Maintenance & contractors

Maintenance is where tenants judge you. Property Rentals → Maintenance turns a stream of messages into tracked work.

How requests arrive

Tenants raise requests from their portal with a description and photos, which is far more useful than a phone call — you can often diagnose from the picture and send the right trade first time. You can also log a request yourself from an inspection or a routine check.

Triage

Set a priority. Loss of heat, water ingress or anything affecting safety is urgent and often carries a statutory response time; a sticking door is not. Getting triage right is mostly about protecting the urgent ones from the queue.

Assigning a contractor

Contractors holds your trades with their specialisms and contact details. Assign a request and the contractor sees it in their own portal — the property, the access arrangements, the description and the photos — without you forwarding anything.

Approval limits

Set a threshold above which work needs approval before it proceeds, particularly where the owner is paying. A quote for anything substantial protects everyone, and an owner surprised by a large invoice is a relationship problem.

Completion and billing

The contractor marks the work done and attaches their invoice. From there the cost bills to the owner as an expense on their statement, absorbs into your management fee, or recharges to the tenant where they caused the damage. Recording which of the three applies at the time is what stops the argument later.

Inspections

Move-in and move-out inspections capture the condition with dated photos. That record is the difference between a deposit deduction that holds and one that does not.

Watching the pattern

Recurring requests on the same unit usually mean the underlying fault was never fixed. The maintenance history per property is where that becomes obvious.

Note: your business can rename menu items (Settings → POS Configuration → Menu Labels), so the names in your menu may differ from those shown here.