Keeping Track of Maintenance Requests with Property Management Software

Property management can be a hassle without the right tools. Tracking maintenance requests, keeping tenants up-to-date and making sure all of the necessary paperwork is in order can be an overwhelming task when done without the help of a software solution. One way to make sure that all maintenance requests are kept in order is to use property management software.

Understanding Property Management Software

Property management software is a computerized system designed for the purpose of managing rental properties and tenants. It can help streamline the entire process, from tenant processing and screening to collecting rent. It also allows owners and managers to keep track of maintenance requests and other issues that may come up.

Benefits of a Property Management Software

Property management software can be an invaluable tool, providing many benefits for tenants and owners alike.

  • It can reduce paperwork by allowing information to be stored and retrieved electronically.
  • It can help keep maintenance records organized and up-to-date.
  • It can provide reminders to tenants and owners about upcoming deadlines and other important dates.
  • It can make it easier for tenants to submit maintenance requests.
  • It can help property owners keep better track of expenses and income.
  • It can help eliminate the possibility of double-booking units.
  • It can provide detailed reports about the performance of a rental property.

How to Use the Software to Track Maintenance Requests

When using property management software, it is important to ensure that all maintenance requests are tracked properly. This is done by using the software’s features to assign jobs to maintenance personnel or contractors.

When a maintenance request is received, it can be added to the system. This allows for detailed tracking of all requests, allowing property owners and managers to easily see the status of any request at any time.

Once the request has been assigned to someone, they can enter information into the system regarding the nature of the request and when it was completed. This allows owners and managers to keep track of all maintenance requests, ensuring that nothing slips through the cracks.

Features to Look For

When choosing the right property management software, there are several features to look for to make sure it can properly track maintenance requests:

  • An easy-to-use interface that allows users to quickly add new requests and update existing ones.
  • A way to assign requests to personnel or contractors.
  • A way to keep track of all maintenance requests, including status updates.
  • The ability to contact tenants directly about requests.
  • A way to track all expenses associated with maintenance.
  • Integration with other systems, such as accounting and tenant management.
  • Automatic reminders about upcoming deadlines and other important dates.

The Bottom Line

When it comes to managing a rental property, the right property management software can be a huge benefit. It can help streamline processes, keep track of maintenance requests, and provide detailed reports about the performance of a rental property. Property management software is an invaluable tool that can help provide owners and managers with peace of mind and a greater sense of control.


Property management software can be an invaluable resource for any rental property. It can help streamline processes, keep tenants informed and up-to-date, and allow for an easier way to keep track of all maintenance requests. With the right property management software, owners and managers can finally keep their properties running smoothly, without the hassle and headaches.

What features should I look for in a property management software for tracking maintenance requests?

1. A easy-to-use workflow system that allows you to manage and track requests for repair, cleaning and maintenance.

2. An automated system that allows tenants to submit requests for work and track the status of their requests.

3. Integration with existing property management and accounting systems.

4. Scheduling and calendar features for tracking and managing multiple requests in various stages.

5. Customizable report generation for tracking progress of repair and maintenance work.

6. Ability to store and archive maintenance records for future reference.

7. Alerts when maintenance task completion deadlines are approaching.

8. Customizable tenant and property information fields.

9. Easy-to-use accounting features for tracking purchases and costs associated with repairs and maintenance.

10. Mobile access for tenants and staffs to access requests and updates on the go.

What features does property management software offer for tracking rental payments?

1. Automated Payment Reminders: Setting up automated payment reminders can help you stay on top of rent payments while also making it more convenient for tenants to submit timely payments.

2. Late Payment Notifications: Most software will instantly send out a notification when a rent payment is late so that you can address the issue right away.

3. Tracking Rent Payment History: Track a tenant’s payment history so that you can quickly review whether they are behind on payments or have been consistently on time.

4. Reporting & Analytics: Generate reports to give you an overview of how your rental business is performing or which tenants are not keeping up with their payments.

5. Online & Offline Payment Options: Give tenants multiple payment options such as online payments using a credit card or offline payments with cash or check.

What type of payment methods does property management software accept for tracking rental payments?

Most property management software allow payments to be accepted via credit card, debit card, ACH, bank transfers, PayPal, and electronic wallets. Additionally, some property management software allow tenants to pay via check or money order.

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