MAINTENANCE

MAINTENANCE MANAGEMENT

The Maintenance module is Leaseora's central environment for planned, reactive and predictive property maintenance. It enables a real estate company to maintain a verified vendor network, receive client requests through multiple channels, assign and monitor work, record evidence, manage maintenance charges and connect maintenance costs to the lease, accounting and finance modules.

Leaseora Jul 29, 2026 37 min read 17 views

LEASEORA

MAINTENANCE MANAGEMENT

Detailed User and Technical Operations Guide

Vendors • Preventive Maintenance • Client Requests • Assignment • Staff • Completion • Payments • Accounting • Lease Ledger • IoT • AI Forecasting • Reporting

For real estate companies, property managers, maintenance teams, caretakers, vendors, client-service teams, finance teams and authorised administrators

Version 1.0 | July 2026

Purpose of this guide

This guide explains how a real estate company uses Leaseora's Maintenance module from vendor registration, preventive schedules and IoT monitoring through client request submission, landlord review, assignment, staff execution, completion, rating, payment collection, expense recording, lease-ledger billing, predictive forecasting and SuperAdmin oversight. It also provides detailed technical reference for the supplied models, controllers, services, events, listeners, notifications, mail classes and payment flows.

1 Purpose, Audience and Scope

Item	Description
Primary users	Real estate companies, landlords, property managers, caretakers, internal staff, approved vendors, clients, agents, finance staff and SuperAdmins.
Client-facing scope	Request creation, images, status, comments, cancellation, payment, bank-transfer proof, history and service rating.
Company-facing scope	Vendor management, request triage, assignment, comments, completion, payment requests, expenses, lease-ledger billing, preventive schedules and reporting.
Technical scope	Models, controllers, APIs, global scope, events, listeners, notifications, mail, export, AI forecasting, IoT monitoring and payout flow.
Operational boundary	Leaseora records and coordinates maintenance. Final safety decisions, technical diagnosis, licensing, site access, legal responsibility and cost allocation remain subject to authorised human review and applicable agreements.

Terminology

This guide uses Client in business-facing instructions. Technical names retain Tenant where it is part of the supplied controller, model, route or notification name.

2 Complete Maintenance Lifecycle

Figure 1. Complete Maintenance lifecycle

Stage	Outcome
Infrastructure	Vendors, preventive schedules, devices and controls are ready.
Submission	A request is created with category, priority, property, unit and evidence.
Triage	The company confirms responsibility, urgency, access and assignment.
Assignment	A vendor, staff member or caretaker is selected and notified.
Execution	Work progresses with comments, activity and status updates.
Completion	Work, time, materials, cost and photos are recorded.
Rating	The client rates the completed service.
Settlement	Approved client charges are collected and financial records are updated.
Optimisation	Preventive schedules, AI forecasts and IoT alerts reduce future failure.

3 Roles, Responsibilities and Segregation of Duties

Role	Main responsibility	Control
Maintenance Administrator	Configures vendors, categories, schedules and request workflow.	Should not approve unsupported cost allocations.
Property Manager	Triages, assigns, monitors and closes requests.	Must verify property, unit, urgency and access.
Caretaker / Staff	Performs or coordinates assigned tasks.	Should access only assigned properties and required client contact data.
Vendor	Provides licensed or authorised technical service and completion evidence.	Must not receive unrestricted system access.
Client	Reports issues, provides access information, follows updates and rates the service.	Can cancel only where the workflow allows.
Finance Officer	Reviews client charges, receipts, expenses, payouts and ledger entries.	Should separate payment verification from reconciliation.
Accounting Officer	Records maintenance expense and reporting classification.	Must avoid duplicate AccountsPayable records.
Agent	Views maintenance for managed properties.	Supplied role is read-only.
SuperAdmin	Oversees platform records and authorised support actions.	Should preserve landlord ownership and audit evidence.

MaintenanceRequestPolicy

Use MaintenanceRequestPolicy and role permissions to control request access, assignment, comments, payment approvals, document viewing, deletion and SuperAdmin actions.

