Property management
Maintenance and compliance systems for property management
Property management is a compliance business with a maintenance business bolted on. The certificates are legally required and dated; the repairs are unpredictable and arrive at inconvenient hours.
Compliance - next 90 days
284 properties · 3 escalated
An illustration of the kind of screen this builds towards - yours is built around how your property management company actually runs.
The reality
Where the time and money goes in a property management company
Repairs reported by phone, badly
A tenant rings to say the boiler is making a noise. Without a photo, a video or a proper description, the contractor turns up not knowing what they are dealing with and half the visits achieve nothing.
Certificates expire quietly
Gas safety every twelve months, EICRs every five years, EPCs every ten. Across a portfolio those dates are scattered, and missing one is a legal problem rather than an admin one.
Nobody knows the status of a repair
The tenant chases the agent, the agent chases the contractor, the landlord chases the agent, and none of them can see what is actually happening.
Landlords want statements and get delays
Rent received, deductions, works carried out. Producing that by hand each month across a portfolio takes days and is where most disputes start.
Inspections recorded on paper
Property visits written up afterwards from memory, with photographs on a phone that never make it into the file.
The approach
How we'd fix it
The maintenance side works far better when the tenant does the first ten minutes of the job. A reporting form that asks what and where, and requires a photo or short video, means the contractor arrives knowing what to bring. Everybody - tenant, landlord, manager - can then see the same status on the same job, which removes most of the chasing calls in all three directions.
Compliance is simply a matter of never trusting anybody's memory. Every certificate on every property has a date, and those dates should generate reminders well before expiry, with escalation if nothing has been booked. A dashboard showing anything expiring in the next ninety days turns a legal risk into a routine task. Everything else - inspections with photographs recorded on site, landlord statements generated automatically each month - follows from having the properties and their events in one place.
What we build
Built for property management companies
Tenant repair reporting with photos
What, where and a picture or short video, so contractors arrive prepared instead of on a scouting trip.
Contractor dispatch and tracking
Jobs sent to the right trade, accepted, scheduled and completed, with everyone seeing the same status.
Compliance certificate tracking
Gas safety, EICR, EPC, fire and legionella dates per property, with reminders and escalation before expiry.
Inspections recorded on site
Room-by-room inspections with photographs completed on a phone at the property and filed immediately.
Landlord statements and reporting
Monthly statements generated from rent received and works carried out, available to landlords whenever they want them.
Documents in one place
Tenancy agreements, certificates, inventories and correspondence stored per property and per tenancy.
What changes
The difference it makes
- Contractors arrive knowing the job, so fewer visits are wasted
- Certificates get renewed before they expire, every time
- Chasing calls drop because everyone can see the same status
- Landlord statements go out on time without days of manual work
In practice
A worked example: the ninety-day view
A managing agent with a few hundred properties tracked compliance in a spreadsheet, which worked until somebody was off and a gas safety certificate lapsed. Nothing came of it, but it could easily have done, and it prompted a look at how many other dates were close.
A dashboard of everything expiring in the next ninety days, with automatic reminders and escalation if a job is not booked, turned that from a background worry into a Monday morning task. It is not the sort of feature anybody gets excited about, and it is the single most valuable thing in a property management system, because the alternative failure is a legal one.
The systems behind it
What this is built from
Everything on this page is put together from the same handful of systems, shaped around how property management companies actually work.
Questions
Property Management - the questions I get asked
Can tenants report repairs online?
Yes, and requiring a photo or a short video is what makes it worth having. The contractor arrives knowing what they are dealing with instead of making a scouting visit, which cuts out a large share of wasted call-outs. Tenants generally prefer it too, because it works at eleven at night.
How does compliance tracking work?
Every certificate on every property carries its expiry date. Reminders go out well before, with escalation if nothing has been booked as the date approaches, and a dashboard shows everything falling due in the next ninety days. It turns the thing most likely to cause a legal problem into a routine weekly review.
Can landlords see their own properties?
Yes. Each landlord gets access to their portfolio - rent received, works carried out, certificates and their dates, and monthly statements. Most of the routine questions stop being asked, and the ones that remain are the ones worth a conversation.
Can contractors be given access without seeing everything?
Yes, and they should be. A contractor sees only the jobs assigned to them - the property, the access arrangements, the fault and the photographs - and can update the status and upload their invoice. They never see the wider portfolio or anything about other tenancies.
Can inspections be done on a phone at the property?
Yes, room by room with photographs taken as you go, filed against the property immediately rather than written up from memory that evening. It is quicker on the day and produces a far better record if a deposit is ever disputed.
Similar businesses I work with
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Recurring contracts scheduled properly, staff rotas across every site, and invoices that go out on their own each month.
Plumbers
Emergency enquiries answered fast, annual boiler services that remind themselves, and landlord gas certificates on a proper cycle.
Run a property management company? Let's have a look at it
Tell me how things work at the moment and I'll come back with a clear, fixed quote - and an honest view on whether it's worth the money. No pressure and no jargon.