Operations
Maintenance Requests
Track and manage property maintenance requests from tenants. Assign work to contractors, monitor progress, and document completed work.
Getting Started
- Create a maintenance request — Go to Maintenance → New Request. Choose the property, give it a title and description, the type of problem, priority (Low, Medium, High or Urgent) and, optionally, the trades needed, a target date, an agreed price, who reported it and who to assign it to.
- Work from the dashboard — Maintenance opens on tiles such as Needs your attention, Past target, Urgent, Awaiting quotes and In progress, so you can see what needs you. Switch between List and Map views.
- Assign a contractor — Click 'Assign contractor…' on the job. Contractors set up under Maintenance → Contractors are suggested by trade and area. On the Business plan you can request and compare quotes.
- Track status — Jobs move through Open, Assigned, In progress, Completed and Closed. Each priority has a response target (Urgent 24 hours, High 7 days, Medium 14 days, Low 28 days) unless you set your own target date.
- Add photos and comments — Upload photos and add comments on the job page as work progresses.
- Complete the job — 'Mark as completed…' records the final cost, can create a bill in Accounting and adds the work to the property's History.
Common Questions
Can tenants submit maintenance requests themselves?
Yes. Each tenancy has a secure tenant portal link with a Repairs tab, where the tenant can report a repair and see its progress. Requests they submit arrive in your Maintenance section automatically. You can also log a request yourself if a tenant calls or texts instead.
How do I notify a contractor of a maintenance request?
On the Business plan, use Request quotes on the job to send contractors a brief (AI can draft it from the job and photos). A contractor invited as a Maintenance Contractor team member (Business plan) sees their assigned jobs in their own contractor portal, where they can accept, quote, update the status and upload photos. Otherwise, contact them directly with the details on the job.
Can I track maintenance costs?
Yes. When you click 'Mark as completed…', enter the final cost and tick 'Record it in Accounting as a bill' to create a Repairs and Maintenance bill for that property (needs full Accounting access).
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