Maintenance, vendor and leasing funnel reports
See where repair money goes by property and kind of work, and which repairs ran late. See what each vendor did and cost, and how enquiries turn into leases.
PLANSFrom Growth
The problem it solves
- You pay for repairs every month but cannot say which building or which kind of fault costs most.
- Tenants say repairs are slow, and you have no figures to agree or disagree.
- Vendors are chosen by habit, because nobody has their jobs and costs side by side.
- You spend on listings and portals without knowing which source brings tenants who sign.
How it works
- Repair requests, work orders and enquiries are the source; the reports read them as they are.
- Lease > Reporting > Operations and Leasing > Maintenance opens as a pivot of repair cost by property and category.
- Switch to the graph to see requests by month, split into late and on time against their service levels.
- Lease > Reporting > Operations and Leasing > Vendor Work shows each vendor's work orders by status with the final cost.
- Lease > Reporting > Operations and Leasing > Leasing Funnel shows enquiries by source and step: New, Contacted, Viewing, Applied, Won, Lost.
- Click any figure for the requests, work orders or enquiries behind it.
Everything it does
Maintenance
- Measure: the request's cost, from its work orders
- Rows by property, columns by category. Categories: Plumbing, Electrical, Air Conditioning / Heating, Appliance, Doors, Windows, Carpentry, Walls, Painting, Pest Control, Cleaning, Lift, Locks, Security, Internet, TV, Other
- Graph by the month requested, split by Late (service level missed)
- Filters Open, Mine, Emergencies, Late; group by status, property or category
- Each request also keeps the tenant's rating (Poor to Excellent) and how many times it was reopened
Vendor Work
- Pivot of work orders by vendor and status with the final amount
- Filters Open and Done, No Bill (work finished but the vendor's bill not yet in)
- Group by vendor or status
Leasing Funnel
- Pivot of enquiries by source and step, and a graph by step
- Sources: Our Pages, Property Portal, WhatsApp, Phone, Walk-in, Referral, Email, Social Media, Other
- Lost enquiries keep the reason: Price, Unit Taken, Location, Size / Layout, No Answer, Took Another, Other
- Each enquiry counts its viewings and how many times the person asked
Access
- The Reporting menu is for Lease Managers
- Figures are limited to the Entities the person works in
Who uses it
Lease ManagerReviews repair cost and late repairs each month and picks vendors from their record.
Maintenance coordinatorUses Done, No Bill to chase vendors' bills.
Leasing managerReads the funnel to see which sources bring signed leases and why enquiries are lost.
Where you use it
- Web: Lease > Reporting > Operations and Leasing > Maintenance, Vendor Work and Leasing Funnel
- Not in the apps: staff work requests and viewings in the Staff app, the reports are on the web
What you control
Settings
- Service levels: respond and fix hours per urgency, one level per urgency and Entity
- Triage rules: words that set a request's category and urgency
- Lost reasons and enquiry sources are fixed lists
Questions
What counts as late?
A request is late when it misses the respond or fix time of the service level for its urgency. The Late filter and the graph show those requests.Does the cost include the vendor's tax?
The request's cost comes from its work orders. Vendor Work shows each order's final amount.Can I see which portal brings tenants who sign?
Yes. The Leasing Funnel shows enquiries by source and step, so you can compare how many from each source reach Won.Which plan has these reports?
The Maintenance and Vendor Work reports are installed with repairs, which every plan has. The Leasing Funnel comes with enquiries, from Growth.Related features
CHECKS, DEPOSITS AND REPAIRSRepair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.CHECKS, DEPOSITS AND REPAIRSVendors, vendor bills and the vendor job pageKeep your vendors with their trades, areas, insurance and licence dates. Send a work order, get the quote and approve it. The vendor books, starts, finishes and sends the invoice from a job page by link, with no login. A vendor bill is drafted from the final cost.LETTINGEnquiries, viewings and the leasing pipelineEvery enquiry, from your listing pages, a walk-in or a call, lands in one board. Book viewings, record how they went, and follow larger lets as deals from first call to heads of terms and signing.LETTINGListings with photos, a public listings page and an enquiry formList a free unit with photos, price and terms, and publish it on your own listings page. Visitors book a viewing slot from the page, and each request lands as an enquiry for the agent.REPORTS AND AIAI writes listings and sorts repair requestsPress Write with AI on a listing to get a title, description and photo captions from the unit's facts and photos. Press Sort with AI on a repair request, or let it run on every tenant request. You get the kind, urgency, likely cause, advice for the tenant and the trade needed.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.