SYSTEM ARCHITECTURE
WhatsApp bot that lets tenants create maintenance tickets, attach photos and voice memos, and get notified when staff respond.
Tenants were submitting maintenance requests through email, phone, WhatsApp, and an old web form. The property management staff spent half their day moving requests between channels, transcribing voice messages, and chasing missing details.
Tickets fell through the cracks. Tenants complained about slow responses.
The team wanted one channel that worked for tenants (WhatsApp) and one structured backend that worked for staff.
Meta Cloud API connected to n8n for orchestration.
Detects ticket type and asks required questions per type (plumbing, electrical, appliance).
Photos and documents handled inline in the chat.
OpenAI Whisper, posted as a structured ticket note.
By phone number, with ability to add comments to open tickets.
Via WhatsApp when a tenant’s ticket is updated or closed.
Opt-in confirmation and explicit retention rules.
n8nWhatsApp Business APIMeta Cloud API
SupabasePostgreSQLOpenAI WhisperVPS deployment
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