Triggering utility and service setup notifications for new tenants

**Purpose**

1.1. Automate the notification process to utility and service providers (e.g., electricity, water, internet, cleaning) when a new tenant lease is finalized.
1.2. Ensure all essential services are promptly set up for new tenants before move-in.
1.3. Maintain compliance and enhance tenant satisfaction while reducing manual administrative workload.

**Trigger Conditions**

2.1. New lease agreement marked as “signed” or “executed” in property management system.
2.2. Tenant move-in date is populated and within a specified window (e.g., <30 days).
2.3. Utility setup not previously triggered for the lease.

**Platform Variants**

3.1. **Twilio SMS**
• Feature: Messaging API — Configure Send message on trigger for utility provider contacts.
• Sample: Use Messaging API to send predefined setup instructions to utility helpdesks.

3.2. **SendGrid**
• Feature: Transactional Email API — Configure automated email dispatch to provider addresses.
• Sample: POST /mail/send with HTML template detailing new lease and tenant info.

3.3. **Slack**
• Feature: Incoming Webhooks — Send a real-time alert to property manager channel.
• Sample: Webhook URL with JSON payload summarizing lease and required actions.

3.4. **Google Sheets**
• Feature: Append Row — Automatically log notification activity and status.
• Sample: Write lease, tenant, and utility sent-status to new row.

3.5. **Outlook 365**
• Feature: Mail REST API — Trigger and record outgoing email to service providers.
• Sample: /sendMail endpoint with lease-based dynamic content.

3.6. **Salesforce**
• Feature: Process Builder/Flow — Launch utility notification process from opportunity stage.
• Sample: Flow creates task and sends notifications on “Lease Executed” stage.

3.7. **DocuSign**
• Feature: Envelope Event Notification — Trigger utilities setup on envelope completion.
• Sample: Connect POST event to webhook which initiates notifications.

3.8. **Zapier**
• Feature: Multi-step Zap — Connect property system webhook to multiple notification tasks.
• Sample: Trigger POST request to utilities, then update CRM.

3.9. **Microsoft Teams**
• Feature: Incoming Webhook — Send adaptive card with setup status to leasing channel.
• Sample: JSON payload via webhook to Teams group.

3.10. **HubSpot**
• Feature: Workflow Automation — Create ticket or task for utility setup on deal close.
• Sample: Workflow triggers on “deal won” and notifies third-party vendors.

3.11. **Asana**
• Feature: Task Automation — Assign task to property admin for each utility setup.
• Sample: Create task with details from new lease.

3.12. **Airtable**
• Feature: Record Create Automation — Log utility notification status per new lease.
• Sample: Automation triggers on new record in “Leases” table.

3.13. **Zendesk**
• Feature: Ticket Creation — Open support ticket for any failed setup notification.
• Sample: API call generates ticket with lease and utility details.

3.14. **QuickBooks Online**
• Feature: Invoice/Bill Automation — Draft new bills for utilities on lease start.
• Sample: API creates draft bills flagged for setup.

3.15. **RingCentral**
• Feature: SMS/Call API — Auto-dial or SMS utility contacts for urgent setups.
• Sample: API triggered on lease execution for phone notification.

3.16. **Trello**
• Feature: Card Creation — Add card to “Utilities Setup” board for new move-ins.
• Sample: Board integration triggers card with provider checklist.

3.17. **Monday.com**
• Feature: Automation Recipes — Move item to “Setup In Progress” and assign owner.
• Sample: Automation triggers when lease signed status changes.

3.18. **Freshdesk**
• Feature: Ticket Automator — Generate ticket for each new service activation request.
• Sample: API POST with lease, tenant, and provider data.

3.19. **Dropbox**
• Feature: File Request — Request utility account confirmation uploads from tenants.
• Sample: File request link auto-sent upon lease signing.

3.20. **Mailgun**
• Feature: Email API — Dispatch emails to utility providers with tenant details and activation request.
• Sample: Use /messages endpoint with templated body referencing lease info.

**Benefits**

4.1. Eliminates manual delays, ensuring utilities are ready on tenant move-in.
4.2. Reduces administrative overhead and errors in notifications.
4.3. Guarantees compliance with lease obligations.
4.4. Enables full audit trail and documentation for all setup actions.
4.5. Enhances tenant satisfaction by ensuring seamless transitions.