Procurement Agent · Property management

Work order to owner report. Every property.

Vendors, NTE limits, owner approvals, coding and COIs, handled in your property platform.

Get demo See every step

Today

You do everything. Agents should!

  1. ManualAgent Read work order
  2. ManualAgent Pick vendor
  3. ManualAgent Check NTE
  4. ManualAgent Get owner OK
  5. ManualAgent Issue PO
  6. ManualAgent Dispatch vendor
  7. ManualAgent Collect photos
  8. ManualAgent Match invoice
  9. ManualAgent Code property
  10. ManualAgent Check COI
  11. ManualAgent Pay

How many hours can you get back?

What it costs

Where money is lost.

  • Over the NTE Work done above the ceiling
  • Wrong entity Coded to the wrong owner
  • Lapsed COIs Vendor on site, uninsured
  • 1099 gaps Missing W-9 at year-end

The solution

No integrations. No babysitting.

The agent works your screens like a trained employee, by your rules.

The solution

Hand the whole cycle to an agent

1 agent
  1. Reads work order
  2. Picks approved vendor
  3. Owner approves
  4. Issues PO
  5. Collects photos
  6. Matches invoice
  7. You release pay

Agent does itYou decide

How it works

Five steps. Zero re-typing.

  1. Step 1

    It reads the work order

    Property, unit, diagnosis. No diagnosis, no purchase.

    Inbox

    Maple Court · maintenance

    WO-58213 · unit 214, no cooling

    Checked request

    ✓Tech diagnosis 10/30: compressor grounded

    ✓Split system, 3-ton

    ✓Priority high · no open PO for unit 214

    ✓No duplicate open PO

  2. Step 2

    It issues the PO, coded right

    Property, unit, GL and the work order reference.

    PO ENTRY    PO#: MPC-00871

    VENDOR: SUMMIT AIR SER

    LN PART   QTY  COST

    01 COMPRESS 1 job $2,096.00

    ▌

    Green screen

    Yardi Voyager

    PO MPC-00871Emailed to supplier

  3. Step 3

    It confirms the visit

    Date, window and unit access, sent to the coordinator.

    NOVEMBER

    SMTWTFS 12345678910111213141516171819202122232425262728293031

    Need datePromised

    Summit Air Services · PO MPC-00871

    Tech on site Thu 11/5. Unit 214 access through the leasing office.

    Earliest is the 5th.

    To your buyer

    PO MPC-00871 is on time. ExpediteSwitch supplier

  4. Step 4

    It matches against the work order

    Billed hours over the ticket? Held for the PM.

    POQty 5
    ✓
    Packing slipQty 5
    ✕
    InvoiceQty 6
    HeldBilled 6. Received 5. On your desk with the slip.

  5. Step 5

    It checks before you pay

    COI current, W-9 on file, right owner account.

    Invoice$2,096.00

    Checkpoint

    ✓COI current to 3/31/27

    ✓W-9 on file

    ✓Coded MPC · 214 · 6420

    ✓Approved by regional manager

    Payment run Ready You release

The full process

Property management: every step

What the agent does, where you decide, and the rules it checks.

  1. Work order or request
  2. Pick approved vendor & rate
  3. Within NTE?
    No → get 3 bids
  4. Under owner limit?
    No → owner approves
  5. Issue PO & dispatch vendor
  6. Confirm visit & unit access
  7. Collect completion photos
  8. Read the invoice
  9. Matches PO & work order?
    No → hold for PM
  10. Code property, entity, GL
  11. COI & W-9 current?
    No → request docs
  12. PM approves
  13. Build run per owner account
  14. You release payment
  15. Track 1099 totals
  16. Paid, owner report updated

Agent does it You decide Rule check

Built for you

Property procurement

  1. 1Not-to-exceed limitsA ceiling on every work order
  2. 2Owner approvalsThresholds per property
  3. 3Approved vendorsRate cards, bids, rotation
  4. 4Property & GL codingRight entity, right owner
  5. 5COIs, W-9s, 1099sEvery vendor, every year

Your controls

Your rules. Exactly.

Written once in plain English. Followed every time.

  • Over the NTE? Get 3 bids
  • Over owner limit? Owner approves first
  • COI expired? Request docs, hold

Never, on any run

  • Code to a property not named
  • Split a purchase under a limit
  • Use a vendor without insurance
  • Buy without a diagnosis
  • Issue a PO before approval

When a rule says no

It stops and asks you.

Every held item lands in one queue with the documents, the values read and the rule that fired.

Approvals · 4 waiting
  • Get 3 bidsWithin NTE? 2 min
  • Owner approvesUnder owner limit? 14 min
  • Hold for PMMatches PO & work order? 1 h
  • Request docsCOI & W-9 current? 3 h

RUN-2291

Get 3 bids

RuleWithin NTE? No

Source PDFPO as savedRule result

I stopped here. Everything I read is attached. Your call.

ApproveSend back

The difference

Your team, before and after

Your team today and with the agent
TodayWith your agent
Owner approvals Routed from memory Routed by threshold
Property coding Fixed at close Right on the PO
Vendor COIs Separate lookup Checked every PO
1099 totals Built at year-end Tracked every payment

Your existing systems

No new systems!

The agent runs where you work.

Property platforms

  • Yardi/PAYscan
  • AppFolio
  • RealPage
  • MRI
  • Entrata
  • Buildium
  • Rent Manager
  • ResMan

Suppliers & pay

  • Home Depot Pro
  • Amazon Business
  • Grainger
  • Ferguson
  • BILL
  • AvidXchange
  • Chase
  • Bank of America

Inbox & documents

  • Excel
  • Outlook
  • Gmail
  • Teams
  • SharePoint
  • Acrobat / PDF
  • DocuSign
  • Scans & photos

Screens differ by version and setup; we confirm the exact steps on your system before a pilot. Logos and product names identify systems only and belong to their owners; they do not imply a partnership or endorsement.

Your numbers

How many hours can you get back?

Your volume, your times, your labor cost. Estimates, not results.

70staff hours per month returned to buying work
$2,660labor capacity per month
$31,920labor capacity per year

Maintenance purchases × (minutes today − minutes with the agent) ÷ 60 × hourly cost

These are example assumptions, not results. Example assumptions for a regional portfolio: minutes cover reading the work order, vendor and coding checks, PO entry, routing and coordinator updates. Use your own figures.

Demonstration

Recordings in production

FAQ

Questions buyers ask us

Does it handle multiple properties?

Yes. Each purchase is coded to the property and unit on the work order, and vendor lists, budgets and approval limits are applied for that property. Differences between sites are rules you set, not exceptions the agent has to guess.

Will it respect property budgets?

It checks the purchase against the property's budget and your capitalization threshold before routing it, and sends anything over a limit or budget line to the person who can approve it. It doesn't move budget or override a limit.

Can it link to maintenance tickets?

Yes, through the work order screens your staff use. It enters the work order reference on the PO and reopens both records to confirm the link. Exact fields depend on how your platform is configured, so we confirm them first.

What about emergencies after hours?

It follows the emergency policy you define: who can approve, what amount is allowed and what must be documented next business day. Without a matching rule, it routes to a person instead of buying.

Send us one work order.

  • We build itYou show us the work once.
  • Start to finishDoes exactly what your team does.
  • No-risk trial$0 setup. See it work before you scale.

Bring one work order and the approval chain it should follow.

Get demo