From 2–5 Days to 30 Minutes: How TrueDoor Transformed Their Work Order Processing with Wrk

Who is TrueDoor?

TrueDoor PM is a property management company focused on delivering efficient, reliable service to tenants, property owners, and vendors. With a small but dedicated maintenance team, TrueDoor manages hundreds of properties while striving to provide timely responses and maintain smooth operations.

Industry Snapshot

Managing properties today means juggling tenant relationships, maintenance requests, financial responsibilities and more, all while navigating multiple systems and platforms. In particular, operations teams often face slow work order processing, high administrative workloads, and the challenge of coordinating communication between tenants, vendors, and property owners. Manual data entry and fragmented processes can create delays, reduce efficiency, and prevent staff from focusing on higher-value tasks.

The Challenge

TrueDoor came to Wrk wanting to reduce the time and manual effort required to process maintenance work orders. Their maintenance team was spending hours on repetitive tasks such as reviewing tenant emails, logging tasks in AppFolio, pulling work order and property details, notifying owners, assigning vendors, and updating tenants. This manual process led to slow response times, often taking between two to five days which limited the team’s ability to focus on higher-value, time-sensitive tasks.

The Wrk Solution

Wrk built and implemented an automated, end-to-end workflow, based on TrueDoor’s rules, leveraging a combination of web RPA, OCR via Claude, and AI LLM capabilities. 

The workflow begins when a maintenance request is received from the tenant via email. These requests often cover tasks such as garbage disposal maintenance, electrical repairs or general upkeep. The email includes details such as a work order number, job description, issue details, whether permission is granted to enter the residence, and resident contact information.

The work order and property details are downloaded from AppFolio using web RPA and passed to Claude for data extraction using its OCR capabilities. After further analysis with another LLM step, the automation uses web RPA to then notify the property owner, assign the best suited vendor, and update the tenant on the status of their request. Vendors are chosen by availability and the LLM based on business logic and rules. Human-in-the-loop capabilities are also included for edge cases whereby the owner is notified that a work order has been received and needs to be actioned.

Key Results

→ Faster Response Time:

Work orders that previously took 2-5 business days to process are now addressed within 30 minutes, through end-to-end automation, reducing response times by over 95% and ensuring tenants receive timely updates on every request.

→ Reduced Administrative Work:

Maintenance coordinators are no longer tied up coordinating work order logistics, tracking assignments, or sending manual updates. This frees the team to focus on higher-priority, strategic tasks that add real value to TrueDoor’s operations.

→ Improved Accuracy and Consistency:

This workflow automation ensures every work order is logged, assigned, and communicated without errors or missed steps, giving property owners, vendors, and tenants confidence that requests are handled reliably.

→ Enhanced Operational Efficiency: 

With repetitive processes automated, TrueDoor has streamlined maintenance operations, reduced delays, and significantly increased tenant satisfaction—creating a smoother experience across all properties. 

Since working with Wrk, TrueDoor no longer relies on manual coordination to keep maintenance moving. From intake to assignment and communication, the workflow runs automatically in the background, handling every request quickly, accurately, and consistently. This allows TrueDoor’s team to focus on higher-impact work, while tenants, vendors, and owners stay informed without added effort.