For property owners and managers

Maintenance requests, sorted.

Lillemor reads every maintenance request and tells you how urgent it is, who should fix it and who talks to the tenant. The urgent ones end up on top and the right tradesperson can be sent from the start.

Book a walkthroughHow it works
  • No system change
  • De-identified before analysis
  • 17 answers per work order
Incoming
  • 08:12Water is dripping from the bathroom ceiling, seems to come from the apartment above.
  • 08:40My key fob hasn't worked for the garage since yesterday.
  • 09:05REMINDER. Still haven't had a reply about the window that won't close!
  • 09:31The oven won't heat up. Can someone come on Thursday?
Lillemor sorts
Sorted by Lillemor
  • EmergencyWater leak from the apartment above
    PlumbingProperty managerInsurance?
  • Within 24 hWindow won't close
    CarpentryCustomer serviceReminder
  • Within 24 hOven won't heat up
    AppliancesCustomer serviceBook a time: Thu
  • This weekGarage key fob not working
    Locks & accessLeasing
Example. Every work order gets an urgency, a trade, who talks to the tenant and what needs following up.

The difference

Less reading. Fewer unnecessary call-outs.

Someone reads every work order to find the urgent ones.
Urgent work orders are at the top of the list.
The category is guessed and the wrong tradesperson turns up.
The right trade, with a suggested contractor from your history.
Missing information is discovered only on site.
What's missing is visible before anyone is sent out.
Reminders and return visits are spotted by chance.
Reminders and recurring faults are flagged.
Chargeable damage and insurance cases are missed.
Possible charge-backs, insurance and warranty cases are flagged.

What Lillemor does

One work order in. 17 answers out.

The same questions an experienced case handler asks, for every work order, every time.

Four levels of urgency

  1. EmergencyTop of the list

    Active water leak, fire or electrical hazard, no heating in winter, someone trapped.

  2. Within 24 h

    An important function is broken: no hot water, broken stove, lock or lift out of service.

  3. This week

    Annoying, but the tenant can manage for a few days.

  4. Can be planned

    Cosmetic or minor. Daily life is not affected.

You see when a person is neededConfidence per answer
Unsure0–50%
Fairly sure50–80%
Sure80–100%
A person looksCheckAct

And everything else that decides the next step

Prioritization
UrgencyOngoing damageHow many are affected
The right contractor
14 tradesSuggested contractorCan the tenant fix it?
Communication
Who talks to the tenantAccess neededBook a timeMentions datesFrustration
Basis for action
Can we act nowWhat's missingReminderRecurring fault
Finance
Charged to the tenantInsurance caseWarranty case
17 answers, each with a confidence level

When Lillemor is unsure she says so, and the work order goes to a person.

Tools

Sorting is the beginning. Then the money starts.

The work-order list answers what is urgent. Four tools on top of it answer what an owner really wonders: who pays, which jobs hold, where it leaks and what happened in the apartment before the move-out.

Finance

The charge-back decisions already in the text

Your case handlers already write “to be charged” and “no charge”. But the decision is buried in the middle of a ticket thread. Lillemor pulls it out, shows the sentence it came from and compares how you usually handle it.

  • Every decision is shown with the exact sentence and where in the work order it appears
  • Per category: how often you charge, and how often you don't
  • Same kind of damage treated differently? It shows, so you can agree on one line
  • Download the decision list as CSV and pass it on to finance

Only clear decisions count. Questions, “if”, “possibly” and contradictions are left as unclear. Lillemor doesn't guess who should pay.

From the work order textWhat it looks like
“The tiles are to be charged.”Charge
“No charge.”No charge
“Should the tenant be re-invoiced?”Unclear
10
charged
7
no charge
982
no clear decision
The decision list can be downloaded as CSV
Quality

Which jobs hold, and which come back?

When the same apartment and trade show up again within 30 days, it is often the same fault that wasn't fixed. Lillemor calculates it, per contractor, so you have numbers to bring to the next contract meeting.

  • Recurring faults are flagged directly in the work-order list
  • Open a work order and see everything that has previously happened in the apartment
  • Return-visit rate per contractor, counted from the first visit
  • Small contractors with few jobs aren't ranked. Three work orders is not statistics

The same trade is not always the same fault. It's a list to check, not a verdict on anyone.

Return visits within 30 daysContractors anonymized
  1. Contractor A9 of 24 jobs
    38%
  2. Contractor B4 of 15 jobs
    27%
  3. Contractor C17 of 93 jobs
    18%
  4. Contractor D54 of 334 jobs
    16%
  5. Contractor E4 of 27 jobs
    15%

Shows contractors with at least 10 jobs. 12 more have too few jobs to be ranked.

Damage

Damp rarely shouts. It repeats itself.

One damp patch in a work order is one work order. Four in the same apartment is a pattern. Water Watch reads the Swedish in every maintenance request and points out the apartments where the signals start to repeat.

