LandlordOS
HOAOS
PraxiOSLandlordOS Maintenance
Maintenance request tracking
for landlords
LandlordOS lets tenants submit maintenance requests with photos from their tenant portal, and gives you one list to prioritize, assign, cost and close each one, with an email to the tenant at every status change. Maintenance tracking is included in the LandlordOS Standard ($25/mo) and Premium ($35/mo) plans.
- Standard & Premium
- Up to 5 photos
- Email at every status change
Example LandlordOS maintenance list with three open requests and one complete, and an emergency flag on a flooding request where the tenant was shown emergency instructions and the team was emailed.
Key facts
- Who it's for
- Independent landlords who want repair requests out of text messages and into one list
- Plans
- Standard ($25/mo) and Premium ($35/mo); not on Starter. 14-day free trial
- Tenant side
- Requests from the tenant portal with category, priority, description and up to 5 photos
- Your side
- Statuses Open, In Progress and Complete; High, Medium or Low priority; assignee; labor and materials cost
- Your team is emailed when a tenant submits; the tenant is emailed when the status changes
- Premium adds
- Vendor directory and vendor assignment on each request
01 / Tenant requests
How do tenants submit maintenance requests?
Tenants sign in to their LandlordOS tenant portal and fill in a short form: a title, a description, a category (Appliance, Electrical, HVAC, Landscaping, Plumbing, Property or Other) and how urgent it is. They can add up to five photos straight from their phone, including iPhone HEIC photos, which LandlordOS converts to JPEG.
The request lands on your maintenance list against the tenant's property, marked Open. In the portal, each tenant sees only the requests they raised, with the current status of each, never their neighbors'.
Example tenant portal maintenance form: a plumbing request titled "Water coming through the ceiling", High priority, with two photos attached.
What the tenant fills in
- Required
- Title, description, category and priority
- Photos
- Optional, up to 5 per request: JPEG, PNG, WebP or HEIC, up to 20 MB each
- Property
- Filled in for them from their lease
- Afterwards
- A list of their own requests and each one's status
02 / Emergencies
What happens when a tenant reports an emergency?
Every request is checked for emergency wording when it's submitted. If the title or description describes a gas smell, a carbon monoxide alarm, fire or smoke, sparking or exposed wires, flooding or a burst pipe, a sewage backup, no water, no power, no heat in the cold months, or a home that can't be locked, LandlordOS:
- Sets the request to High priority and marks it as an emergency, with the reason
- Shows the tenant your emergency instructions, or by default tells them to leave and call 911 if anyone is in danger, then call you
- Emails your team at once with “EMERGENCY” in the subject line
03 / Tracking
How do you track a request to done?
Each request has a status (Open, In Progress or Complete), a priority (High, Medium or Low), a category, a date and the property. Open it to see the description, the tenant's photos and any documents filed against it. You can also add requests yourself, for work no tenant reported.
- Assign it to someone on your Staff & contractors list: the handyman or cleaner you use, who doesn't need a login.
- Move it to In Progress. The tenant who raised it gets an email saying so.
- Log the labor and materials cost as the work is done, and attach the invoice or receipt.
- Mark it Complete. The tenant is emailed again.
- Add it as an expense. One click books labor plus materials as a Repairs expense on that property, so it shows up in your reports.
Example request detail: AC not cooling in Unit 101, In Progress, Medium priority HVAC, assigned to Sam Ortiz, with $180 labor and $64.50 materials added as a $244.50 Repairs expense.
04 / Notifications
Who gets notified, and when?
LandlordOS sends two kinds of maintenance email, each once and as soon as it happens:
- When a tenant submits a request, your team gets an email with the property, unit, description, category and priority, and a link to the maintenance list
- When you change a request's status, the tenant who raised it gets an email with the new status and a link to their requests
There is no message thread inside the request. To ask the tenant a question or schedule access, you reply by email or phone as you do today.
