Automated HOA Work Order Vendor Dispatch
Every morning, WebRun opens TownSq, pulls new work orders submitted overnight, reads each issue type and location, matches it to the appropriate vendor from your Google Sheets roster, logs the assignment to the work order tracker, and drafts a dispatch email for the manager to review and send to the vendor.
How do I automatically route HOA maintenance requests to vendors?
WebRun opens TownSq every morning, pulls new unassigned work orders, and matches each one to the right vendor from your Google Sheets roster. It logs the assignment and drafts a vendor dispatch email in Gmail. The manager reviews every draft before a vendor is contacted, keeping a human in the loop on every commitment.
- Every work order gets a vendor matched and a draft dispatch the same morning it arrives
- Urgent requests are flagged for same-day manager attention
- Expired-COI vendors are blocked from dispatch automatically
Built for HOA management companies · community association managers · property managers · facilities coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.townsq.ioin a real browser with your saved login - no setup, no API keys. -
1
TownSq - pull new work orders
townsq.io
WebRun opens TownSq to pull new work orders. - Open TownSq and filter the request queue for new, unassigned work orders
- Capture the issue type, description, location, submitting resident, and urgency level for each
- Flag any requests marked urgent or safety-related for priority dispatch
Done when All new unassigned work orders are collected with their full details.
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2
Google Sheets - match vendor and log assignment
google.com
WebRun opens Google Sheets to match vendor and log assignment. - Open the vendor roster sheet and find the preferred vendor for each issue category
- Log the work order to the tracker with the matched vendor, issue type, location, and date received
- Mark urgent requests at the top of the log for immediate manager attention
- Check that the matched vendor's COI is current before including them in the dispatch draft
Done when Each new work order is logged with a matched vendor and flagged by priority.
-
3
Gmail - draft vendor dispatch emails
gmail.com
WebRun opens Gmail to draft vendor dispatch emails. - Draft a dispatch email to the matched vendor for each work order, including the issue description, location, and any resident notes
- For urgent requests, add a priority flag to the subject line
- Save every dispatch as a Gmail draft. The manager reviews, adjusts if needed, and sends. Nothing goes to a vendor automatically
Done when All vendor dispatch drafts are saved in Gmail and ready for manager review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact vendors directly without manager approval?
No. Every dispatch email is saved as a Gmail draft for the manager to review first. Committing a vendor to a job is a business decision, so a human approves every dispatch before it is sent.
How does it pick the right vendor for each job?
It reads the issue category from TownSq and looks up the preferred vendor in your Google Sheets roster. You maintain the roster: each issue type maps to a primary vendor and an optional backup.
What if the matched vendor's insurance has expired?
WebRun checks the COI expiry date in your vendor roster sheet before drafting the dispatch. If the COI is expired, it flags the work order for manual vendor selection instead of drafting an expired-vendor email.
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