Haven recognized among Top 50 AI startups in Real Estate

Maintenance Agent

Every work order, carried from the first text to the paid invoice.

Intake, triage, dispatch, scheduling and invoicing, run inside your PMS by your rules. It pauses for you wherever the decision is yours.

Book a demoHear it take a call
  • Triaged
    No heat · WO-9002Sep 12Emergency
  • Dispatched to
    Knox HVACSep 12Accepted
  • Scheduled
    Tue 9–11am · resident agreedSep 13
  • Confirmed
    Work done · DONESep 14
  • Invoiced
    Invoice #4471 · $840Sep 19Attached

Seven stages. One work order the whole way.

Most tools let go after intake. Haven stays with the work order through every hand-off, and writes each step back to your PMS as it happens.

  1. Texts, calls and portal tickets answered the moment they arrive. Photos read, repeat reports merged.

WO-9002 · No heat

Sep 12
No heat since last night, it's freezing.Text · 7:42pm

Stage 1 of 7 · Intake

The maintenance line, by the numbers.

Across every firm running the Maintenance Agent.

faster work order triage
80%
faster work order triage
to dispatch a work order
36min
to dispatch a work order
of work orders accepted and scheduled same day
73%
of work orders accepted and scheduled same day

Understood before anyone is sent out.

Residents describe symptoms, not causes. Haven reads the request, the photos and the unit's history, asks what a seasoned coordinator would ask, and works out the problem, the urgency and the right trade, usually before your team has opened the ticket.

Fewer wasted trips, the right trade on the first visit, emergencies caught as they happen, and a work order your team can act on without reading the whole thread.

  • No heat since last night, it's freezing in here.

  • Haven · one question

    Is the thermostat blank, or is it showing a temperature?

  • It says 68 but it's blowing cold air.

  • WO-9002 · No heat

    Sep 12
    EmergencyHVAC · FurnaceDispatch

Asks what a coordinator would ask

Only the follow-up questions that matter, so the vendor knows what they are walking into.

Sorts every request

Each request gets a category and sub-category from one taxonomy, extended with your firm's own defaults.

Sets urgency by your rules

Emergency, high, normal or low comes from your defaults per sub-category: no heat moves tonight, a slow drain waits for Monday.

Reads photos and video

Images are matched to the right open work order and reviewed before anyone asks. It only requests one when it would change the outcome.

Fixes the simple things

A tripped breaker, a reset, a clogged filter. When it is safe, Haven talks the resident through it and closes the ticket if that works.

Catches repeat reports

A new report about an open issue on the same unit joins the existing work order instead of starting another.

Knows who is responsible

If the repair falls to the resident, your policy decides whether Haven tells them, carries on, or passes it to you.

Spots emergencies at any point

In the first message or the fourth, in a photo, or when a cold snap crosses your heat threshold. A known outage pauses dispatch.

Escalates once, to the right person

A safety concern, a request for a human, or anything it cannot read becomes one escalation on Slack, email or text, with the thread attached.

Dispatched, scheduled and confirmed finished.

The vendor you would have chosen, reached the way vendors actually respond, and followed through to the end. The work order is assigned in your PMS before anyone is contacted.

Dispatch within your authority

Your preferred vendor for the trade and property group gets a text, then a call if the text goes unanswered. A decline or silence moves to the next vendor, or to you, as you choose. Emergencies climb from vendor to on-call to notify-only.

Vendors · HVACSep 12

Knox HVAC · preferred

  1. Texted, 7:44pm
  2. No reply after 5 minutes
  3. Calling, 7:49pm
  4. Accepted · ETA 45 min, 7:51pm
  5. Work order assigned in your PMS
  6. Resident texted the arrival window, 7:52pm
  7. PM note added, 7:52pm

Scheduled by the people doing the work

Vendor and resident agree a time in a thread Haven hosts and watches, and the window goes on the work order. After the visit, Haven checks with the vendor that the job is finished and with the resident that the problem is gone. Only then does the work order close.

WO-9002 · No heat

Vendor accepted

  • Knox HVAC

    I can do Tuesday, 9 to 11.

  • Tuesday works for me.

  • Haven · Wednesday 10:02am

    Is the job finished, or is more work needed? Reply DONE or MORE.

  • Knox HVAC

    DONE

  1. Knox HVAC: I can do Tuesday, 9 to 11.
  2. Tuesday works for me.
  3. Haven · Wednesday 10:02am: Is the job finished, or is more work needed? Reply DONE or MORE.
  4. Knox HVAC: DONE

Estimates, approvals and invoices, without chasing anyone.

