lose time to reactive follow-up.

What this MVP automates

This demo shows a fixed-scope MVP that turns maintenance operations into a reliable workflow:

• Intake from email, portal exports, or a simple web form
• Extract key fields: property, unit, issue, urgency, tenant contact, preferred access window
• Classify issue type and route to the right vendor category
• Dispatch a structured request to the vendor with the details they need
• Send tenant updates automatically at each stage: received, scheduled, completed
• Track status, aging, and escalations in a single view for operations

Architecture at a glance

The diagram below shows how we structure the workflow so it behaves like infrastructure: observable, maintainable, and integrated with your existing tools.

How it behaves in practice

1. A tenant emails: “Kitchen sink is leaking in unit 804. Water under the cabinet.”
2. The workflow extracts property and unit, classifies the issue, and sets urgency based on rules.
3. A structured dispatch is sent to the correct vendor category with the details and photos.
4. The tenant receives an automatic update that the request was received and is being scheduled.
5. Status updates are logged and escalations trigger if the ticket ages past the agreed threshold.

What success looks like

This MVP is measurable using operational metrics most teams already track:

• Time to first response
• Manual touches per ticket
• Escalations per 100 requests
• Average time open by category
• Percentage of requests auto-routed correctly

Typical delivery plan

1. Map current intake channels and routing rules
2. Implement extraction, classification, and vendor routing
3. Connect dispatch and tenant updates
4. Add logging, alerts, and a runbook for the common failure modes
5. Launch with real tickets and iterate based on outcomes

Where we fit in

Flowtica builds and hardens this workflow so it is dependable. We start with one clearly defined process, integrate with your tools, and ship an MVP you can operate confidently. Once maintenance is stable, we can expand into adjacent workflows.

Discuss a maintenance automation MVP