Lines processed
3,412
Estimated reads
14
▲ 3 vs June
High-usage flags
9
▲ 2 vs June
Work orders created
23
Usage vs. portfolio baseline ($/unit, seasonally adjusted)
Baseline from OCF billing history · per bedroom1428 S 20th St — Unit 2
Point Breeze · 2BR
$118/mo
+164% vs baseline
2107 Federal St — Unit 1
Point Breeze · 1BR
$71/mo
+92% vs baseline
1612 Tasker St — Unit 3
Newbold · 2BR
$44/mo
within baseline
Flagged this cycle
23 flags · 3,412 lines◆
High usage — 1428 S 20th St, Unit 2
$118 vs $45 baseline · +164%
◆
Estimated reading — 1739 Annin St, Unit 1
City file line 214 · read code E
◆
High usage — 2107 Federal St, Unit 1
$71 vs $37 baseline · +92%
On every flag
Work order created in AppFolio
Owner notified
owner language
Tenant notified
tenant language
Responses tracked
ⓘFlags are computed against OCF's own billing history — dollars per unit, adjusted per bedroom and season — not against last month's bill. Every flag creates a work order and automatic owner + tenant notifications with different language for each. The baseline sharpens as billing cycles accumulate.
High-usage flag
Work Order #48213 — High water usage
Open · Auto-created- Property
- 1428 S 20th St, Philadelphia PA 19146
- Unit
- 2 · 2BR
- This bill
- $118.40
- Portfolio baseline
- $45.10/unit (2BR, summer-adjusted)
- Trailing 6 months
- $41 · $44 · $42 · $45 · $43 · $46
- Source
- City of Philadelphia water file · line 1,882
Usage 2.6× baseline with flat trailing history — pattern consistent with a running fixture or leak. Technician dispatch queued.
Automatic notifications
Sent Aug 1, 9:04 AMTo ownerA work order has been opened for 1428 S 20th St, Unit 2. This month's water charge is $118.40 against a portfolio baseline of $45.10 for a comparable unit; the trailing six months averaged $43.50. A technician has been scheduled to inspect for leaks.
To tenantHi! This month's water usage at your unit came in well above normal. Could you check whether a toilet is running or a faucet is dripping? If you've noticed anything, just reply here — a technician visit is already scheduled.
Tenant · Unit 2Actually yes — the toilet in the hall bathroom has been running for a while. Didn't think to report it, sorry!
Owner notifiedTenant notifiedResponse captured
Flag lifecycle
Flag raised from city file
Aug 1, 9:04 AM
Work order created in AppFolio
#48213
Owner + tenant notified
different language each
Tenant response captured
Technician dispatched
Estimated reading
Work Order #48207 — Estimated reading
Open · Auto-created- Property
- 1739 Annin St, Philadelphia PA 19146
- Unit
- 1 · 1BR
- Read code
- E — estimated by the city
- Billed amount
- $38.20
- Consecutive estimates
- 2
- Source
- City of Philadelphia water file · line 214
Second consecutive estimated read on this account. Work order open; owner and tenant notified.
Flag lifecycle
Estimated read detected
read code E · line 214
Work order created in AppFolio
#48207
Owner + tenant notified
different language each
Resolution tracked
ⓘEstimated reads create the same work order and dual-notification flow as high-usage flags — every instance, automatically.
Work orders screened today
31
Missing photo
7
Photos recovered same-day
5
▲ 71%
Escalated to staff
1
Awaiting photo / details
Automatic tenant follow-up in progress▦
WO #48221 — Kitchen sink leaking underneath — 1236 Wharton St, Unit 2
No photo attached · tenant messaged 10:12 AM
▦
WO #48226 — Bedroom window won't lock — 2045 Pierce St, Unit 1
No photo attached · tenant messaged 11:40 AM
▦
WO #48218 — No hot water — 1521 Dickinson St, Unit 3
2 reminders sent · no reply in 48h
ⓘEvery incoming work order is screened automatically for a photo and the details a technician needs. Tenants are followed up without staff involvement; only the ones that go quiet are escalated.
Photo follow-up
Work Order #48221 — Kitchen sink leak
Photo received- Property
- 1236 Wharton St, Philadelphia PA 19147
- Reported
- Aug 3, 10:09 AM · tenant portal
- Photo
- Missing at intake → received 10:31 AM
- Trade
- Plumbing
- Staff touches
- 0
Tenant reports water pooling under the kitchen sink. Photo received and attached; ready for vendor dispatch.
Automatic follow-up
10:12–10:32 AMPM AssistantHi! Your work order for the kitchen sink was received. Could you send a quick photo of the leak under the sink? It helps the plumber arrive with the right parts.
Tenant · Unit 2Sure, here you go — [photo attached]. It's coming from the pipe joint at the back.
PM AssistantGot it — the photo is attached to your work order and a plumber is being scheduled. Thank you!
