From "the sink is leaking" to "here's the receipt" on one page.
Every repair has a story. Tenant request, your triage, vendor visit, invoice, sign-off. The Maintenance Record captures all of it in a timeline you can export the day it's done, or three years later when the owner asks why you charged what you charged.
The whole repair lifecycle, captured as one record.
One flow per repair. Tenant, vendor, and owner each play their role in it. You finalize and export when it's done.
Tenant request with photos
Tenant submits the issue from their phone: category, location, description, photos. The record opens automatically.
Triage & vendor assignment
Set priority, assign a vendor, schedule the visit. The vendor gets a structured link. No calling back and forth.
Owner approval gate
For anything above your threshold, the record requests owner approval with the diagnosis and estimate before work proceeds.
Vendor photos & notes
Vendor uploads before/after photos, diagnosis notes, parts list, and the receipt. All linked to the same record.
Receipts & invoice
Invoice attaches directly to the record. Charge-back rules can flag the cost to deduct from the tenant's deposit later.
Tenant sign-off
Tenant confirms the repair is complete. The record locks. The PDF is the timeline from request to resolution.
One record. Three parties. Zero phone tag.
Each party gets a link to the same record. They contribute their part. You only step in for approvals and finalization.
- 01
Tenant submits a request
From a saved link or a QR code in the unit. Category, photos, description. The flow costs $10 per record when you triage it.
- 02
You triage & assign
Pick a vendor, set priority, schedule. The vendor gets a structured link tied to the record.
- 03
Vendor visits, diagnoses, uploads
Before photos, diagnosis, estimate. If it's over your approval threshold, the owner sees it next.
- 04
Owner approves (when needed)
One tap from email. Their decision is timestamped on the record. No "I never approved that" later.
- 05
Repair complete · export PDF
Vendor uploads after-photos and the receipt. Tenant signs off. The PDF is the timeline. Charge-back rules forward any tenant-responsibility cost to the move-out deposit packet.
What the finalized record looks like.
One PDF, one timeline, every receipt. Hand it to an owner, attach it to a move-out deposit packet, file it in your records.
Issue
Single-handle kitchen faucet dripping steadily at the base; water pooling in the cabinet below.
Parties and property
Maintenance timeline
Vendor and service details
Jim's Plumbing replaced the cartridge in the single-handle faucet and resealed the P-trap. Minor cabinet water damage noted under the sink; recommend monitoring.
After photos
Costs, quotes & approvals
Resolution summary
Sign-offs and acknowledgements
Appendix · Files and evidence
Practical questions, practical answers.
Does the vendor need an account?
No. The vendor gets a unique link tied to the record. They upload photos and notes through the link. No signup, no app.
What if I do the repair myself?
You can fill in the vendor role yourself. The record still captures the photos, parts, and timeline. Useful for owners and for charge-back math.
What's the owner-approval threshold?
You set it per property. Anything above the threshold pauses for owner approval. Anything below proceeds without it.
Can the tenant submit requests directly?
Yes. Every tenant gets a saved link or QR code. They submit; the flow opens automatically; you triage from your dashboard.
How does charge-back to the deposit work?
If you mark the cost as tenant-responsibility, it pre-populates the deposit-deduction packet at move-out: line-itemed with the original receipt attached.
How does pricing work?
$10 per maintenance record, billed when you triage it. Vendor and owner participation is included. No per-update charges. Your first record is free and no card is required. The Unlimited plan is $99/month for up to 100 properties.
The next repair you'd rather not lose track of.
Open a Maintenance Record on the next leak, broken appliance, or thermostat call. Tenant, vendor, owner. One PDF when it's done.