Agent 05
Work Order Intake
Every service request, from any channel, turned into a dispatched work order in seconds.
20 min → 30 sec
request to dispatched WO
Built for
- Maintenance coordinators
- Dispatchers
- Facility managers
- Site supervisors
Live example
adg/work-order-intake · ready
Scenario · A facilities maintenance contractor services 14 buildings for an industrial client. A voicemail comes in at 6:47 a.m.
01Incoming voicemail
Site admin, Operations Building B (sample)
Voice note“Hi, it's Marie at Ops B. The furnace in the east wing, the one by the lunchroom, isn't kicking on.”
“It's about 12 degrees in here and the crew starts at 7:30. Can someone come look?”
02Agent run
- Transcribing voicemail
- Identifying asset
- Applying contract SLA
- Dispatching
03Work order + notifications
Output appears here
The problem
Maintenance contracts live and die on response time. Requests come in by email, text, voicemail, and hallway conversation, and someone has to type each one into the system, work out the priority, and find a tech. The intake agent does that the moment a request lands. It identifies the site and asset, sets priority from your contract's SLA terms, assigns the right tech, and confirms back to the requester.
Today
- Requests scattered across inboxes, phones, and sticky notes
- Priority set by whoever shouts loudest
- SLA breaches discovered at month-end
- Requesters calling back asking “did anyone get this?”
With the agent
- One queue for email, SMS, voicemail, and web form requests
- Priority and SLA clock set from the actual contract
- Tech assigned by trade, location, and on-shift roster
- Requester gets a WO number and ETA automatically
How it works
4 steps, with you in control.
- 01
Capture
Monitors the service inbox, SMS line, and voicemail. Voicemails are transcribed.
- 02
Understand
Identifies the site, building, asset, trade, and problem, even from vague descriptions.
- 03
Prioritise
Applies your contract's priority matrix (P1 life-safety through P4 scheduled) and starts the SLA clock.
- 04
Dispatch
Creates the WO in your CMMS, assigns an on-shift tech, and confirms with the requester.
Comes in
Agent does
You check
Goes out
Works with
- Outlook
- Twilio SMS
- Maximo / SAP PM
- UpKeep / Fiix
- Microsoft Teams
Nothing leaves without a person approving it. Agents draft, check, and flag. Your team makes the call. Data stays in your Microsoft 365 or Google tenant wherever possible.
What it's worth
Run your own numbers.
Slide to match your team. Defaults are typical for a small-to-mid contractor in the region.
Hours back per year
403
Estimated annual value
$18,100
Estimate only, based on 48 working weeks. We confirm real numbers in a free workflow audit.
Want Work Order Intake running on your jobs?
Book a free 45-minute workflow audit. We'll map where your office and field hours go and show you which agent pays for itself first.