Turn WhatsApp Repair Messages into Rentvine Work Orders
This recipe turns repair messages into work orders in Rentvine. AeroChat collects what your maintenance team needs and creates the work order for the tenant’s unit. Part of connecting Rentvine to WhatsApp and AI chat.
What happens today
A tenant sends a WhatsApp photo of a leaking tap at 10pm. The property manager sees it the next morning, asks which unit and whether someone can get in, and then types the work order into Rentvine. Half the details arrive over three more messages, and urgent problems wait in the same queue as small ones.
The flow that works
- AeroChat matches the tenant to their lease in Rentvine.
- It asks what is wrong, where, since when, and for a photo.
- It asks for permission to enter.
- It sends emergencies to your emergency line.
- It creates the work order for the unit and tells the tenant what happens next.
The recipe
Copy this into AeroChat
When a tenant reports a repair or a problem in their unit, follow these steps.
- Find their lease in Rentvine by phone number or email. If there is no match, ask for their unit address and the name on the lease. Only continue if both match.
- If water, gas, electricity or a lock is involved, tell them to call our emergency line (example) and hand the conversation over.
- Ask what is wrong, where in the unit, and since when. Ask for a photo.
- Ask whether we may enter if they are not home, and the best times to visit.
- Create a work order in Rentvine for their unit with the description, where in the unit, the entry permission and the best times.
- Tell them the work order is logged and our team will arrange a visit within two working days (example).
Never promise a visit date yourself. Never tell a tenant who pays for a repair. Reply in the customer’s language.
Change the emergency line, the visit time and the urgent categories to your own before you paste it.
What to connect
- Rentvine. Create an API key in the users, roles and API settings of Rentvine, with a role that can read leases and create work orders. Paste the key, its secret and your Rentvine account name in when AeroChat asks.
- Your knowledge base. Upload your maintenance policy, emergency contacts and common fixes, such as resetting a breaker, to AeroChat.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Rentvine, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Rentvine’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- What counts as an emergency.
- Which category and priority AeroChat gives each request.
- Whether AeroChat suggests simple fixes before it logs a request.
The result to expect
Every repair message becomes a complete work order in Rentvine, on the right unit, with the details and entry permission, at any hour. Emergencies reach a person straight away.
Measure it with your own numbers: time from repair message to work order, and follow-up messages per repair, for a month before and after.
Next: answer work order status questions.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Rentvine connection behind it. See what each channel does on the Rentvine integration page.
Log your first repair from chat
Paste the recipe, add your Rentvine API key, and report a test repair from your own phone.
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On Shopify? Install AeroChat from the Shopify App Store.