Read → Scope → Assign Trade → Sequence → Draft Work Orders

Inspection-to-Scope Builder

Reads the move-out inspection notes and photos, builds a scoped work order for each repair, assigns the right trade, sequences the jobs in the order they have to happen, and hands your coordinator a dispatch-ready plan within minutes.

The Problem

Two hours of manual scope-building. The turn clock ticks.

A unit is inspected after move-out. The inspector writes: "Kitchen cabinet damage, carpet stained in bedroom, bathroom fan not working, touch-up paint needed throughout." Your coordinator reads these notes, creates four separate work orders, assigns trades, figures out which job has to happen before which, and estimates timing. It takes two hours and starts the next morning. The turn clock ticks.

What Changes

Scoped, sequenced, ready to dispatch.

The agent reads the inspection notes and photos, creates four scoped work orders - carpentry first, then paint, then carpet, then electrician for the fan - assigns the right trade to each, and flags that the cabinet repair must be confirmed before painting starts. The full scope is ready within minutes of inspection completion. Your coordinator reviews, adjusts if needed, and dispatches the same afternoon.

Humans stay in control: The inspector decides what needs fixing. Your coordinator reviews the scope, adjusts anything, and approves the dispatch. The agent handles the two hours of turning notes into structured, sequenced work orders. It builds the plan, your team runs it.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERInspection FiledInspection app, uploaded form, or photos + notes

LLMRead FindingsLLM parses notes/photos → list of repair items

LLMScope Each ItemTurn each finding into a scoped task with detail

LLMAssign TradeMap each task to carpentry, paint, flooring, etc.

LLMSequence JobsOrder tasks by dependency - what blocks what

APIPull Vendor / CrewMatch trades to available in-house or vendor capacity

DECISIONScope Complete?

ACTIONDraft Work OrdersCreate sequenced work orders in the PMS

ACTIONFlag for ReviewSend coordinator the full scope to approve or adjust

The agent doesn't decide whether something needs repair - the inspector already did that. The agent takes that judgment and turns it into structured, sequenced work orders. Your coordinator still reviews and approves. The agent removes the two hours of manual scope-building, not the decision-making.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your InspectionNotes, photos, checklist

The AgentWorkflow engine + LLM

Your PMSWork orders, trades, turn board

WHAT YOUR TEAM PROVIDES ONCE

Your scope standards - what a complete work order needs for each trade
Trade definitions - which kinds of work map to which trade or crew
Sequencing rules - which jobs must finish before others can start
Make-ready checklist - the standard items every turn has to cover
Cost or time benchmarks - optional estimates per task type

What happens day-to-day: An inspection gets filed the way it always is. The agent reads it, scopes each repair, assigns the trade, and sequences the work. Your coordinator opens a dispatch-ready turn plan instead of spending two hours building work orders from raw notes.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Inspection app

Uploaded photos

Notes / checklist form

WORKFLOW ENGINE (N8N)

Trigger

LLM - Parse findings

LLM - Scope + assign trade

LLM - Sequence by dependency

PMS API - Check capacity

PMS API - Create work orders

Flag for coordinator

CONNECTS TO

PMS (Yardi / AppFolio / RealPage)Read: turn board, crews. Write: sequenced work orders

Inspection tool (app / forms)Read: findings, photos, checklist

Vision model (photo analysis)Optional - read damage detail from inspection photos

Notifications (Slack / email)Send the completed scope to the coordinator

WITHOUT PMS API

Agent works from an uploaded inspection form and outputs a sequenced scope to a shared sheet. Coordinator copies it into the PMS. No live capacity check, but the scope-building time still disappears.

WITH PMS API

Agent reads the inspection directly, checks live crew capacity, and writes sequenced work orders straight to the turn board. Coordinator reviews and dispatches the same day. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Trigger - Inspection Filed

Webhook from the inspection app on submit, OR a watched folder/email for uploaded inspection forms and photos.

Output: { unit_id, inspector, notes_text, photo_urls[], inspected_at }

LLMNode 2

LLM - Parse Findings

OpenAI GPT-4 or Anthropic Claude with vision. Reads notes and photos, returns a clean list of repair items.

Output: [{ item, location, severity, photo_ref }]

You read move-out inspection notes and photos and extract a list of repair items.

For each distinct issue, return:
- item: what needs to be done, in a few words
- location: room or area
- severity: cosmetic / functional / damage
- needs_photo_confirm: true if the note is vague and a photo should be checked

Group nothing. List every repair as its own item.
Respond ONLY with a valid JSON array. No explanation.