4 Core Records and Relationships

Model	Purpose
MaintenanceRequest	Core reactive or triggered maintenance case.
MaintenanceRequestImage	Issue or completion images.
MaintenanceRequestComment	Internal or client-visible communication.
MaintenanceActivity	Full action history.
MaintenanceVendor	External contractor or service provider.
PreventiveMaintenanceSchedule	Recurring planned task.
MaintenanceDevice	IoT device linked to a property.
MaintenancePaymentRequest	Client charge request.
MaintenancePaymentProof	Bank-transfer evidence.
CommercialMaintenance	Commercial and CAM maintenance record.
LeaseMaintenanceRequest	Maintenance linked directly to an active lease.
Maintenance	Platform-level maintenance record for SuperAdmin.

Figure 2. Maintenance integration map

5 Phase 1 - Register Maintenance Vendors

STEP
1

Add a Maintenance Vendor

Primary user: Maintenance Administrator

Navigate to Maintenance -> Vendors -> Add Vendor. MaintenanceVendorController@create and @store create the vendor record.

Field	Purpose
Vendor name	Contact or trading name.
Company	Registered company name.
Specialisation	Plumbing, electrical, HVAC, carpentry, cleaning or other configured category.
Contact details	Phone, email and address.
Licence number	Professional or trade licence where applicable.
Insurance details	Liability or relevant insurance information.
Status	Active, inactive or suspended.

Vendor onboarding checklist

☐	Legal or trading name confirmed.
☐	Contact details verified.
☐	Specialisation accurately assigned.
☐	Licence evidence reviewed where required.
☐	Insurance evidence reviewed where required.
☐	Service areas and availability recorded operationally.
☐	Payment and tax details handled through the approved finance process.
☐	Status remains inactive until onboarding is complete where policy requires.

Verification is a recorded review

MaintenanceVendorController@verify supports credential verification, but the company must define what evidence is required, who may verify it and how often it is renewed.

6 Vendor Status and Lifecycle Management

State / flag	Meaning
Active	Available for selection and assignment.
Inactive	Not available for new assignments.
Suspended	Temporarily blocked for stated reason.
Preferred	Prioritised during future assignment but still subject to availability and suitability.
Verified	Credentials or licence reviewed under the company's process.

Use activate, deactivate and suspend with a reason. Use destroy only when deletion is lawful and the vendor has no required historical relationship.

Do not delete job history

A vendor with completed, disputed, paid or insured work should normally be deactivated or suspended rather than deleted.

7 Vendor Search, Availability and Preference

Action	Purpose
searchBySpecialty	Find vendors matching the maintenance category.
availableVendors	Find vendors currently available.
preferredVendors	List vendors marked preferred.
markPreferred	Set the vendor as preferred for future assignment.
jobs	View all assigned maintenance jobs.

Assignment selection criteria

· Correct technical specialisation.

· Active and verified status.

· Property location and response time.

· Emergency availability.

· Previous performance and client rating.

· Cost and approved procurement process.

· Insurance and licence validity.

· No conflict, suspension or unresolved incident.

8 Vendor Performance and Rating

STEP
2

Review Vendor Performance

Primary user: Maintenance Administrator / manager

performance shows completed jobs, ratings and response times. rate records post-job vendor evaluation.

Metric	Meaning
Jobs assigned	Total workload.
Jobs completed	Completed task count.
Response time	Time from assignment to acknowledgement or attendance.
Completion time	Time from assignment or start to completion.
Client rating	Average client feedback.
Repeat issues	Requests reopened or repeated after repair.
Cost performance	Actual cost against estimate or comparable work.

Figure 3. Vendor registration, assignment and completion

9 Preventive Maintenance Schedules

STEP
3

Create a Preventive Maintenance Schedule

Primary user: Maintenance Administrator

PreventiveMaintenanceController manages recurring planned maintenance linked to properties and units.

Field	Purpose
Property / unit	Asset location.
Task name	Clear preventive task.
Description	Required work and standard.
Category	Maintenance classification.
Frequency	Daily, weekly, monthly, quarterly or annually.
Next due date	Next scheduled occurrence.
Last completed date	Most recent completion.
Assigned vendor	Preferred or planned provider.
Status	Active, paused or completed.

Examples

Asset / task	Suggested configured pattern
HVAC service	Every six months or configured seasonal schedule.
Fire alarm check	Annual or jurisdiction-required period.
Water tank cleaning	Quarterly, semi-annual or approved policy.
Generator service	Hours-based or monthly schedule.
Pest control	Quarterly or risk-based schedule.
Roof inspection	Annual and after severe weather.

Frequency should match the asset and law

The available frequency values support scheduling. The actual interval should follow manufacturer, insurer, safety, lease and jurisdiction requirements.

