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Property maintenance contractors

Software for property maintenance contractors

Reactive maintenance arrives as an order, not an enquiry. Nobody asks you to quote for a dripping tap in flat 14; somebody raises a works order, you go, and once a month you ask to be paid for all of it at once. The paperwork problem is not pricing — it is being matched.

What is different about this trade

Their order number is what gets your statement paid, and ours is what most software prints. Work ordered straight down the phone never goes near a quote, so there is nowhere obvious to put the reference they gave you; a monthly statement then goes out carrying forty of our job numbers and none of theirs, and sits in somebody’s accounts payable unmatched while everyone assumes it is fine. A job carries its own order number here, and a statement prints it line by line.

How it handles your day

Their reference, on every line

A job takes the order number it was raised under, whether or not it came from a quote, and the more specific one wins where both exist — a works order issued under a framework is what their ledger is holding, not the framework itself.

One invoice, forty jobs

A month of small jobs goes out as a single statement on their terms, a line per job with the date it was done. Chasing it is one conversation instead of forty, and you can see at a glance which month is still outstanding.

Who instructs, who pays, who is in

The agent or association instructs and pays; the resident is the site contact. They are kept apart on purpose, so the arrival reminder goes to the flat and the approval request for anything extra goes to the person who can actually authorise it.

Urgent ranks, it does not book

A priority moves work up the list of what still needs a slot and nothing more. A time already given to a resident is a promise, and no flag on another job is allowed to quietly take it back.

Waiting on a merchant, not forgotten

A job held up for a part hands its diary time back and sits under its own heading rather than disappearing into the booked work. A wait nobody put a date on is treated as worth chasing, because those are the ones that become three weeks.

Questions, answered

Can I record the customer’s own order number?

Yes, on the job itself as well as on a quote — which matters because most reactive work never has a quote. It is printed on the invoice and on every line of a monthly statement, so their ledger can match it without anybody ringing.

Can I invoice a managing agent monthly for lots of small jobs?

Yes. Put the customer on account and raise one statement covering the period, each job as its own line with its date and reference, on the payment terms you have agreed with them rather than the default.

The tenant is not the person paying. Does that work?

It is the normal case here rather than an exception. Reminders and arrival messages go to whoever is at the property; quotes, approvals and invoices go to whoever instructed the work.

How do I see what is still unbilled?

Finished work with no invoice against it is listed separately from work that is invoiced and unpaid, with a value where the job carries one and named as unknown where it does not. Counting an unpriced job as nothing is how a month’s work quietly goes unbilled.

Do you handle CIS on maintenance work?

Where it applies, yes — the deduction comes off labour only, on the net, and an unanswered line stops the invoice by name instead of being guessed at as materials.

How much is it?

£29.99 a month for the whole business — every feature, every person, no add-ons. 60 days free and no card to start.

Before you start

When you sign up you are asked what the business does. Pick Property Maintenance — the app uses it to decide what to show you, so the screens arrive already suited to the work rather than needing switching off one at a time.

The arithmetic behind this is free to use without an account — try the late payment interest calculator, which runs the same code the invoices do.

See it being done

Step-by-step guides with a short recording of each one, free to read without an account.

Bill a customer once a month

A letting agent or a housing association who sends you forty jobs a month gets one invoice, with a line for each.

Work you have finished and not billed

The jobs that are done and never got invoiced — and the deposit ones that look invoiced and are not.

A job that is waiting on something

Putting a job on hold, giving its diary time back, and picking it up again when the part arrives. Nobody is emailed — that call is yours.

All the guides and videos →

Also worth a look

Most businesses on this list do more than one of these. It is the same product and the same price either way.

Builders and main contractors

Months, stages, subcontractors and retention — with money held back recorded properly so it never reads as an overdue invoice.

Plumbers and heating engineers

Today's leak and next November's service are two different problems. One goes in the diary; the other has to be sold again. Both are handled here.

All trades and field teams →

Try it on your own work

60 days free with everything switched on, and no card to start. If you would rather ask something first, there is a person on the other end.

Start your free trialTalk to a person07976 748850

£29.99 a month for the whole business after the free 60 days.

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