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PropertyFlow Engine

Tenant requests come in from everywhere, and some slip through.

A tenant calls about a dripping tap. Another writes an email about the heating. A third sends a message at night. Each one lands with a different person, and nobody has the full picture.

Some requests are answered late. Some are forgotten until the tenant complains a second time.

Set up for you

Who it is for

Property management companies that handle tenant requests and maintenance for the buildings they look after.

What it aims to improve

Every request is captured in one place, sent to the right person, and followed up until it is closed.

What changes for you

  • No request is lost between phone, email and messages
  • Tenants hear back sooner, so fewer of them chase you
  • You see at a glance what is open and who is responsible

What it does

The system collects requests from the channels your tenants already use, sorts them by type and urgency, passes maintenance jobs to the right contractor, reminds people when something stalls, and shows you what is still open.

How a request moves through the system

  1. A request arrives

    By phone, email or message. It is recorded in one place.

  2. It is sorted

    By type and by how urgent it is, using the categories you define.

  3. It is assigned

    To the right person in your team or to the right contractor.

  4. It is followed up

    If nothing happens, the person responsible gets a reminder.

  5. It is closed

    The request is marked done, and you can see what is still open.

What is included

  • Setting up request intake for your channels
  • Sorting and routing rules for your own request categories
  • A maintenance coordination flow for your contractors
  • Follow-up reminders when a request stalls
  • An overview of open and closed requests
  • A handover session for your team

What is not included

  • Replacing your property-management software
  • Legal advice on tenancy matters
  • On-site work
  • Support by a person around the clock

What you need to bring

  • A list of your request types and who handles each one
  • Your contractors' contact details
  • A GoHighLevel account, or your agreement that we set one up for you
  • A contact person who can test the system with us

Where this service stands

Set up for you

The system exists. We adapt it to your tools and process.

Built and tested in our own environment, then adapted to your portfolio during setup.

Good to know before we start

  • The system runs on third-party tools. Their costs apply and are discussed in the call.
  • Emails are sent from your own domain, so we need access to set that up.
  • Tenant data stays in your account. We agree in writing who can see what before anything goes live.

A first working version within 10 working days

Once we have spoken and we have everything we need from you, you can see a first working version of your system within 10 working days. These are the conditions:

  • We always start with the introductory call, so that we build the right system.
  • The 10 working days start once the access and the information we asked for have arrived and we have confirmed that they are complete. Weekends and public holidays are not counted.
  • The time stops while we wait for something from you, or for an approval from a phone, messaging or booking provider.
  • You receive a first version to test with us. It does not yet talk to your customers.
  • It goes live after you have tested it and approved the wording.
  • It depends on our capacity. We confirm your delivery date with you before work starts.

Questions we hear

“Do we have to change our property-management software?”
No. The system works alongside the software you already use. It takes care of the requests, not your accounting or contracts.
“What if a request is an emergency?”
You define which requests count as urgent. Those are flagged and sent to the person you name straight away.
“Do I need technical knowledge?”
No. You explain how you work today. We handle the technical side and show you how to use the result.
“What does it cost?”
That depends on your situation, so we publish no price list. We discuss the price with you during the first call, once we understand what you need.

The next step

Book a 30-minute introductory call. We look at how requests reach you today and tell you plainly whether this system fits.

Read the preparation sheet

Book an introductory call

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