Real estate agency · Property management
Rental maintenance request
Take every repair from the tenant's report to a confirmed fix and a checked invoice. The tenant describes the problem through a shared link, an AI agent drafts the triage, and no work is booked before the cost is approved, with the landlord's approval above their spending limit.
- Duration: 1 day to 3 weeks
- How often: For every repair a tenant reports
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Repair requests sit in a shared inbox, and nobody knows who is on them.
Tenants describe the problem over three phone calls.
Contractors start work above the landlord's limit without approval.
Invoices are paid before anyone checks that the problem is fixed.
With it
Every repair is a run with an owner, from the report to the paid invoice.
The tenant describes it once through a shared link, with photos shared as a link.
No work is booked until the cost is approved, with the landlord's approval above the limit.
The tenant confirms the fix before the invoice is paid.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A tenant reports a problem by phone, email or your contact form. The maintenance coordinator starts a run with the property and the tenant's contact.
- 1
Log the request and share the tenant link
Day 1Maintenance coordinator · Team
Record the property and the tenant's first description, and send the tenant the shared run link to add the details. If it is an emergency, follow your emergency procedure first.
Checklist
- Emergency ruled out or handled
- Shared link sent to the tenant
Fields to fill in
- Property address (required)
- Tenant phone (required)
- First description (required)
- 2
Describe the problem
Day 1Tenant · Shared link
Through the shared link, the tenant describes what is wrong, where and since when, shares a link to photos or a video, and gives times when a contractor can come in.
Checklist
- Problem and location described
- Photos or video shared as a link
- Access times given
Fields to fill in
- What is wrong, and where (required)
- Link to photos or a video
- When a contractor can come in (required)
- Pets or access notes
- 3
Triage the request
Day 1Triage assistant · AI agent
The triage assistant reads the tenant's description and drafts the triage: the likely trade, the urgency under your maintenance policy and the questions to ask the contractor.
Fields to fill in
- Suggested trade (required)
- Suggested urgency (required)
- Notes for the contractor (required)
Checked by: The maintenance coordinator confirms or corrects the triage in step 4.
- 4
Confirm the triage and get a quote
Days 1 to 3Maintenance coordinator · Team
Check the triage, correct the urgency if needed, and get a written quote from a contractor on your approved list.
Checklist
- Urgency confirmed against your maintenance policy
- Contractor from the approved list
- Quote received in writing
Fields to fill in
- Contractor (required)
- Quoted cost (required)
- Link to the quote (required)
- 5
Approve the cost
Hidden from the shared linkDays 2 to 4Property manager · Team
Check the quote against the landlord's spending limit in the management agreement. Above the limit, get the landlord's written approval and record it before you approve.
Checklist
- Repair is the landlord's responsibility under the lease
- Quote checked against the spending limit
- Landlord's approval recorded when above the limit
Fields to fill in
- Landlord's approval (required)
Approval: No work is booked until the property manager approves the cost.
- 6
Book and complete the repair
Days 3 to 14Maintenance coordinator · Team
Book the contractor within the tenant's access times, follow the job and record what was done. If the job waits on parts, mark the run blocked and note why.
Checklist
- Contractor booked within the access times
- Tenant told the date
- Contractor's job report received
Fields to fill in
- Repair date (required)
- Work done (required)
- 7
Confirm the problem is fixed
Within 2 days of the repairTenant · Shared link
Through the shared link, the tenant confirms whether the problem is fixed, rates the contractor's visit and notes anything still wrong.
Fields to fill in
- Is the problem fixed? (required)
- Rating of the visit
- What is still wrong
- 8
Check and pay the invoice
Hidden from the shared linkWeeks 2 to 3Accounts administrator · Team
Check the invoice against the approved quote and the tenant's confirmation, charge it to the landlord's account and pay the contractor.
Checklist
- Invoice matches the approved quote
- Tenant confirmed the fix
- Charged to the landlord's account
- Contractor paid
Fields to fill in
- Link to the invoice (required)
- Invoiced amount (required)
Done when
The repair is done and confirmed by the tenant, the invoice matches the approved quote, and the cost is charged to the landlord's account.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Triage assistant
Suggests the trade, the urgency and the questions for the contractor from the tenant's description.
What it does
- Reads the tenant's description and the property details on the run
- Applies the urgency levels in its step instructions
- Records the suggested trade, urgency and notes in its step
- Completes its step, so the coordinator can confirm the triage
Checked by: The maintenance coordinator confirms or corrects the triage in step 4.
Questions this template answers
Give every repair its own run from report to paid invoice, so nothing lives only in an inbox. Steps 1 to 8 take each request from the tenant's report to a checked invoice, and a run marked blocked shows which jobs wait on parts.
Ask for the same details every time: what is wrong, where, since when, photos and access times. Step 2 asks for exactly that through the shared link, with photos shared as a link.
Let AI suggest the trade and the urgency from the tenant's description, and have the coordinator confirm it. In step 3 the triage assistant drafts the triage, and in step 4 the maintenance coordinator checks it against your maintenance policy.
Check every quote against the spending limit in the management agreement before booking. Step 5 is an approval gate: no work is booked until the property manager approves the cost, with the landlord's approval recorded when it is above the limit.
Ask the tenant, not only the contractor, before you pay the invoice. In step 7 the tenant confirms the fix and rates the visit through the shared link, and step 8 checks that before the contractor is paid.
Compare every invoice with the approved quote and the work the tenant confirmed. Step 8 does that before the cost is charged to the landlord and the contractor is paid.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.