Running maintenance for 9,000 homes with a fraction of the coordination
An intake and dispatch system that classifies maintenance requests, assigns approved contractors, schedules with tenants and tracks every job to completion.
- Client
- Northgate Property Group
- Industry
- Real estate
- Duration
- 11 weeks
- Services
- Workflow Design, System Integration, Deployment & Optimization
- Saved every year
- $2.1M
- Faster resolution
- 52%
- Requests per coordinator
- 3×
- Tenant satisfaction
- 94%
Where the work was stuck.
Maintenance requests reached Northgate by phone, email and a tenant app. Coordinators triaged each one, called contractors, chased updates and reconciled invoices across 9,000 homes.
Urgent issues waited behind routine ones, costs were hard to control and tenant satisfaction was slipping.
- Average time to resolution
- 5 days
- Homes under management
- 9,000
- Channels with no single view
- 3
What Cortex built.
We built an intake agent that understands each request, assesses urgency, and dispatches the right approved contractor based on trade, location and availability.
Jobs over a cost threshold route for approval, tenants receive automatic scheduling and updates, and completed work is invoiced and reported without manual reconciliation.
How the system works, step by step.
- 01Trigger
Tenant request
App, email or phone
- 02AI agent
Classify and prioritize
Issue type and urgency
- 03System
Match contractor
Trade, area, availability
- 04Human
Cost approval
Only above threshold
- 05Action
Schedule and track
Tenant kept informed
- 06Action
Close and invoice
Reconciled automatically
Repairs are resolved twice as fast, each coordinator handles three times the volume, and tighter cost control saves more than two million dollars a year.
We finally have one view of every job, and our coordinators have time to deal with the problems that actually need a person.
Atlas & Vale
Contract review that keeps pace with a growing deal flow
Facing a challenge like Northgate? Let’s talk.
Book a 45-minute consultation. We will map your highest-value automation opportunities and show you what a first system could look like, at no cost.
