WebPossible · Services for software vendors
Sample AI Visibility Audit: Vendor X, Maintenance & Vendor Network Software
Short answer
- Every number here is real, from the September 2026 Index runs for maintenance software. Only the vendor's name is removed.
- Vendor X came up in 6 of 25 answers, fourth in its category.
- The cause: it shows up when a buyer describes a multifamily portfolio or names a PMS, and almost never when a smaller property manager asks for the best tool.
- The fix starts with pages that answer the questions buyers actually ask: pricing, after-hours coverage, and comparisons.
This is what an Audit delivers, using one real vendor from the AI Shortlist Index. Audits run in ChatGPT, and this sample uses the ChatGPT runs the Index has published.
1. Your position
Vendor X was named in 6 of the category’s 25 prompts, a 24% mention rate. That puts it fourth of 18 named vendors. The leader, Property Meld, had a 91% mention rate.
| Prompt type | Prompts | Named you |
|---|---|---|
| “Best software” questions | 7 | 1 |
| Alternatives to a competitor | 5 | 1 |
| A specific segment | 4 | 2 |
| Works with a specific PMS | 3 | 2 |
| A problem to solve | 4 | 0 |
| Head-to-head comparisons | 2 | 0 |
Where you were named
| Prompt | Position | Tone |
|---|---|---|
| Student housing where almost every unit turns in August | 2nd of 3 | Recommended |
| Platforms that integrate with Yardi Voyager | 2nd of 5 | Neutral |
| A 15,000-unit operator with in-house maintenance teams | 2nd of 8 | Neutral |
| 1,200 units across garden-style communities | 3rd of 4 | Neutral |
| Maintenance software that integrates with AppFolio | 4th of 4 | Neutral |
| AppFolio’s built-in maintenance isn’t enough | 5th of 5 | Cautioned |
Named beside you most often: Property Meld (6 times), AppWork (4), Lula (2) and Leonardo247 (2).
Where you were missing
These prompts named four or five competitors and not you:
- “What’s the best maintenance coordination software for a property management company with around 300 doors?”
- “Which maintenance coordination platforms do property management companies recommend when scaling from 200 to 1,000 doors?”
- “Give me a shortlist of the maintenance request and vendor dispatch tools property managers actually use.”
2. The cause
Each finding carries one of three labels:
- Verified: checked against the run files.
- Inferred: drawn from the data but not proven.
- Hypothesis: something a Sprint would test.
Finding 1 · Verified
You’re named when the buyer describes a multifamily portfolio or names a PMS: 4 of 7 segment and integration prompts. You’re almost absent from general questions: 1 of 7 “best software” prompts, and none of the 6 problem and comparison prompts.
Finding 2 · Verified
The pages ChatGPT cites answer the buyer’s exact question, and they belong to competitors. Latchel’s maintenance services page was cited 13 times. Property Meld’s pricing page was cited 10 times, and Lula’s page for property managers 7 times.
Your most-cited page is your AppFolio integration page, with 2 citations.
Finding 3 · Verified
Of 184 citations in the category, 7 went to your site. Latchel’s site had 26, Property Meld’s 23 and Lula’s 22.
Finding 4 · Inferred
ChatGPT files you under “Multifamily/in-house maintenance teams”. That’s the exact phrase one answer used for you. It explains strong segment results and near silence when a 300-door manager asks.
Finding 5 · Hypothesis
Pages that answer pricing, after-hours coverage and “you vs them” questions would get you considered for the general prompts. This only matters if smaller property managers are buyers you want.
3. The source gap
The 10 most-cited websites in the category:
| Website | Citations | Type | What it means for you |
|---|---|---|---|
| latchel.com | 26 | Competitor | Not open to you |
| propertymeld.com | 23 | Competitor | Not open to you |
| lula.life | 22 | Competitor | Not open to you |
| help.propertymeld.com | 17 | Competitor | Not open to you |
| appfolio.com | 10 | PMS | Target: marketplace listing |
| buildium.com | 8 | PMS | Target: its “best work order software” article |
| vendorx.com (yours) | 7 | Your site | Add pages that answer buyer questions |
| vendoroo.ai | 7 | Competitor | Not open to you |
| yardi.com | 7 | PMS | Target: marketplace listing |
| reddit.com | 6 | Forum | Target: r/PropertyManagement threads |
Six of the ten are vendors’ own sites. The four you can work on are the three PMS sites and Reddit.
Your listings
Not in this sample: the Index does not collect listings data.
A real Audit checks your name, category and description across G2, Capterra, LinkedIn, Crunchbase and the PMS marketplaces. Mismatches are listed here with the fix for each.
4. The 90-day fix
Days 1–30: answer the questions on your own site.
- A pricing page, even if it only shows a starting price.
- A page on maintenance coordination for property managers under 1,000 doors, if you want that buyer.
- An after-hours coverage page, or a clear statement that you don’t offer it.
Days 31–60: build the comparison set.
- Vendor X vs Property Meld and Vendor X vs AppWork.
- A “Property Meld alternatives” page that says honestly who each option fits.
- Pitch the Buildium “best work order software” article for inclusion.
Days 61–90: the PMS marketplaces.
- Rewrite your AppFolio and Yardi marketplace listings around the questions above.
- Check the result in the next Index edition.
A Sprint carries out this plan. A real Audit ends here, with your next step and no obligation.
Founder, WebPossible
See why AI does or doesn’t recommend you — $3,500
Seven days. Twenty-five prompts in ChatGPT. The cause behind your row and a 90-day fix. Ryan replies with an agreement and an invoice; no call required.
Part of /ai-visibility-audit/.