A property management company overseeing thousands of vacation rentals was juggling tens of thousands of annual work orders for maintenance, inspections, and housekeeping. Their biggest challenge? Making sure every work order was properly documented, the work was clearly shown in photos, and all costs, including labor and materials, were accurate. Without a reliable process, they risked revenue loss and inefficiencies across the board.
The Goal
They needed a way to audit work orders at scale—fast, accurately, and without relying on time-consuming manual reviews.
Contextual helped transform their manual audit process into an automated system that now handles the heavy lifting:
- Automated Work Order Reviews
Every incoming work order is automatically reviewed by AI to check for completeness and clarity, especially in the summaries sent to property owners. - Photo Verification Using AI
With OpenAI’s image analysis, the system checks that submitted photos clearly show completed maintenance or repair work and meet quality standards. - Cost & Labor Validation
OpenAI’s language model reviews each work order to ensure labor, supply costs, and reported work details are accurate—helping the company avoid revenue leaks. - Interactive ‘Sidecar’ Review Interface
A custom-built HTML sidecar interface lets staff quickly review AI findings, verify details, and make corrections if needed—all in one place.
Seamless Breezeway IntegrationThe system plugs right into Breezeway, syncing audit results and keeping everything aligned with the company’s existing workflow.
The Result
With this comprehensive solution, the company now audits work orders at scale with confidence—cutting manual workload, protecting revenue, and ensuring quality service delivery across every property.
