Multi-State Operator Eliminated Repeat Issues, Stopped Vendor Overbilling, and Streamlined Maintenance
A large property operations team transformed their maintenance workflow from reactive and fragmented to precise, predictable, and accountable.
"Inspectr changed our process deeply enough to call it industry-changing. It solves problems at the beginning and end of every work order, keeps vendors accountable, and saves us from paying for work twice. This is the future."
The challenge
Despite having years of data, the operator struggled with issues common to scaled portfolios:
- —Excessive manual research into past work orders, vendor history, and recurring issues
- —Vendor overbilling risk, including attempts to rebill for already-completed or in-warranty work
- —Slow, error-prone billing reconciliation due to fragmented context at closeout
- —Inconsistent processes across staff, leading to missed details and uneven decision quality
- —Largely reactive workflow, because critical information lived across disconnected systems
Inspectr solution
Inspectr unified historical work orders, vendor activity, invoices, and issue patterns into a single, enriched view. During intake, triage, dispatch, and billing, teams automatically saw:
- •Prior occurrences of the issue
- •Vendor responsible, last-visit date, and warranty status
- •Past diagnostics, outcomes, and costs
- •All relevant documentation for clean handoffs and closeout
This removed the manual legwork that previously slowed teams down and created process variability.
Results & impact
1. Much Faster Maintenance Workflow
Teams no longer search across systems for work history or vendor notes, dramatically reducing response times and administrative overhead.
2. Fewer Repeat Issues
Early-stage triage surfaced patterns instantly:
- —Repeat problems were flagged automatically
- —Teams adjusted diagnosis and vendor strategy before dispatch
3. Strong Vendor Accountability
Inspectr highlighted whether the same vendor had recently serviced the issue, if the new visit should fall under warranty, and prior findings and invoice details.
"A vendor attempted to charge for a second pest-control visit just two weeks after the first. Inspectr flagged the prior service, the team challenged the invoice, and the vendor withdrew it immediately."
4. Faster, More Accurate Billing
Billing received full historical context automatically—no chasing down notes or files. This enabled faster verification, fewer errors, and cleaner, more defensible closeouts.
5. Standardized Processes Across Staff
Inspectr ensured every work order was analyzed using the same transparent, accurate workflow, eliminating inconsistencies that previously led to errors and missed opportunities.
Why it matters
By elevating the quality and completeness of information at every touchpoint—intake, triage, dispatch, and billing—Inspectr:
- ✓Reduces cost leakage
- ✓Prevents avoidable work and callbacks
- ✓Eliminates vendor overbilling
- ✓Standardizes workflows across departments
- ✓Delivers operational clarity portfolio-wide
Inspectr transformed maintenance from reactive and fragmented to precise, predictable, and accountable.