Maintenance & vendors

Work orders track a repair from report to completion.

The board

Maintenance shows requests in columns: New → Assigned → Scheduled → In progress → Completed → Closed. Tenant requests from the portal arrive in New with their photos.

Working a request

• Assign it to yourself, a manager or a maintenance team member.
• Schedule a date and time — the tenant sees it in their portal.
• Comment to keep the tenant informed. Tick Internal note for notes only your team can see.
• Complete with cost marks it done and records the bill as an expense on that property in one step.

Tenants get an email when the status changes or you comment (unless they've turned those emails off).

Vendors

Keep your plumbers, electricians and other pros under Vendors: contact details, trades, rates, license, W-9 and insurance expiry (you're reminded 30 days before it lapses). Upload their W-9 and insurance certificate on the vendor's page — only full-access team members can see those files.

On a work order:

• Assign a vendor and tick Email the job details to send them the address, description and entry instructions.
• Quotes — record each vendor's price. Approve one and the others are declined automatically; the approved vendor gets the job.
• Invoices — when the vendor bills you, Record the invoice. It's added to your expenses on that property automatically (no double entry) and can mark the job completed. Mark it paid when you pay.
• Rate the vendor when the job is done. Ratings and totals billed show on the vendor's page.

Preventive maintenance

Maintenance → Preventive maintenance holds recurring tasks such as HVAC filters, smoke-detector tests and gutter cleaning. Pick a common task or write your own, choose how often and the next due date. A work order opens automatically a few days before each due date (assigned to the vendor if you chose one), and the schedule moves to the next date. Use Create now to open one early, or pause a schedule.

Appliances, keys and codes

On each property, Appliances & systems records the water heater, HVAC, appliances and roof with make, model, serial number, install date and warranty — with a reminder 30 days before a warranty ends. Attach the manual and warranty card to each item.

Keys & codes tracks who holds which keys, fobs and remotes, and stores door, gate and lockbox codes. Codes are hidden until you click the eye icon, are visible only to owners, managers and maintenance staff, and are never written to the audit log.