When a vendor finds more work, Haven collects a structured estimate and checks it against that property's spending limit.

  • Within the limit

    Approved automatically. The vendor is cleared to go ahead and you get a single note.

  • Over the limit

    The owner gets an approval request by text or email with the scope, cost and vendor, with reminders at 24, 48 and 72 hours. The vendor is asked to hold.

  • After the job

    The invoice is collected, matched to the work order and attached in your PMS with its approval trail.

Estimate · Knox HVAC

Sep 14

$840Furnace control board

Over your $500 limit

Owner approval · 1450 Cedar Bluff Way

Approve

Knox HVAC · approved to proceed

Invoice #4471 · $840

Sep 19Attached to WO

Listen to it handle a call.

An after-hours no-heat call, from hello to a booked technician. The agent recognises the unit from the caller's number, asks the one question that matters, applies your emergency rule and books within your authority. Nobody waits on hold.

Every call is recorded, transcribed and added to the work order, so the morning team reads a record, not a voicemail.

No heat · 220 Gay Street

7:42pm · after hours

Live · 0:00

  1. Chris · resident

    Hi, it's Chris Nolan at 220 Gay Street, unit B. The heat's not working and it's getting cold in here.

  2. Haven

    Sorry to hear that, Chris. I have you at 220 Gay Street, unit B. Is the thermostat screen blank, or is it showing a temperature?

  3. Chris · resident

    It says 68, but it's blowing cold air.

  4. Haven

    Thanks, that points to the furnace. With tonight's temperatures this is an emergency, so I'm booking an HVAC technician now. Will someone be home to let them in?

  5. Chris · resident

    Yes, I'll be here.

  6. Haven

    Great. I'll text you the arrival window as soon as the technician confirms, and your property manager has the full record.

Sample call. The names and address are made up.0:32

Instant where it can be undone. Waiting where it can't.

Property management is fiduciary work. The Maintenance Agent moves at machine speed on anything inside your policy, and brings you only the decisions that involve money, risk or judgment.

The agent handles

Reversible, within policy, logged. Day and night.

  • Answering and triaging every request

    Photos, duplicates and tickets that bundle two problems included

  • Suggesting a safe fix

    Never electrical, gas or structural

  • Dispatching below your threshold

    Your vendors, property groups and emergency rules

  • Scheduling and confirming

    With the vendor and the resident, in writing

  • Collecting estimates and invoices

    As structured forms on the work order

You decide

Prepared for you, waiting for you.

  • Spending above the limit

    It is the owner's money

  • Owner approvals

    Drafted and sent only the way you set up

  • Unclear responsibility

    Resident, owner or cause-dependent, when policy can't tell

  • Wrong trade or unfinished jobs

    Reassigning is your call unless you delegate it

  • Anything outside its Skills

    If it isn't written down, it waits

Every message, call, decision and note is one record you can inspect, written back to the work order in your PMS.

Works inside your system of record.

No second database to keep in sync. Work orders, vendors, notes and statuses stay where your team already looks.

  • AppFolio
  • Buildium
  • Rentvine
  • Rent ManagerNext
  • PropertywareNext

Questions, answered.

How do residents reach it?

By text, by phone and through your resident portal. A work order created in your PMS from any channel goes through the same triage.

How is this different from a chatbot that takes messages?

It finishes the work order. It categorises against your taxonomy, applies your priorities and responsibility policy, dispatches within your authority, schedules, confirms with both sides and chases the paperwork.

What will it never do on its own?

Spend above your limit, send an owner anything binding, settle an unclear responsibility question, or act outside its Skills. Those come to you prepared, and wait.

Which property management systems does it work with?

AppFolio, Buildium and Rentvine today, with Rent Manager and Propertyware next. It reads and writes the work order where it already lives.

What happens after hours?

The same agent, still awake. An emergency is flagged the moment the evidence appears, and vendor outreach steps up from text to phone until someone accepts.

Do we keep our vendors?

Yes. Haven dispatches your preferred vendor for the trade and property group, and only reassigns if you switch that on.

How do we get started?

Book a demo. We run the agent on a week of your real requests and show you exactly where it acts and where it waits.

Try it on a week of your own requests.

We run the Maintenance Agent on your real calls, texts and tickets and show you exactly where it acts and where it waits.

Book a demoHear a call