Maintenance coordination
Coordinate every repair between your team, your contractors and your tenants
Tenants report in the app, on the web or on WhatsApp. Contractors get the job by WhatsApp, text or email, with one link that needs no login. Whichever way each person works, every update, photo, quote and invoice lands on the same job.
4 ways in
Tenant app, web portal, WhatsApp, or your team logs it
3 ways out
Reach contractors by WhatsApp, SMS or email
No login
One job link for contractors, on every channel
One job
Every update, photo, quote and invoice in one place
The problem
Repairs arrive every way at once, and nobody can say where a job is
Without TenantSync
Requests come in by phone, text, email and WhatsApp, to whoever happened to pick up.
One contractor never reads email, another only answers WhatsApp, and the job gets retyped for each.
“Thursday 10am, need a part, €180” gets copied from a phone into the notes, or doesn’t.
Tenants ring to ask when someone is coming, and nobody asks them afterwards whether it was fixed.
Quotes arrive as photos of paper, and the invoice is keyed into the landlord’s statement by hand.
With TenantSync
Every request becomes one job, whether the tenant used the app, the web portal or WhatsApp, or rang and your team logged it.
Each contractor is reached the way they work, by WhatsApp, SMS or email, with their preferred channel first and the next one if it can’t reach them.
Every channel carries the same job link. The contractor books the visit, quotes and adds photos there, and it lands on the job.
Tenants hear about the visit in the app, by email or on WhatsApp, confirm it, and are asked whether it’s fixed when the job is done.
Quotes come in with the VAT worked out for your approval, and an approved invoice is deducted on the landlord’s next statement.
Build your path
Fits the way your tenants and contractors already work
Choose how tenants report, how you reach contractors and how tenants hear back. See the repair that results, and the plan it needs.
Your repair, start to finish
The tenant reports it in the app
On iOS or Android, with photos, how urgent it is and their permission for the contractor to contact them and come in.
Your team is alerted
In the app, by push and by email, with a text for urgent requests on Standard and above. You pick the contractor and see which channel will reach them before you send.
The contractor gets a text
The job, the area, the priority and the job link. If there’s no mobile number, it goes by email instead.
They work the job from one link
Whichever channel reached them: accept, book the visit, quote with the VAT worked out, add before and after photos, finish and invoice. No app, no login.
The tenant follows it in the app
A push when the visit is booked or moved and when the job is done. They confirm the visit or ask for another time, and say whether it’s fixed.
You close it out
Approve the quote and the invoice on the job. For a contractor set up as a payee, the invoice is deducted on the landlord’s next statement.
This path works on
Standard and above
What you get
Maintenance coordination, on every channel your people use
Your team works the job in TenantSync. Tenants and contractors work it from whatever they already have on their phone.
Every request becomes one job
Tenants report in the iOS or Android app, on the web portal or by WhatsApp, and your team logs calls and emails. Each arrives on the same job list, with photos, the urgency and the tenant’s permission for the contractor.
App, portal and team-logged requests on every plan
WhatsApp reporting on Growth and above
Contractors reached their way
Each contractor’s preferred channel goes first, then WhatsApp, SMS and email. Every attempt is written on the job with its reason, such as “No WhatsApp number saved”, and you can send it again another way.
Email on every plan
SMS on Standard and above
WhatsApp on Growth and above
One job link, whatever the channel
The text, the email and the WhatsApp message all open the same job page on the contractor’s phone: the address, your contact, access notes and photos. From there they accept, book the visit, quote, add before and after photos, finish and invoice. No app, no login.
Quotes and invoices onto the landlord statement
Contractors enter the net amount and VAT rate (0, 9, 13.5 or 23%) and the total is worked out for them. You approve or reject with a note. For a contractor set up as a payee, an approved invoice is deducted on the landlord’s next statement.
Tenants kept informed, their way
A push and an email when the visit is booked or moved and when the job is done. In the app tenants confirm the visit or ask for another time, and say whether it’s fixed; tenants who opt in can do the same on WhatsApp.
Your team alerted where they are
New requests, declines, quotes and invoices reach your team in the app, by push and by email, with a text for urgent requests on Standard and above.
One conversation per job
Tenant comments, internal notes and contractor WhatsApp messages in one timeline on the job, so whoever picks it up next has the whole story.
Know which contractors deliver
Your maintenance report shows response times and tenants’ answers to “Is it fixed?” per contractor, so you know who to send next.
Three people, one repair
Everyone works the repair from where they already are
Your team in TenantSync, tenants and contractors on the channel they choose. Pick a side to see exactly what they do.
Tenants report and follow repairs however suits them
Some tenants live in the app, some prefer the browser, some will only ever ring. Each way ends up as the same job, and each tenant hears back on a channel they read.
Report it their way
In the iOS or Android app, on the web portal, or by WhatsApp on Growth and above. Or they ring you, and your team logs it.
Add photos and say how urgent
Photos of the problem and how urgent it is, so the contractor brings the right parts.
Give their permission
Whether the contractor may contact them and come in. Their details reach the contractor only if they agree.
Hear when the visit is booked
By push and email, or on WhatsApp if they opted in, and confirm it or ask for another time.
Say whether it’s fixed
In the app or on WhatsApp. A “still a problem” comes straight back to your team.
Contractors take the job on whichever channel they read
One lives on WhatsApp, one only answers texts, one still prefers email. Each is reached their way, and every channel carries the same job link.
Get the job their way
WhatsApp with Accept and Decline buttons, a text or an email: their preferred channel first, the next one if it can’t reach them.
Open the job link
The address, your contact, access notes and photos, on their phone. No app, no login.
