Use AI triage, work orders, and your vendor directory

Turn a maintenance request into action. Each request shows an advisory triage, you can draft a work order, and you can assign a vendor from your own directory.

Before you start

• You need to be a property manager, account owner, or admin.
• Maintenance AI is on by default. If you do not see the AI panel on a request, it has been turned off for your account, so ask your administrator to turn it back on from the admin console.
• The triage is advisory tooling, not professional advice. A licensed trade should confirm the cause and the cost.

See the AI triage on a request

1. Open Maintenance and click a request.
2. The AI triage and work order panel shows a suggested trade (like plumbing or electrical), an urgency, a likely cause, and an estimated cost band.
3. Photos and the description make the triage better. Add more detail if the suggestion looks off.
4. Requests written in French are read too, with or without accents. A request that mentions an emergency, like a gas smell, flooding or no heat, is marked most urgent even when no trade fits.

Draft and approve a work order

1. On the request, click Draft a work order. It is seeded from the triage.
2. Review the scope and the estimate. The estimate is a guide, not a bill. Nothing is charged.
3. Click Approve when you are ready. Approval is the gate before any spend.

Assign a vendor

1. After approval, choose a vendor from the dropdown and click Assign vendor.
2. The vendor must be in your account directory. Add vendors from the Manage vendors page.
3. Assigning a vendor does not change the request status. The work order tracks the job alongside it.

To do it by saying it, press Cmd K (or tap Say or type on a phone) and say assign a vendor. Pick the job and the vendor (the job's own trade comes first), check the card, and choose Yes, record it. The card says who is emailed the job, and who is told to stand down if you replace a vendor. Only active vendors are offered, as on the request page. Only jobs whose work order is already approved are offered. Drafting and approving stay on the request page.

When the work is done, say the plumber is done (or mark the work order finished). Pick the job, add the invoice number or skip it, and confirm. Finishing a job moves no money. Its cost is what the expenses filed against it add up to, and the request keeps its own status until you change it.

Manage your vendor directory

1. From the maintenance list, click Manage vendors.
2. Add the contractors you trust, with their trade and contact details.
3. Remove a vendor any time. If a vendor is on a work order, deactivate it instead of deleting.

To add one by saying it, press Cmd K (or tap Say or type on a phone) and say new vendor and the name, for example new vendor Joe's Plumbing. Pick the trade, add a phone number and an email or skip them, check the card, and choose Yes, record it. If the answer to Yes does not come back, choose Try again. Trying again will not add the vendor twice. Scanning a business card stays on this page.

Record a vendor's insurance and licences

1. On a vendor's row, click Compliance.
2. Enter what the certificate of insurance says, including its expiry date. You can also record their WSIB number and licence number.
3. Click Mark as checked after you have looked at the paper. That stamps your name and the date. If anyone edits these fields later, the stamp clears so it always matches what is on file.
4. The vendor's row tells you at a glance whether the insurance is in force, expiring soon, or lapsed. When you assign a vendor whose certificate is missing or expired, the work order shows the same note before you dispatch. It is a heads up, not a block. You can still assign them.

Find a vendor near a property

1. On a request, click Find vendors near this property.
2. Suggested partner vendors are matched by trade and location and are badged Offered by partner.
3. Click Contact to reach out. This is a partner referral, offered as tooling, not a recommendation.

Good to know

• No tenant personal details are shared with partner vendors. Only the trade and a general location are used to find a match.
• The cost band and the work-order estimate never post to your books. Record the real invoice as an expense when it arrives.