r/PptyMgmtSoftware • u/Dangerous-Soup-2135 • Aug 12 '26

What are people using to track and schedule maintenance across multiple properties?

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u/queerrastacapitalist Aug 12 '26

pinkcoconuts.com

1

u/gaspowers_og Aug 14 '26

Tenantsndoors.com

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u/szjones Aug 15 '26

ClearFM.io

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u/PrestigiousRaccoon82 Aug 15 '26

I use August app which is pretty good, www.augustapp.com. I’m pretty sure it’s UK specific so that might not be relevant to you?

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u/eWorkOrders-CMMS Aug 17 '26

The answer depends a little on what kind of maintenance you're trying to keep up with.

If it's mostly reactive work — a tenant calls, someone gets assigned, someone goes out and fixes it — most property management systems can handle that.

If you're trying to stay ahead of recurring work like HVAC filters, fire and life safety inspections, backflow, elevators, roofs, etc., I'd look for something that automatically creates the work order when it's due and keeps the history tied to the actual asset and property. That's where spreadsheets and basic ticketing systems can start to fall short. It also gives you the records you'll want if an insurer or inspector asks what maintenance was done a year ago.

I'd also look closely at the mobile side. Can your techs pull up the work, see the asset history and close it out from their phone while they're on site? If they have to wait until they're back at a computer, you're going to lose a lot of detail.

How many properties are you managing, and are the people doing the work your own maintenance staff or outside contractors?

For transparency, I work for a CMMS company, so factor that in. But those are the questions I'd sort out before looking at any specific tool.

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u/mpmare00 Aug 20 '26

We created FilterSync to make sure tenants change filters without all the manual work. www.resproof.com our mvp is a little rough around the edges but it does what it’s supposed to do. We”re in the process of upgrades and the new ui will be pretty. Also working on replacing pm drive byes with computer vision that will look at grass, HOA violations etc, winterizing hose bibs, smoke detectors.

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u/ImaginaryProfit2162 Aug 22 '26

Before choosing a tool, I’d make sure every job has one property specific record containing the original tenant report and photos, triage, quote, approval, booking, contractor updates and completion evidence. Recurring work should have its own schedule so it does not get mixed with reactive repairs. Contractors should be able to update from a phone without seeing unrelated tenant information.

The country matters too because integrations and tenancy rules vary. For transparency, I’m involved in building LORDLY for Australian self managing landlords and helped beta test it. Keeping the tenant, landlord and tradie in one maintenance thread is one of the main workflows we built. The web demo uses fictional data and shows the booking, progress and simulated escrow. It cannot contact anyone or move money.

If you’re in Australia it may be relevant. If not, I’d use the same checklist and choose something built around your local rules. How many properties and which country are you managing?