--- INSPECTION NOTES ---
{notes_text}

INPUT

"Kitchen cabinet door cracked under sink. Carpet stained in master bedroom. Bathroom exhaust fan not running. Touch-up paint needed throughout - scuffs in hallway and living room."

OUTPUT

[
  { "item": "Replace cracked cabinet door under kitchen sink", "location": "kitchen", "severity": "functional", "needs_photo_confirm": false },
  { "item": "Clean or replace stained carpet", "location": "master bedroom", "severity": "cosmetic", "needs_photo_confirm": true },
  { "item": "Repair or replace bathroom exhaust fan", "location": "bathroom", "severity": "functional", "needs_photo_confirm": false },
  { "item": "Touch-up paint scuffs", "location": "hallway, living room", "severity": "cosmetic", "needs_photo_confirm": false }
]

LLMNode 3

LLM - Scope, Assign Trade & Sequence

Turns each item into a scoped task, assigns a trade, and orders the tasks by dependency using your sequencing rules.

Output: [{ task, trade, sequence, depends_on, note }]

You build a sequenced make-ready scope from a list of repair items.

For each item:
- task: a clear, dispatchable scope line
- trade: one of [carpentry, paint, flooring, electrical, plumbing, hvac, cleaning, general]
- depends_on: the task that must finish first, or null
- note: anything the crew needs to know

Then order all tasks using SEQUENCING RULES below. Carpentry and structural repairs come before paint. Paint comes before flooring and final cleaning. Electrical/plumbing happen before the surfaces they sit behind are closed up.

REPAIR ITEMS:
{items_json}

SEQUENCING RULES:
{approved_sequencing_rules}

Respond ONLY with a valid JSON array, ordered by sequence.

OUTPUT

[
  { "task": "Replace cracked cabinet door under kitchen sink", "trade": "carpentry", "sequence": 1, "depends_on": null, "note": "Confirm matching door before paint" },
  { "task": "Repair/replace bathroom exhaust fan", "trade": "electrical", "sequence": 2, "depends_on": null, "note": "" },
  { "task": "Touch-up paint hallway, living room", "trade": "paint", "sequence": 3, "depends_on": "Replace cracked cabinet door under kitchen sink", "note": "After carpentry confirmed" },
  { "task": "Clean or replace stained carpet - verify from photo", "trade": "flooring", "sequence": 4, "depends_on": "Touch-up paint hallway, living room", "note": "Last, after paint" }
]

APINode 4

HTTP Request - Check Crew Capacity

GET against your PMS/scheduling API for in-house tech and vendor availability per trade. Fallback: read a capacity sheet.

Output: { trade: earliest_available_slot } map for each trade in the scope

DECISIONNode 5

Condition - Scope Complete?

IF every task has a trade and no item is flagged needs_photo_confirm without resolution → continue. ELSE → flag those items for coordinator input.

Output: Branch: COMPLETE (draft work orders) or REVIEW (flag specific items)

ACTIONNode 6

Create Work Orders

POST one work order per task to the PMS, in sequence order, with trade, dependency note, and target slot attached. Status: "Drafted - pending review".

Output: Sequenced work orders created on the turn board.

ACTIONNode 7

Flag for Coordinator

Send the coordinator the full sequenced scope with one-tap approve, plus any items flagged for photo confirmation.

Output: Coordinator notified. Scope ready to approve and dispatch.

MVP vs Advanced — Where To Start

MVP — START HERE

Uploaded inspection form (no app)
Text-only parsing (no photo vision)
Fixed sequencing rules
Capacity from a shared sheet
Scope output to a sheet
Coordinator review by email

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From inspection notes to a sequenced scope - step by step.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

OTHER AGENTS IN LEASING & MARKETING

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Workflow Orchestrator

Creates full task plan with owners, dependencies, and deadlines

Turn Critical Path Risk Detector

Flags the current blocker and forecasts rent-ready date risk

Turnover Next Step Agent

Creates immediate actions after move-out to prevent early stalls

Frequently asked questions

Inspection-to-Scope Builder is an AI agent that converts inspection notes into sequenced work orders with trade assignments.

Two hours of manual scope-building. The turn clock ticks. The Inspection-to-Scope Builder addresses this — it converts inspection notes into sequenced work orders with trade assignments.

No — your team stays in control. The inspector decides what needs fixing. Your coordinator reviews the scope, adjusts anything, and approves the dispatch. The agent handles the two hours of turning notes into structured, sequenced work orders. It builds the plan, your team runs it.

This is 1 of 5 agents in Turn Management & Make-Ready. → · Explore all 10 departments →