Real estate · Service & engineering

"Water in the bathroom" becomes a clear contractor order.

Damage reports from tenants are taken by the AI from phone, mail and portal, and the contractor order is drafted. It is awarded after approval.

Free intro callDiscuss this case
Order HA-26-0412Lindenallee 12, unit 07
  1. TradeWolff Plumbing, leak detectionframework deal
  2. Appointmenttomorrow 8 to 10 amapproval
  3. DamageDamp wall, bathroom and hallway3 photos
Damage reportTenant's photo
Tenant's photo: a wall with flaking plaster and a light brown damp edgeDamp damageUnit 07 · hallway, bathroom wall
Escaped water, plumbingUrgency high

Where time goes today.

  1. 1.1 m

    Escaped water claims a year

    That is how many escaped water claims on residential buildings German insurers settled in 2024. Each one starts with a report, and the later the contractor comes, the bigger the damage.

    GDV, claims development in residential building insurance

  2. The report is in, the details are not

    German tenants must report defects without delay. What arrives is often one sentence without flat, location or photo. Three callbacks later it is clear who has to come.

    Section 536c BGB, the tenant's duty to report

  3. The contractor comes twice

    Without photos and a clear description, the contractor drives out to look and a second time with material. Tenants wait, costs rise.

One case, step by step.

Damage reportsInbox
  • Ms Kaya07:40Water in the bathroomphoto attached, please call urgentlyphoto
  • Caretaker Lenz09:12Lindenallee 12, stain in hallway2nd floor, bathroom wallsame damage
  • Tenant portal09:30Rosenweg 8, window sticksunit 05, bedroomroutine

The report comes as it comes.

Through the phone assistant, mail, tenant portal or caretaker. The AI collects everything in one place and spots when several reports concern the same damage.

Your team decides

Which channels are connected.

Damage reportMs Kaya, 07:40
Tenant's photo: a wall with flaking plaster and a light brown damp edgeDamp damageUnit 07 · hallway, bathroom wall
Escaped water, plumbingUrgency high

The AI reads text and photo.

From description and photo it recognises type, location and extent of the damage. If something is missing it asks the tenant, for instance whether water is dripping or the wall is only damp.

Your team decides

Which follow-up questions the AI may ask itself.

CheckLindenallee 12, unit 07
  1. FlatMs Kaya, 2nd floor leftmatched
  2. Earlier damageunit 11 above, bathroom 2024same riser
  3. ContractorWolff Plumbing, framework dealavailable
  4. Insurancebuilding, escaped waternotify

Suggestion: leak detection within 24 hours

Property, contracts and insurance in view.

The AI matches the flat, looks for earlier damage on the same riser, finds the contractor with a framework agreement and spots whether the building insurer needs to be told.

Your team decides

Which contractor comes and whether the insurer is involved.

Order HA-26-0412Management software
PropertyLindenallee 12, unit 07
ContractorWolff Plumbing
WorkLeak detection bathroom, hallway wall, 3 photos attached
Cost limitup to €800 without query
Appointmenttomorrow 8 to 10 am
Send for approval

The order is ready for approval.

Description, photos, access and contact person are in the order. Once approved it goes to the contractor, and the tenant gets the appointment.

Your team decides

Whether and to whom the order goes, and the cost limit.

What it delivers and what it connects to.

  • €4.9 bn

    claims cost for escaped water in German residential building insurance in 2024

    Source: GDV, claims development in residential building insurance

  • 15 min

    less per report for follow-up questions and the order

    Assumption for a typical company

  • 1 visit

    instead of two, when trade and material are clear up front

    Assumption for a typical company

Works with the systems you already use

Who does what.

What the AI takes on

  • Collects reports from every channel
  • Recognises type and location from text and photo
  • Asks the tenant for missing details
  • Drafts the order

What your team decides

  • Sets urgency rules and cost limits
  • Awards the order to the contractor
  • Decides on notifying the insurer
  • Settles disputes with tenants and owners

Who it fits.

A good fit if

  • Tenants regularly report damage by phone, email or portal
  • Units and properties live in your management software
  • You work with contractors on framework agreements
  • Your property managers place the orders themselves

Less of a fit if

  • You manage only a few units
  • A facility services provider takes the reports and places the orders itself

What it costs

Fixed prices, clear steps.

You know up front what each step costs and what it delivers.

  • Recommended start

    First call

    Free

    30 minutes by video

    • We look at where you stand
    • You find out whether an AI strategy is worth it
    • No obligation, with a concrete next step
    Free intro call

  • AI strategy

    €1,990plus VAT

    Fixed price

    • One workshop day on real cases
    • A calculation with your figures for the best use cases
    • A paper for management and shareholders

    Money-back guarantee: three use cases that pay back within 12 months on paper, with your figures, or your money back.

    Request the AI strategy

  • Pilot with one use case

    from €5,000plus VAT

    Fixed price

    • On your data, in your process
    • Acceptance criteria agreed in writing
    Request a pilot

All prices net. Operation afterwards is from 20% of the project price a year, cancellable monthly. The code and the data are yours.

Built fromAI agentsAI phone assistantsCustom software

Further reading

All posts
AI on the phone: what it costs, what it must say and what it may recordPhoneArian Jusufi
Claude Code mods: what the new feature brings and why AI tools are becoming customisableAI toolsTiemo Timtschenko
Claude Skills: How to teach an AI the way your company worksAI toolsTiemo Timtschenko

Frequent questions

Common questions about it.

The questions that almost always come up about this use case.

What if tenants send no photos?

Then the AI asks for one by text or mail and says what matters, such as the whole wall and a close-up. In an emergency it does not wait, it hands the case to the on-call service at once.

How does the AI know which contractor is responsible?

From your data: framework agreements, property responsibilities and past orders in the management software. It suggests the choice, your team awards the order.

Can the AI assess the damage too?

It rates type, location and urgency and shows what it relies on. It does not replace an inspection by the contractor or a surveyor.

More use cases

The next step

Let us find out where AI pays off for you.

30 minutes, free and without obligation.

Free intro call