Haven Property Management receives a leak report for Havenkade 17. Follow the fictional issue from resident to manager, owner and contractor while keeping their different agreements clear.
Connect a report to the correct rental unit.
Noor reports a leak in apartment 2 at Havenkade 17. The manager needs the unit, owner and previous maintenance. An address alone is insufficient for a building with several tenants.
Keep the issue with the rental unit and connect it to the building record. Elin can consult contacts and earlier findings. The contractor sees the problem's location while the owner remains a separate party.
Water is leaking under the kitchen sink in apartment 2. I will be home on Thursday.
Check who can authorise the work.
A tenant's report is not approval of the cost. Check what the management agreement permits and whether the owner must approve a maintenance proposal. Record the proposed work.
Keep the proposal, contractor instruction and approval with the maintenance record. It then remains clear who made each decision. In this example, the commercial agreement is with owner Eiken Property Management.
Coordinate access and delivery.
The contractor needs to know who provides access and when the apartment is available. Schedule the appointment with both the work and tenant availability in view.
Have the contractor record findings and completed work with the issue. Elin can assess whether it is resolved or needs another appointment. Keep the history with the unit when tenants change.
- Havenkade 17 · leak10 Sept · 10:00 · Elin de WitScheduled
- Molenweg 3 · ventilation11 Sept · 11:30 · Elin de WitIn progress
- Dorpsstraat 8 · key handover12 Sept · 13:00 · Elin de WitReported
Give tenants and owners the information they each need.
The tenant wants to know when someone is coming and what will happen. The owner also needs the proposal, cost and outcome. These are different communication needs within one maintenance issue.
Connect emails, WhatsApp messages and call notes to the record. Share portal documents with their intended recipient. Internal cost assessments and management agreements do not need to be included in the tenant's information.
Havenkade 17 · leak. The tenant has reported a leak under the kitchen sink. Check the request and arrange an appointment with the installer.
Havenkade 17 · Noor Bakker. The tenant has reported a leak under the kitchen sink. Check the request and arrange an appointment with the installer. Agreements and feedback are kept with this record.
Check cost allocation before invoicing.
Compare completed work with the approved instruction and management agreement. Check which party pays each cost. The person reporting the leak is not automatically the invoice recipient.
Recurring invoices can cover an ongoing management agreement. Keep that periodic fee distinct from individual maintenance jobs. Save the outcome with the property so the next report can be assessed with its history.
Prepare the invoice from the job.
Check the owner, management agreement and agreed cost allocation. A tenant reporting a problem is not automatically the payer.
Havenkade 17 · leak · VAS-2026-118
Amount and invoice date: as specified in the reviewed quote or agreement.Example data. Actions stay in this demo. Nothing is sent, signed or invoiced.
Choose a setup for your properties and agreements.
Apartment buildings and commercial premises need different details about units, owners and access. Decide where permanent information belongs and which stages a maintenance issue follows.
Try a field or status below. Start with one common issue and check that tenant, owner and contractor retain the correct roles. Customer communication and administration connect to that record.
Turn your work into an initial setup.
Try a proposal, edit it and see the result in this demo. This example uses preset proposals for each workflow. Later, you can work with Rio on a personal example for your business.
Changes apply only to this demo and are cleared when you reload or switch industries. We discuss availability and the setup of your own workspace with you personally.