Book the visit
Pick a time on the job page. A time your team books is sent to them to confirm.
Quote with the VAT worked out
The net amount, the VAT rate and a PDF or photo of the quote, with your decision sent back to them.
Finish and invoice
Before and after photos, mark it done, then upload the invoice. The link keeps working for 30 days after completion.
Your team coordinates every repair from one place
Whatever channel each person used, it ends up on the job, where anyone on the team can pick it up.
Get alerted
New requests in the app, by push and by email, with a text for urgent ones on Standard and above.
Assign once
Pick the contractor. Before you send, TenantSync shows which channel will reach them, and why.
See every answer on the job
Accepted or declined, the visit, quotes, photos and the tenant’s response, on one timeline.
Keep the conversation on the job
Tenant comments, internal notes and contractor WhatsApp messages together, for whoever picks it up next.
Approve and pay
Quotes and invoices decided on the job. Approved invoices are deducted on the landlord’s next statement.
Getting started
Set it up around how you already work
No integration project, and nothing for tenants or contractors to install.
Add your contractors
Name, trade, phone, email and, if they use it, WhatsApp, with how each prefers to be reached.
Choose how tenants report
The app and web portal come with every plan. Add the WhatsApp repairs line on Growth and above.
Assign the job
Pick the contractor. Before you send, TenantSync shows which channel will reach them, and why.
Approve, then pay
Decide quotes and invoices on the job. Approved invoices go onto the landlord’s statement as contractor work.
By problem
Where the repair goes next
Each page covers what TenantSync automates, what it leaves with you, and how to get started.
Privacy by default
Every channel open, without tenant details leaking into a contractor’s phone
Texts and WhatsApp messages carry no tenant details
A contractor’s text or WhatsApp message carries the job, the area without its street line, the priority and an access line. The full address is on the job page, behind the link.
Tenant details only with the tenant’s consent
The tenant’s name and number reach the contractor, on the job page and in the email, only when the tenant agreed when they reported the repair.
One link, one job, one contractor
Each link opens a single job for a single contractor. It stops working when the job is reassigned or declined, a week after a cancellation and 30 days after completion.
Opt-in recorded, STOP honoured
WhatsApp is used only for contractors you confirm agreed to it and tenants who opt in, for their repairs only and never marketing. Replying STOP ends it.
Free tools
Free tools for the paperwork around a repair
No login, no card.
FAQ
Maintenance coordination questions
What agencies ask before they move repairs off phones and inboxes.
What is maintenance coordination software?
Maintenance coordination software keeps a repair and everyone involved in it in one place: the tenant who reported it, the contractor doing it and the team managing it. In TenantSync each of them uses the channel that suits them — the app, the web, email, SMS or WhatsApp — and everything they send ends up on the same job.
How can tenants report a repair?
In the TenantSync app on iOS or Android, on the web portal, or, on Growth and above, by messaging TenantSync’s WhatsApp number from the phone number on their tenancy. If they ring or email instead, your team logs the request for them. The app, the portal and WhatsApp each capture what’s wrong, photos, how urgent it is and their permission for the contractor.
How do contractors get the job?
By WhatsApp, text or email. Each contractor’s preferred channel is tried first, then WhatsApp, SMS and email in that order, skipping any that can’t reach them, and every attempt is written on the job with the reason. Whichever channel reaches them carries the same job link.
Do tenants or contractors need an app or an account?
Contractors don’t: the job link opens in their phone’s browser with no password. Tenants can use the TenantSync app or the web portal, and on Growth and above they can report and follow a repair on WhatsApp without either.
Our contractors don’t use WhatsApp. Does this still work?
Yes. WhatsApp is one option, not a requirement. A contractor without it gets a text with the job link on Standard and above, or an email with it on every plan, and does everything else — accepting, booking the visit, quoting, photos, invoicing — on the job page.
Which plans include which channels?
Maintenance requests from the app, the web portal or your team, the contractor job link, email to contractors, quotes and invoices are on every plan. Texts to contractors and texts about urgent requests start on Standard. WhatsApp, for contractors and tenants, is on Growth, Premium and Enterprise, with 100, 300 and 1,000 messages you start each month, counted across your agency; replies within 24 hours of the person’s last message are free.
How are tenants kept up to date?
By push and email when the visit is booked or moved and when the job is done. In the app they can confirm the visit or ask for another time, and say whether the repair is fixed. Tenants who opt in to WhatsApp get the same there, plus a message when the contractor is on the way.
What does the contractor see about the tenant?
A text or WhatsApp message names the job, the area, the priority and how access works, never the tenant’s name or number. The job page and email add the address, your contact and access notes, and the tenant’s contact details only when the tenant agreed to share them.
How do quotes and invoices work?
The contractor submits them from the job page: the net amount, the VAT rate (0, 9, 13.5 or 23%) and a PDF or photo, with the VAT and total worked out for them. You approve or reject each on the job with a note. If the contractor is set up as a payee, an approved invoice is deducted on the landlord’s next statement; the payment itself leaves your own bank.
Can my team message a contractor from TenantSync?
On WhatsApp, yes: from the job’s conversation, and their replies come back to the same place. A contractor reached by text or email gets the job link, and decisions on their quotes, the same way they got the job.
We keep our contractors in a spreadsheet or another system. Can we bring them across?
Yes. Our free migration moves your contractor directory with the rest of your portfolio, ready to assign, with each contractor’s phone and email so the right channel reaches them from day one.
Maintenance on every plan
Coordinate your next repair, on everyone’s terms
See it in a 30-minute demo, set up the way your tenants and contractors already work: a report coming in, the job going out, and the quote and invoice coming back.