Repairs and maintenance
Every repair, managed to the end
From the first report to the signed off invoice, with your rules deciding what happens automatically and what waits for a person. The chasing is the software's job.
The lifecycle
Eight stages, most of which run themselves
- 01Hands off
Raise
Created and categorised
Urgency, priority and a deadline set by your own rules, with a responsible property manager assigned.
- 02Hands off
Book
Contractor selected
The preferred contractor for that property, landlord or trade, with backup and emergency contractors behind them.
- 03Needs a decision
Approve
Quotes and limits
Quotes requested and compared. Under the landlord's agreed limit it goes ahead. Over it, we ask them first.
- 04Hands off
Attend
Scheduled and tracked
Appointments coordinated with the tenant, then accepted, scheduled, attended and completed states tracked as they happen.
- 05Hands off
Chase
Overdue work followed up
Contractors who have not updated, not attended or not sent documents get chased without anyone writing the email.
- 06Hands off
Evidence
Documents collected
Invoices, certificates, notes and completion photographs gathered and checked for what is missing.
- 07Needs a decision
Follow on
Follow-up repairs raised
Where the visit turns up more, a follow-up job is created against the same property with the history attached.
- 08Hands off
Close
Confirmed and rated
The tenant is asked to confirm the repair worked and to give feedback, which feeds the contractor's record.
What the workflow covers
Everything the workflow handles for you
- Create and categorise a repair
- Set how urgent it is, its priority and a deadline
- Assign a responsible property manager
- Select a preferred contractor
- Request and compare quotes
- Apply the spending limits each landlord agreed in advance
- Request landlord approval when it is required
- Generate and send a work order
- Coordinate appointments between tenant and contractor
- Track accepted, scheduled, attended and completed states
- Send automatic updates to tenants and landlords
- Chase contractors when updates or documents are overdue
- Collect invoices, certificates, notes and completion evidence
- Record approvals and communications against the job
- Create follow-up repairs
- Close the job and request tenant feedback
Managing the queue
Built for a hundred open jobs, not five
A property manager running two hundred properties does not need a list of everything. They need the handful of jobs that have stopped moving, and a fast way to act on many at once.
- Bulk progress and reassign jobs
- Filter by branch, manager, property, landlord, status and contractor
- See missed deadlines as they happen
- Find jobs with missing evidence or invoices
- Review the complete repair history for any property
Quote over limit
Boiler replacement, £1,840
34 Ashfield Road · landlord approval needed
No contractor response
Roof leak, 2 declines
Prospect House · offered 14 hours ago
Certificate expiring
Gas safety, 11 days
6 properties · renewal not yet booked
No access, twice
EICR follow-up work
Flat 3, Camberwell Court · tenant not responding
61 other repairs progressed on their own today
Oversight
Nothing slips through
Bulk actions
Progress or reassign many jobs at once when someone is off, a branch is short-staffed or a contractor drops out.
Deadlines you can see
A job about to run late shows up straight away, not in next month's report.
Missing document checks
Jobs marked complete without an invoice, certificate or photograph are flagged instead of quietly closing.
Audit
A record that holds up when it is questioned
Deposit disputes, insurance claims, complaints to the ombudsman and landlord arguments all come down to the same question: what happened, and when.
Recorded on every job
- Tenant messages and the questions they were asked
- Contractor updates, quotes, invoices and certificates
- Landlord approvals and who gave them
- Photographs and video from report and completion
- Internal notes and appointment history
- Automated emails, SMS and WhatsApp messages
- Every automated decision, with the rule that caused it
Questions
Common questions
See a repair run end to end
Bring one of your own and we will show you where it would have moved on its own and where it would have reached you.