Optional module
Repairs tracked as costs, not just as tasks
Most maintenance tools close the ticket and stop. The expensive question is who pays for it, whether you can reclaim the VAT, and what you still owe the contractor.
How it works
A ticket moves from request through assignment, work order, in progress and resolved to closed, with a priority, a comment timeline and a link to the unit it belongs to. A triage dashboard ranks what needs attention rather than presenting a flat list.
Beyond that it is a cost system. A vendor directory holds each contractor's trade and tax number. Every ticket tracks three separate figures — quoted, approved and final — and routes the bill to a billing party: the landlord, the tenant, split between them, or the office's own account.
Completing a costed ticket posts a journal automatically, and paying the contractor posts a second one. Where the contractor is tax-registered, the input VAT is separated out and reclaimed rather than buried in the expense. Costs recharged to a landlord or tenant are raised as real invoices, and a landlord can settle from the balance you already hold for them instead of paying separately.
Preventive jobs run on a cadence — an air-conditioning service every six months, a water tank cleaned yearly — per unit or per building, spawning their own tickets when they fall due. A dedicated screen shows what the office still owes contractors, worked out from the ledger rather than from whether somebody remembered to tick a box.
What you get
- Tickets from request to closure with priorities and a comment timeline
- Triage dashboard ranked by urgency, with filters and CSV export
- Vendor directory with trade and tax number per contractor
- Quoted, approved and final cost tracked separately
- Billing routed to landlord, tenant, split or the office
- Automatic journal on completion and again on paying the contractor
- Input VAT reclaimed when the contractor is tax-registered
- Recharges raised as real invoices to the paying party
- Landlords able to settle from the balance you hold for them
- Preventive maintenance on a cadence, per unit or per building
- Contractor payables screen driven by the ledger
Questions
Can the tenant raise a maintenance request themselves?
Not directly — there is no tenant portal. Requests reach your office the way they do now, by phone, message or in person, and your team records them. Landlords can see the maintenance on their own properties through the landlord portal, but they view it rather than raise it.
How does it know what we still owe a contractor?
From the ledger. Completing a costed ticket creates a payable to that contractor, and recording the payment clears it. The contractor payments screen reads that balance directly, so it reflects what is actually outstanding rather than depending on somebody having updated a status field.
Cost a real repair in the demo
Bring a recent repair and we will route the cost, reclaim the VAT and show what would be owed to the contractor.
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