# Incoming property-manager emails turned into scheduled roof interventions, automatically

- Agency: The Agentic Tribe (Hack Score 38/100, https://hackgency.com/agency/the-agentic-tribe)
- Year: 2026
- Sector: Building maintenance and roofing services
- Budget range: 10 à 25 k€
- Live: https://theagentictribe.com/services/intelligent-software

## Problem

The client handles roof leaks, waterproofing repairs, and building envelope maintenance for property managers.

Every day, the admin team received 10+ incoming emails, damage reports, quote requests, on top of recurring maintenance contracts to honor, and had to manually re-enter each one, call site contacts to schedule access, correct field reports before invoicing, and email the property manager back at every step. 

echnical history per building was never capitalized, so recurring maintenance opportunities kept getting lost behind reactive, one-off interventions, at the time, over 90% of incoming demand was reactive (leaks, emergencies) versus 2% from maintenance contracts, exactly the ratio the business wanted to invert.

The existing tool, a no-code platform, had hit its functional ceiling and offered a weak field experience for rope-access technicians.
## Solution

We rebuilt it as a custom platform: Next.js, PostgreSQL, Prisma, Better Auth. An email parser reads incoming requests, matches them automatically to the right client, contact, and building, and queues them for triage instead of manual re-entry.

The data model is centered on the building and its technical history (roof zones, facades, prior interventions) rather than on the quote, so preventive maintenance opportunities surface naturally over time.

Field team leads use a dedicated mobile app to log hours, write reports, and attach photos on site, feeding directly into the same building history.

Multi-day projects bill on milestones (deposit, progress, balance); one-off interventions bill in a single invoice, both under continuous legal numbering.
## Results

- 10+ quotes a day Managing over 200 buildings

Source: https://hackgency.com/agency/the-agentic-tribe/projets/incoming-property-manager-emails-turned-into-scheduled-roof-interventi
Directory: https://hackgency.com (independent ranking of AI, automation and no-code agencies; public Hack Score /100, verified reviews, no paid placement)