05 / Vendors Premium
Can you assign vendors to maintenance requests?
Yes, on Premium. Premium adds a vendor directory, with each contractor's trade category, status and documents, and a vendor field on every maintenance request. Each vendor's page lists the jobs, bills and payments tied to them, and the year-end 1099 report totals what you paid each one. On Standard you assign requests to people on your Staff & contractors list instead.
On Standard and Premium, when you turn a bill into a transaction you can link it to the maintenance job it pays for. The request then shows “Bills for this job” with their total, so you can see what a repair cost.
Example vendor page for an HVAC contractor listing a completed job, the bill linked to it and a recorded payment.
Inside LandlordOS
See it in the app.
Real LandlordOS screens, with demo data loaded.
Real LandlordOS screens with demo data; names and figures are made up.
Plans
Which LandlordOS plans include maintenance tracking?
Maintenance requests, tasks and staff assignment come with Standard and Premium. Vendor management and the calendar are Premium only. Starter doesn't include maintenance tracking.
| Feature | Starter$10/mo | Standard$25/mo | Premium$35/mo |
|---|---|---|---|
| Maintenance requests (tenant portal and your own) | Not included | Included | Included |
| Photos, emergency check and email updates | Not included | Included | Included |
| Cost logging and one-click repair expense | Not included | Included | Included |
| Task list and Staff & contractors | Not included | Included | Included |
| Vendor directory, vendor assignment and 1099 report | Not included | Not included | Included |
| Calendar, bookings and calendar sync | Not included | Not included | Included |
The calendar in LandlordOS is for bookings, such as short-term rental stays, including ones synced from an iCal link. Maintenance requests and tasks don't appear on it.
Limits
What LandlordOS maintenance doesn't do (yet)
Scheduling visits
LandlordOS doesn't schedule a repair visit or put a job on a calendar. A request has a date, not an appointment.
Vendor notifications
LandlordOS doesn't notify vendors or give them a login. You contact the vendor yourself.
Messaging in a request
There's no conversation inside the request. Tenants get status emails; questions go by email or phone.
Paying vendors
LandlordOS doesn't pay vendors. Premium records vendor payouts for your books, but no money moves through LandlordOS.
FAQ
Maintenance questions landlords ask
Can tenants send photos with a maintenance request?+
Yes. LandlordOS tenants can attach up to five photos to each request from the tenant portal, including HEIC photos from an iPhone, up to 20 MB each. The photos appear on the request in your maintenance list.
Does LandlordOS tell tenants when their request is updated?+
Yes. LandlordOS emails the tenant who raised a request each time its status changes, for example from Open to In Progress and from In Progress to Complete. The tenant can also see every request they raised, with its status, in the tenant portal.
Is maintenance tracking included in the LandlordOS Starter plan?+
No. Maintenance requests, tasks and staff assignment are part of the LandlordOS Standard plan at $25 a month and the Premium plan at $35 a month. Vendor management is Premium only. Every plan has a 14-day free trial.
Can I assign a maintenance request to a contractor who doesn't use LandlordOS?+
Yes. In LandlordOS you add people to your Staff & contractors list without giving them a login, and assign requests and tasks to them. On Premium you can also assign a vendor from your vendor directory. LandlordOS doesn't notify them for you.
How does LandlordOS handle emergency maintenance requests?+
LandlordOS checks every new request for emergency wording such as a gas smell, flooding, sparking, no heat in the cold months or a door that won't lock. A match sets the request to High priority, shows the tenant your emergency instructions and emails your team immediately.
Do repair costs show up in my LandlordOS reports?+
Yes, once you add them. Each LandlordOS maintenance request records labor and materials cost, and one click books that total as a Repairs expense on the property. Expenses feed reports such as Profit & Loss and Schedule E.
Keep exploring LandlordOS
Get started
Get repair requests out of your texts.
Try LandlordOS Standard free for 14 days and invite a tenant to the portal.