Let’s be honest. The word “maintenance”, more often than not, carries a negative connotation because it’s mostly considered a liability. Every real estate agent wants to build an extensive portfolio and grow as much as possible without the added expenses that come with maintenance. However, and rather ironically, maintenance is actually an essential component of real estate management. As a matter of fact, it’s arguably as important and tenant prospecting and acquisition.

Apart from the fact that it’s one of the most direct routes to tenant satisfaction, maintenance is critical in preventing building decrepitude. Although it’s largely beneficial, it could also be your firm’s Achilles’ heel if managed ineffectively. That’s why the most established firms are relying on streamlined maintenance processes, built on cloud real estate management systems.

But, is it actually that serious? Why would you pay extra for a system, yet you could comfortably track orders from your ledgers? When did real estate management get so complicated?

Well, technically, real estate management is getting simpler by the day, thanks to comprehensive management systems. And yes, computerized maintenance management is the way to go if you intend to improve efficiency, grow your portfolio, and challenge some of the most established firms. Using a reliable system to track maintenance orders will benefit your firm in the following ways:

Provides Real Time Data Access

Property management, as you’ve probably recognized by now, is not a 9 to 5 job. It’s more like a full time engagement, since maintenance requests come through even in the middle of the night. So, unless you plan to eat, sleep and vacation in your office, you may be required to undertake duties remotely from time to time. And that’s why you need a cloud-based property management software that can track maintenance orders remotely from any corner of the earth.

Through real time data access, Property Matrix saves you the trouble of persistently calling the office and fellow maintenance workers to check on work progress. You can comfortably track orders on multiple locations at the same time, from the comfort of your bed. And since tenants can take pictures from their phones and attach them to their respective tickets, you don’t even have to personally inspect maintenance works.

Simple to Navigate and Organize

Know that feeling when you have a deadline to beat, tenants are screaming at you, and there’s a table full of documents yet you can’t find that one invoice required to process an order? If you thought that’s extremely agonizing, imagine sifting through heaps of files to locate a payment receipt that would probably save your firm from a potentially serious lawsuit.

Compare that to a software that systematically organizes work orders and documents, allowing you to track and easily retrieve past maintenance records. Property matrix comes with a user-optimized navigation system that allows users to go through work orders with simple menu screens and dropdown lists. It’s even easier and less cumbersome on smartphone users, who can view all pending and completed work orders through a simple touch on their screen.

And if you thought it would probably cost your firm substantial resources to train a new user, imagine all the time it takes to teach a new worker how to organize documents on their respective trays and cabinets. Contrast that against the time it would take to learn navigating through an interface as simple as Property Matrix’s.

Guarantees Contractor’s Accountability

For quality assurance and streamlined property maintenance, most property management firms only rely on a handful of contractors. Even when you’re managing an extensive real estate portfolio, chances are, you’ll repeatedly hire that one plumbing company you’re already accustomed to. While this system is convenient for managers, tenants and contractors, complications may arise when you’re processing payments.

Tracking and following up individual maintenance works becomes difficult and cumbersome when you’re dealing with a single contractor, as opposed to many. Following up on works invoiced by different contractors is way easier than frustratingly trying to recall each maintenance order listed in a long invoice sheet, all supposedly handled by a single contractor. And that’s how property management firms end up being duped to pay for works that were not even ordered in the first place.  

However, with a solid property management system on the hand, you don’t have to jog your mind at all. Comprehensive information on every maintenance order is available to both tenants and property managers. As a result, contractors are only paid for works duly completed and approved by respective tenants and property managers.

Increases Overall Safety

An often overlooked merit of managing maintenance requests through a software system is the fact that it can substantially increase the overall building safety rating. By alerting respective agents and contractors when routine and emergency maintenance works are required, and subsequently allowing users to conveniently tract progress, software systems can help reduce, if not eliminate potential safety hazards.

For instance, a case of a loose stair handrail could be reported and subsequently escalated through a software system like Property Matrix. As a property manager, you could prioritize such a request, then follow up on it to ensure that the issue is taken care of promptly and effectively, consequently avoiding a potentially fatal fall. Over time, such simple management techniques could even help your firm reduce its insurance premiums.


The best about this all is the fact that software systems like Property Matrix are not just optimized for maintenance order tracking. They are built for comprehensively real estate management, taking into account issues like property marketing, tenant screening, and payment processing.