10 Preventive Schedule Operations

1. Create the schedule for the correct property and unit.

2. Define the task and acceptance standard.

3. Set the frequency and next due date.

4. Assign or identify a preferred vendor.

5. Set notification triggers before the due date.

6. Activate the schedule.

7. Complete the task and update last_completed_date.

8. Calculate the next due date.

9. Pause or close the schedule when the asset or property changes.

Schedule is not completion evidence

A due schedule should generate or prompt work, but completion still requires evidence, date, user and any required report.

11 IoT Maintenance Setup

STEP
4

Configure IoT-Linked Maintenance

Primary user: Smart-property maintenance administrator

IoTMaintenanceController manages schedules and history linked to MaintenanceDevice records.

Action	Purpose
schedules	View IoT-linked schedules.
createSchedule / storeSchedule	Create a device-linked schedule.
showSchedule	View schedule detail.
editSchedule / updateSchedule	Update trigger or schedule.
destroySchedule	Delete a schedule.
executeSchedule	Manually trigger the schedule.
bulkActionSchedules	Bulk enable, disable or delete.
history	View IoT maintenance history.
completeMaintenance	Close an IoT-triggered task.
predictiveAlerts	View predictive sensor alerts.
exportReport	Export IoT history and alerts.

Device data controls

☐	Device is linked to the correct property and asset.
☐	Sensor units and normal ranges are documented.
☐	Device time and connectivity are reliable.
☐	Alert threshold and priority are configured.
☐	False-positive and device-failure processes exist.
☐	Manual inspection is required before high-cost action.

12 Phase 2 - Client Submits a Maintenance Request

STEP
5

Create a Maintenance Request

Primary user: Client

Clients can submit through the web dashboard, tenant portal, mobile API or general maintenance API. Each channel creates the same MaintenanceRequest structure.

Field	How to complete it
Title	Short summary of the issue.
Description	Detailed symptoms, location and timing.
Category	Plumbing, electrical, HVAC, structural, appliance, cleaning, pest control or configured type.
Priority	Low, medium, high or emergency.
Property / unit	Auto-linked from the active lease where available.
Preferred date	Requested access or repair date.
Images	Supporting issue photos.

Client submission process

1. Open Maintenance from the Leaseora dashboard or app.

2. Select Create Request.

3. Enter a clear title.

4. Describe the issue and affected area.

5. Select category and priority.

6. Confirm property and unit.

7. Enter a preferred attendance date.

8. Upload clear images where safe.

9. Review and submit.

10. Keep the request reference.

The system creates MaintenanceRequest with status Pending, MaintenanceRequestImage records and a MaintenanceActivity creation entry.

Emergency instruction

A software request should not replace emergency services, building evacuation, utility isolation or immediate safety action. The company should display and train clients on the correct emergency process.

13 Request Categories and Priority

Priority	Operational meaning
Low	Minor issue with limited impact and no immediate safety concern.
Medium	Issue affects use or comfort and requires planned response.
High	Significant property, service or damage risk requiring prompt action.
Emergency	Immediate safety, major damage, critical utility or habitability risk.

Priority requires triage

The client selects an initial priority. The landlord should review and may update it based on evidence, safety, property impact and service-level policy.

14 Maintenance Images and Evidence

uploadImages stores files in the maintenance storage path and creates MaintenanceRequestImage records.

☐	Image relates to the correct request.
☐	The client can take the photo safely.
☐	No sensitive personal information is unnecessarily visible.
☐	File type and size are validated.
☐	Malware scanning or storage protection is applied.
☐	Completion photos are distinguishable from issue photos.

15 Request Creation Events and Notifications

Item	Purpose
MaintenanceRequestCreated	Records that a new request was submitted.
MaintenanceActivity	Stores the creation action.
MaintenanceStatusChanged	Notifies the landlord of the new request under the supplied flow.

Listener mapping requires confirmation

The supplied scenario says SendMaintenanceAssignedNotification fires on assignment. Confirm that request-created and status-changed events have the intended listeners and recipients in production.

16 Client Maintenance Dashboard

STEP
6

View Requests, History and Statistics

Primary user: Client

Dashboard area	Purpose
Request list	All requests with status filters.
Request detail	Status, assigned vendor, updates, comments and payment status.
History	Full maintenance history.
Categories	Available maintenance categories.
Statistics	Total, pending, in-progress and completed.

Visibility control

The client should see external comments and client-relevant updates, not internal procurement, security or legal notes unless authorised.