  • 74 work orders with strong water and damp signals were found in this portfolio
  • 9 units had signals in two or more different work orders
  • Dripping taps and old damage are filtered out so the alarm doesn't go off needlessly
  • Its own view in the work-order list, and the detail view shows which words triggered the flag

A keyword screening, not a leak detector. It says where it's worth looking, never that something is wrong. Some cases are missed, which is why a person makes the final call.

Water WatchIllustration
Water running on the floor under the kitchen sinkStrong signal
Take a look
Damp patches and mould in the bathroom ceilingStrong signal
Take a look
The tap drips a little in the kitchenWeak signal: normal wear
No alarm
Water-damaged cabinet door since move-inOld damage, nothing ongoing
Downgraded

Same apartment, five months: four of them with a water signal.

Move-out

The move-out inspection, with the answer key

One sheet per apartment. Every work order in the export that touched it, newest first, ready to print. The inspector walks in with the history in hand instead of guessing what was there from the start.

  • 134 units, 134 ready-made pages. No export job to do
  • Date, work-order number, title, category, contractor and status on every row
  • Prints on A4 with a repeated table header, and rows that are never split in two
  • Direct link from the work order and from the hotspot list to the apartment's page

Lease contracts aren't in a work-order export, so Lillemor draws no line for when a tenant moved in. The inspector adds move-in and move-out dates themselves. This is a history, not an opinion.

Work-order history per apartmentExample, not real data
Apartment 0009
All work orders, newest first
Print
DateTitleStatus
12 MarThe front door won't lockClosed
28 FebThe kitchen mixer tap is leakingClosed
03 JanNo heat in the bedroomClosed
19 NovBroken sealing strip on windowClosed
Possible tenant debt is flagged once the AI analysis has run

From the real world

What 17 months of maintenance requests show

Every maintenance request for a residential portfolio of 134 units, November 2024 – April 2026. Pulled from the ticketing system and anonymized.

maintenance requests
999
per month on average
60
categories
34
contractors
40
4 out of 100were marked urgent

Finding them means reading every one. Lillemor reads all 999 and puts the urgent ones on top.

32%of work orders came from 10% of units
13 of 134 units10%
their share of work orders32%

13 of 134 units. Lillemor shows where the problems cluster.

13%were return visits within 30 days

107 work orders concerned the same unit and trade as another work order in the previous 30 days. Each one can mean the same fault is paid for twice.

10%needed no tradesperson

Contracts, invoices and questions. They belong with leasing or customer service, not out in the field.

Maintenance requests per monthHover over a bar
50
100
Nov 24Apr 26
Which trade was needed?
  • Building & carpentry22%
  • Locks & access18%
  • Appliances13%
  • Plumbing12%
  • Contracts & admin10%
  • Electrical8%
  • 8 other trades17%

How it works

From export to sorted work-order list

Tenants report faults as usual. You keep your system.

  1. Step 1

    Export

    Maintenance requests are exported from your property system. No system change.

  2. Step 2Local

    De-identify

    Names, numbers, apartments and door codes are swapped for tokens, locally.

  3. Step 3

    Sort

    Lillemor answers 17 questions per work order, with a confidence level.

  4. Step 4

    Act

    A sorted work-order list, hotspots and recurring faults.

Evaluate on your own work orders

Lillemor never gets to see how your case handlers prioritized and categorized. That's why we can show exactly where she agrees with you, and where she doesn't.

Data protection

Personal data never reaches the AI

Maintenance requests are full of names, phone numbers and door codes. They are swapped out before anything is analyzed.

Local

Call Anna on 070-123 45 67, apt 1102

The key to the tokens is never uploaded
Only tokens pass
AI analysis

Call [PERSON_0012] on [PHONE_0003], apt [UNIT_0044]

Safeguard: stops on a match with known names or numbers
Login required
Your work-order list
  • Static website
  • Tokens only, no tenant names
  • No online database

FAQ

Good to know

Do we have to change ticketing system?

No. Lillemor works from an export of your maintenance requests. You keep working in the system you have.

Does Lillemor replace customer service?

No. Lillemor sorts and suggests, people decide. Work orders where she is unsure are flagged for review.

Does Lillemor handle Swedish maintenance requests?

Yes. Lillemor is built on real Swedish maintenance requests, including long threads where the latest comment is at the top.

Is it AI that finds charge-backs and water damage?

No, those tools read the text using clear rules, without AI. They only show what is actually written, and say “unclear” rather than guess. The work-order analysis of urgency and contractor is what uses AI.

Can the questions be customized?

Yes. Questions, trades and who is responsible for communication are adapted to how you work.

See Lillemor on your own work orders

We show Lillemor on real maintenance requests. If you want to go further, we run her on your history and show where she agrees with your case handlers.

Book a walkthrough