Property management task and inspection software

A portfolio is a lot of small recurring obligations attached to a lot of addresses. Individually none are hard. Collectively they're exactly the kind of thing that gets missed until it becomes a dispute, a claim, or an enforcement letter.

The problem is rarely that somebody forgot a single inspection. It's that nothing in the system makes the absence visible: a check that was never done looks identical to one nobody has asked about yet.

Recurring obligations, per property

Statutory checks, periodic inspections and servicing intervals each get a schedule attached to the property they belong to. Every occurrence is its own record, so a year of history is a list, not a folder of PDFs named after whoever emailed them.

Because a schedule can run with no end date, an annual obligation set up once keeps generating for as long as the property is in the portfolio. Adding a property means attaching the standard set of schedules to it, not remembering eleven separate obligations.

Turnovers

A unit turnover is a checklist: condition report, cleaning, repairs, keys, meter readings. Requiring photos on the condition items produces a dated, attributable record of the state of the property at handover, which is the evidence that settles deposit disputes. The value here is asymmetric: the photographs cost a few minutes at check-out and are the difference between a defensible position and one person's word against another's.

Meter readings captured as numbers, not free text, stay searchable later, when somebody queries a bill from four months ago.

Work assigned to whoever covers the patch

Assign to a team, not a named manager, and tag each task with the property it belongs to, so portfolio reshuffles, holiday cover and contractor changes do not silently orphan a schedule.

This is the failure that costs most: a manager leaves, their assigned tasks stop being actioned, and because the tasks still exist and still look assigned, no alert fires. Location-based assignment removes that class of problem entirely — see recurring schedules.

Sign-off before it's closed

Inspections that need review route to a manager, and rejections reopen the job with the reason attached. Nothing gets marked complete on the strength of a tick alone.

For statutory checks, a second stage sending the completed record to whoever holds compliance responsibility gives you a named person who saw it (which is) the question that gets asked after an incident.

Records that hold up

Every check carries who did it, when, and what evidence they attached. When a tenant, an insurer or a regulator asks what was done and when, the answer takes a filter and a date.

Related: compliance evidence goes into what makes a record defensible, and facilities covers building maintenance where there is no tenant in the loop.

Onboarding a property without missing anything

Adding a property to a portfolio is where obligations get lost, not through carelessness, but because the list lives in somebody's experience and nowhere checkable. The fix is to treat onboarding as a routine in its own right: a checklist that runs once per new property and ends with the recurring schedules attached. Gas and electrical safety, alarms, insurance, licensing, inventory, keys, each confirmed and dated, with the schedule for its next recurrence created as part of the same process.

That way the question "which properties are missing a statutory schedule?" has an answer, and doesn't depend on someone remembering that number eleven was added in a hurry.

What tenants notice

The parts of this that tenants experience directly are the turnover record and response to reported faults. Both are cheap to do well and disproportionately expensive to do badly. A dated, photographed condition record at check-in removes most deposit disputes before they start. A reported fault that becomes a tracked task with a visible status removes the second most common complaint, which is not that things break but that nobody said whether anything was happening.