Vendor and work-order tracking
Vendors and work orders sit in one tracker, with scheduling drafts and a weekly list of open and stale jobs.
Admin and operations help for agents, landlords and small property managers. SI prepares drafts for the licensed agent or owner; they review and decide. SI does not lease, collect rent, screen or rank applicants.
Worth knowing: Administrative support only: SI does not give legal or lease advice, make leasing, screening or pricing decisions, or act as an agent or broker. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants. A licensed professional or the property owner reviews and approves anything client-facing, tenant-facing or contractual. Fair housing laws apply: SI never screens, ranks, steers or targets by protected characteristics, and applicant and tenant information is used only in checked tools with access controls and the minimum necessary. SI never hires, approves spending or pays; it does not recommend a vendor on quality or safety grounds and does not vouch that a vendor is licensed or insured, and it gives no repair or code advice.
The problem
Which vendor was called, what was quoted, and whether the job got done lives in texts and memory.
What SI does
SI keeps a vendor list (trade, contact, rates the manager entered, notes) and a work-order tracker (ticket, vendor, quote, status, invoice received), drafts scheduling and status messages, and lists open and stale jobs each week. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Small property-management company
Open work orders are listed by status. A status draft to a vendor waits for the manager to send it.
- Landlord with a few rental units
The vendor list holds trades and contacts the owner entered. SI does not recommend who to hire.
- Independent real estate agent
A weekly list shows stale jobs on properties the agent manages, for the owner to follow up.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds applicant or tenant information, the business checks the tool's terms and data practices, sets access controls and limits SI to the minimum necessary. Start with sample or made-up information. Start from the vendor list and work-order sheet the manager already keeps. Permission is to draft, not to hire or pay. Setup is often a few days.
What a human still checks
- The agent, broker or manager approves before anything goes to a client, tenant, applicant or vendor.
- SI never sends, posts, signs or changes records on its own.
- Unusual items go to a "needs manager or attorney review" queue.
- The business decides what personal data SI may see, and testing starts with sample information.
- The manager chooses vendors, approves quotes and invoices, verifies work, and confirms vendors' licenses and insurance.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Update this vendor list and work-order tracker [paste] with these items [paste]. Draft scheduling and status messages from this approved wording [paste]. List open and stale jobs. Do not hire, approve spending, or pay. Do not recommend a vendor on quality or safety grounds, and do not vouch that a vendor is licensed or insured. Give no repair or code advice. Do not send anything. Pause and show me before sending, posting, signing or changing anything. Use only the sample or made-up information I provide; do not include real tenant or applicant names, IDs or financial details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.