A maintenance coordination portal for property managers
Maintenance requests arrive by text, email, and phone, then stall between the tenant, the vendor, and the owner who has to approve the cost. This portal gives every request one place to live and one clock to beat.
This example is a custom portal because the team signs into it to run a role-based, end-to-end workflow. Compare both solution types.
“Maintenance requests arrive by text, email, and phone, then stall between the tenant, the vendor, and the owner who has to approve the cost.”
→
After
Every request has an owner, a vendor, a cost decision, and a resolution clock that all three parties can see.
Maintenance coordination
Every request has an owner, a vendor, and a clock
Sample data
Coordination
Today, Alina
Sample data
Open requests4
Resolved under 48h71%
Past 48 hours1
Open requests
Request list
Common area — hallway lightRiverbend Flats
2 days ago
Lighting repairEst. $90
Resolved
Verified complete
Unit 7A — AC not coolingRiverbend Flats
3 days ago
HVAC repairEst. $1,450
Overdue
Escalate — past 48 hours
Unit 4B — no hot waterMaplewood Court
Today 7:10 AM
Water heater failureEst. $780
Vendor dispatched
Vendor arriving by 2 PM
Unit 12 — dishwasher leakMaplewood Court
Yesterday 4:20 PM
Appliance leakEst. $240
Triaged
Dispatch in-house maintenance
Switch to the owner view, approve a request above the reserve, and watch it move to dispatch.
Who this is for
Built for the way your industry actually works
Residential and commercial property managers coordinating tenants, vendors, and owners across a portfolio.
Residential property managementTenant requests, owner approvals, and vendor dispatch in one flow.
Commercial property managementCoordinate building systems, vendors, and tenant obligations.
HOA & community managementRoute common-area requests to the right board approval.
Short-term rental operatorsTurnovers and urgent fixes between back-to-back stays.
Single-family portfoliosOne board across scattered properties and many owners.
Facilities teamsIn-house maintenance with the same request and approval discipline.
How it runs
The workflow, end to end
Fits: Residential and commercial property managers coordinating tenants, vendors, and owners across a portfolio.
A tenant submits a request with photos and access instructions from a phone link
The coordinator triages urgency, and requests above the reserve threshold route to the owner for approval
An approved request is dispatched to a vendor with scope, access details, and a due date
Status updates flow back to the tenant automatically until the work is verified complete
Smallest useful first version: Start with one portfolio, the tenant request form, the owner approval threshold, and the vendor dispatch view.
Under the hood
Technical approach and how success is measured
Role-based portal separating coordinator, owner, and vendor access
Request records tied to property, unit, tenant, vendor, and cost approval
Threshold rules that route spending decisions to the right owner automatically
Resolution-time tracking with aging alerts on stalled requests
Accounting and property-management integrations added after the core flow is proven
Measured by: Median time from request to resolution · Percent resolved within 48 hours · Hours per week spent coordinating by email and text
Common Questions
Why does resolution speed matter this much?
Slow maintenance is one of the largest drivers of lease non-renewal outside of rent increases. Portfolios resolving inside 48 hours see meaningfully higher renewal rates, so speed is a retention lever, not just a service one.
How do owner approvals work?
Requests under the reserve threshold dispatch immediately; anything above it routes to the owner with the scope and price attached. The threshold is yours to set per property or owner.
Do vendors need accounts?
They get a scoped view with only the job, access details, and status updates. No access to your portfolio, tenants, or financials.
Start here
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