The problem
Stalled jobs turn into resident complaints and owner calls
A work order that goes quiet after assignment does not stay quiet. The resident calls, the owner hears about it, and someone spends an hour piecing together what happened.
Jobs go quiet after assignment
The vendor accepted it nine days ago. Nobody has a date, and nobody noticed until the resident called.
Residents ask before you know
The worst answer is "let me check". The second worst is a date the vendor never confirmed.
Owners hear about it last
The first an owner hears of a two-week-old leak should not be the invoice.
What it does
One file in, three drafts out
It works from the file your software already exports, in your own Claude or ChatGPT account.
Your open work order report
WO 2231, Unit 7, dishwasher not draining, assigned to the appliance vendor 9 days ago, no scheduled date.
It uses the order numbers, addresses and dates in the file.
A follow-up per vendor
All of that vendor's stalled jobs in one message, each with its number, address and the one question that moves it.
A resident update
What is happening and what comes next, with no date unless the vendor has confirmed one.
A stalled jobs list
Days open by vendor and by status, for your weekly review.
What you get
Time back on a job you do every month
Clear the backlog in one sitting
Every stalled order gets a next step in the same pass, instead of whichever one called most recently.
Vendors get one message, not five
Grouping by vendor gets faster answers and fewer ignored emails.
Residents stop calling to ask
An honest update before they chase you does more than a fast answer after they do.
See which vendors stall most
The stalled list feeds straight into your vendor review.
Set it up once
It learns your firm's rules, then follows them
It asks for these once, then runs on every report. If a setting is missing, it stops and asks instead of guessing.
- What counts as stalled for each status, in your own numbers of days
- Your vendor contact list and how each vendor likes to be reached
- Your vendor follow-up and resident update templates
- Who to escalate to when a job stays stalled after a follow-up
Questions
Frequently asked questions
Does it contact vendors itself?
No. It drafts the messages and your team sends them from your own email or system.
What if a job has no vendor assigned?
It goes on a TO ASSIGN list at the top of the output instead of into a follow-up.
Does it schedule the work?
No. It asks the vendor for a date and tells the resident only what the vendor has confirmed.
Which software does it work with?
Any system that exports open work orders with status and dates, including AppFolio, Buildium, DoorLoop and Rent Manager.
Which AI does it run in?
Your own Claude or ChatGPT account. It comes as a skill folder with setup steps, so there is nothing to install, no integration and no new login. Your files stay in your account.
How do I get it?
Join the Sokage AI community. This agent comes with membership, with its setup guide, sample files and the lessons to run it. Start with the seven day free trial. Want to judge the standard first? The Owner Statement Agent is free.
Join the community to get the Work Order Follow-Up Agent
Every Sokage agent comes with membership. $199 a month or $1,899 a year, with a seven day free trial. Every agent in the library, the lessons to run them, and a new agent each month chosen by member vote.
Want to judge the standard first? The Owner Statement Agent is free, with all 159 test runs published.