For property managers running 50–300 doors
A maintenance coordinator costs $3,000 a month.
This does the job for $299.
Tenants report problems through a link. Safe self-checks solve the free stuff. Real problems become clean work orders, your vendors get dispatched by email, the fix gets verified with the tenant afterward — and your property owners get a report worth reading. You watch it all from one dashboard, and step in only when you want to.
Real product, not a deck. The demo resets nightly and takes about 3 minutes.
- 9:42 PMTenant in unit 204 opens the intake link: “AC not cooling.”
- 9:43 PMSafety screen passes. Guided self-checks begin.
- 9:51 PMNot solved by self-checks. Structured ticket created.
- 9:52 PMYour HVAC vendor emailed the job. One click to accept.
- 10:14 PMVendor accepts. Visit booked Tue 8–10 AM. Tenant notified.
- —You were asleep for all of it.
The same job, at 1/10th the payroll line
At 50–300 doors you're in the worst spot: too many units to handle calls yourself, too few to comfortably carry a coordinator's salary. That's the gap this fills.
A human coordinator
$3,000/month
- —Works business hours; the 9 PM call waits until morning
- —Takes vacations, gets sick, eventually quits — and takes what they know with them
- —Notes live in their head, a notepad, or a voicemail box
- —Costs the same in a slow month as a brutal one
This system
$299/month
- +Answers the 9 PM call at 9 PM, every night, including holidays
- +Tries the free fixes first — a real share of tickets close without a vendor visit
- +Every ticket, message, and dispatch in one permanent, searchable record
- +One flat price. No per-ticket fees, no per-door fees
To be plain about what it is not: it doesn't swing a hammer, it doesn't choose your vendors for you, and it doesn't make judgment calls that are yours to make. It does the coordination — the calls, the follow-ups, the tracking — which is the part that eats your week.
Work order #1042 — the full record
One Monday-night ticket, from first message to the owner's report
This is the same ticket from the top of the page, step by step. Every ticket in the system moves through this sequence, and every step is logged.
- 9:42 PMMon
Tenant reports the problem
They tap a link you gave them once — no app, no password, no phone tree. A short conversation collects what's wrong, in their words: “AC not cooling, unit 204.”
- 9:43 PMMon
Safety screen, then free fixes first
Gas smell, sparking outlet, active flooding — anything dangerous is flagged and escalated to you immediately. This one isn't. So it walks the tenant through the checks a good coordinator asks first: thermostat set to cool? Breaker tripped? Filter clogged? A meaningful share of calls end right here, at a cost of zero dollars.
▸ Roughly a quarter of tickets never need a vendor
- 9:51 PMMon
A clean, structured ticket
Self-checks didn't solve it, so the conversation becomes a work order a technician can actually use: system, symptom, unit, access notes, photos. Not a voicemail. Not “tenant says AC broken.”
- 9:52 PMMon
Your vendor gets the job
The HVAC company on your list — you choose the vendors, always — gets an email with the full work order and one button: accept the job. No portal, no login, no account to create. If they decline or go quiet, it moves to your next vendor and tells you.
- 10:14 PMMon
Booked. Tenant already knows.
Vendor accepts and picks a window: Tuesday, 8–10 AM. The tenant is told automatically. Nobody called you. Nobody called the tenant back three days later.
- 11:05 AMTue
Work done — but not closed
Most systems stop here and hope. This one waits, then asks the tenant directly: is it actually fixed? Only a tenant saying yes closes the ticket as verified.
▸ Verified by the tenant, not the invoice
- Month end
One line in the owner's report
The whole record — reported, dispatched, fixed, verified, and what it cost — lands as one clean line in the monthly report your property owner receives. Every step above is in the audit log if anyone ever asks.
What your owners see
A monthly report that answers the question owners actually ask
Property owners don't want a spreadsheet export. They want to know: was my building looked after, what did it cost, and did anything get missed? The system writes that report for every property, every month, in plain English — with the numbers to back it up.
For you, it's a retention tool. The manager who sends this report looks meticulously organized without spending an evening compiling it.
Example report — illustrative numbers
Maple Court — Monthly maintenance report
MARCH · 48 UNITS
- Issues reported
- 9
- Solved without a visit
- 3
- Avg. time to booked visit
- 14 hrs
- Verified fixed by tenants
- 6 of 6
“Three issues were resolved with guided troubleshooting — no technician visit, no invoice, an estimated $430 saved. Every completed repair was confirmed fixed by the tenant before its ticket closed.”
Don't take this page's word for it
Play the tenant. Watch the whole loop run.
The demo is the actual product pointed at a fictional company. Report a problem as a tenant, watch the self-checks, see the ticket, the dispatch, and the booking — about 3 minutes, no signup, resets nightly.
Open the live demoPricing
One plan. The whole system.
No tiers, no per-door math, no features held hostage on a higher plan.
$299/month
+ $500 one-time setup
Setup means we do the work: your properties, tenants, and vendor list loaded, your branded intake link live, your first owner report scheduled. You start with a working system, not a login and a manual.
- ✓Unlimited tickets, tenants, and vendor dispatches
- ✓Tenant intake, self-checks, dispatch, verification, owner reports — all included
- ✓Month to month. Cancel anytime.
- ✓First month money-back. If it doesn't earn its keep, you don't pay for it.
The questions a careful manager asks
What happens with a real emergency?
Every conversation starts with a safety screen. Gas smell, sparking, flooding, no heat in winter — these skip the self-checks entirely, get flagged as emergencies, and you're alerted immediately. The system is more consistent about this than a tired human at 2 AM.
Do my tenants need to install anything?
No. They open a link in their phone's browser — the same one every time. If they can text, they can report a problem.
Who picks the vendors?
You do. It dispatches to your vendor list, in your order of preference. It never sends your work to strangers.
What if it gets something wrong?
Every ticket is plain English on your dashboard, and you can step in at any point — reassign the vendor, change the urgency, take it over entirely. Every action it takes is logged, so you can always see exactly what happened and when.
Am I locked into a contract?
No. Month to month, cancel anytime. If the first month doesn't earn its keep, we refund it.
Contact
Tell us about your portfolio
Send a note with roughly how many doors you manage and how maintenance gets handled today. We'll reply within one business day with a straight answer on whether this fits your operation.
Prefer email? info@salesontrack.com