Photo attached to WO #48221Detail capturedReady to dispatch
Follow-up lifecycle
Work order screened at intake
photo missing
Tenant messaged
10:12 AM
Photo received & attached
10:31 AM
Ready for vendor dispatch
Multi-issue tickets (7 days)
12
HVAC auto-splits
6
Suggested splits pending
4
Time to sub-work-orders
< 1 min
Recent multi-issue tickets
HVAC splits automatic · all others one-click approval▦
WO #48230 — AC not cooling + floorboard popping — 1428 Federal St, Unit 3
HVAC auto-split ✓ · 1 suggestion pending
▦
WO #48224 — No heat + toilet running — 2233 Manton St, Unit 2
HVAC auto-split ✓ · plumbing split suggested
▦
WO #48219 — Dishwasher + garbage disposal — 1350 McKean St, Unit 1
Kept together — same trade, same vendor
ⓘHVAC always becomes its own work order automatically — the safe trigger. Every other split is a suggestion until staff approves it with one click. AppFolio allows one vendor per work order, so each trade rides its own ticket.
Ticket review
WO #48230 — Original ticket
Parsed- Property
- 1428 Federal St, Philadelphia PA 19146
- Submitted
- Aug 3, 9:22 AM · tenant portal
- Detected trades
- HVAC · General carpentry
"The AC has not been cooling since Friday, and also the floorboard in the hallway is popping up on one end."
Sub-WO #48230-A — HVAC (auto-created)
Dispatched- Trade
- HVAC
- Created
- Automatically — safe trigger
- Vendor
- HVAC technician queue
AC not cooling since Friday.
✓ Suggested: split the carpentry item to its own work order
The floorboard issue is a separate trade and can't ride on the HVAC work order — one vendor per work order.
ⓘOnly HVAC splits automatically. Every other split waits for this approval.
Split approved
Ticket lifecycle
Ticket parsed into trades
HVAC · carpentry
HVAC sub-work-order auto-created
#48230-A
Carpentry split approved by staff
#48230-B
Vendors scheduled
Duplicate clusters (30 days)
11
Awaiting tenant confirmation
3
Merged with explanation
8
Closure complaints
0
Possible duplicate clusters
Nothing closes without tenant confirmation◆
3 overlapping WOs — bathroom sink leak — 1615 S 22nd St, Unit 2
#48192 · #48197 · #48201 — same fixture
◆
2 overlapping WOs — front door lock — 2144 Reed St, Unit 1
#48155 · #48160
ⓘOverlapping work orders are grouped and proposed for consolidation — but nothing is closed on AI judgment alone. The tenant confirms first, and every closure carries an explanation of what was merged and why.
Duplicate cluster
Cluster — 3 overlapping work orders
Tenant confirmed · merged- Property
- 1615 S 22nd St, Philadelphia PA 19145
- Work orders
- #48192 (Jul 30) · #48197 (Jul 31) · #48201 (Aug 1)
- Common issue
- Bathroom sink leak — same fixture
- Merged into
- #48192
Three submissions over three days describing the same bathroom sink leak. Consolidation proposed to tenant and confirmed before any closure.
Tenant confirmation
Aug 2PM AssistantHi! We noticed three work orders that all mention the bathroom sink leak (#48192, #48197, #48201). Are these the same issue? If so, we'll combine them so the plumber handles everything in one visit — nothing gets lost.
Tenant · Unit 2Yes, it's the same leak — I just wasn't sure the first ones went through.
PM AssistantAll set — they're combined into one work order (#48192) and a plumber is scheduled. The other two will show as merged into it, not ignored.
Tenant confirmedMerged into #48192Closure explained
Cluster lifecycle
Overlap detected
3 WOs, same fixture
Tenant asked to confirm
Tenant confirmed
Merged with explanation
into #48192
Plumber scheduled
Applications this week
14
In screening
5
Summaries delivered
9
Manual re-keying
0
Received (AppFolio)
New
J. Alvarez — 1236 Wharton St, Unit 2
Applied Aug 3, 4:12 PM
Screening in progresscredit + criminal · two providers
In progress
T. Nguyen — 2045 Pierce St, Unit 1
Credit: report received
Criminal: pending
Consolidating
M. Okafor — 1521 Dickinson St, Unit 3
All results in — summary drafting
Summary delivered
Done
R. Castillo — 1615 S 22nd St, Unit 2
Emailed Aug 3, 11:02 AM
ⓘEach application is entered into both screening systems the moment it arrives — one credit, one criminal — and the consolidated summary email goes out as soon as results land. No re-keying anywhere in the flow.
Application detail
Application — T. Nguyen
Screening in progress- Source
- AppFolio online application
- Submitted
- Aug 3, 9:48 AM
- Credit screening
- Submitted 9:52 AM · report received
- Criminal screening
- Submitted 9:52 AM · pending
- Staff re-keying
- None
Application lifecycle
Received from AppFolio
9:48 AM
Entered into credit screening
9:52 AM
Entered into criminal screening
9:52 AM
Results consolidation
Summary email
Summary email (preview)
Delivers when all results are inPM AssistantSubject: Application summary — T. Nguyen, 2045 Pierce St Unit 1. Application, credit report, and criminal screening consolidated below. Income 3.4× rent; credit within screening criteria; criminal check pending. Full reports attached.
Same format as today's emailFull reports attached
ⓘDelivery target and format are configurable — email, a note written back to AppFolio, or both.