17 Client Updates and Comments

STEP
7

Add Additional Information

Primary user: Client

TenantMaintenancePortalController@addUpdate and mobile addComment store MaintenanceRequestComment records.

Appropriate uses

· Clarify when the issue started.

· Provide access availability.

· Add a new image or symptom.

· Answer vendor or manager questions.

· Report that the problem has worsened.

MaintenanceCommentPosted notifies the relevant landlord or team according to the configured listener or notification flow.

Comment classification

The system should clearly mark client-visible and internal comments. Internal notes must never be exposed through the client API.

18 Client Cancellation

STEP
8

Cancel a Pending Request

Primary user: Client

TenantMaintenancePortalController@cancel allows cancellation before assignment. The request moves to Cancelled and MaintenanceActivity records the action.

☐	Request is still Pending.
☐	No vendor or staff assignment has occurred.
☐	No emergency or safety action remains outstanding.
☐	Cancellation reason is captured where configured.
☐	The company and relevant staff are notified.

19 Phase 3 - Landlord Maintenance Dashboard

STEP
9

View All Maintenance Requests

Primary user: Property Manager / maintenance administrator

Landlord\MaintenanceController@index shows requests across the landlord's portfolio.

Filter	Use
Status	Pending, assigned, in progress, completed or cancelled.
Property / unit	Location of the request.
Priority	Low, medium, high or emergency.
Category	Type of work.
Date range	Creation, schedule or completion period.
Client	Client name or record.

Dashboard statistic	Meaning
Total	All requests in scope.
Pending	Awaiting triage or assignment.
In progress	Active work.
Completed	Completed requests.
Overdue	Requests past the configured schedule or SLA.

MaintenanceRequestScope is applied to MaintenanceRequest queries so the landlord sees only authorised records.

Test the global scope carefully

A global landlord scope is a critical data-isolation control. Test web, API, export, background job and SuperAdmin bypass behaviour.

20 Landlord Request Review and Triage

STEP
10

Review a Maintenance Request

Primary user: Property Manager

☐	Request belongs to the landlord's property.
☐	Property and unit are correct.
☐	Client and active lease are identified.
☐	Category and priority are appropriate.
☐	Images and description provide enough information.
☐	Safety or emergency action is considered.
☐	Responsibility under the lease is reviewed.
☐	Access and preferred date are available.
☐	Possible vendor specialisation is identified.

Cost responsibility should not be assumed

The fact that a client submitted a request does not automatically make the client responsible for the cost. Review cause, lease terms, evidence and applicable law.

21 Update, Quick Update and Deletion

update changes full details such as priority, category, notes and scheduled date. quickUpdate supports inline status or other configured updates.

Action	Use
edit	Open full editing form.
update	Save full authorised changes.
quickUpdate	Make a limited inline change.
destroy	Delete under controlled policy.

Deletion requires retention review

Requests with assignments, payments, completion reports, lease charges, accounting entries, disputes or safety evidence should not be physically deleted without an approved retention process.

22 Assign a Vendor, Staff Member or Caretaker

STEP
11

Assign Responsibility for the Request

Primary user: Property Manager

1. Open the reviewed request.

2. Confirm the required specialisation.

3. Search active or preferred vendors.

4. Review availability and performance.

5. Select the vendor, staff member or caretaker.

6. Set the scheduled date and access notes.

7. Save the assignment.

8. Confirm status changed to Assigned.

9. Confirm MaintenanceActivity recorded the action.

MaintenanceRequestAssigned is fired. SendMaintenanceAssignedNotification triggers the assignment notification. MaintenanceTaskAssigned goes to the assigned vendor or staff, and MaintenanceStatusChanged informs the client.

Assignment should be acknowledged

Consider requiring the assigned party to acknowledge the task and expected attendance time so Assigned does not remain inactive.

23 Landlord Comments and Internal Notes

STEP
12

Add a Request Comment

Primary user: Property Manager

addComment stores MaintenanceRequestComment records. getComments retrieves the authorised thread.

Comment type	Visibility
External update	Visible to the client and authorised team.
Internal note	Visible only to authorised landlord, staff or vendor users.
Vendor update	Visible according to the configured visibility setting.

Do not mix internal and external notes

Visibility should be an explicit field or enforced rule, not inferred from the wording of the comment.

24 Phase 4 - Staff Maintenance Workspace

STEP
13

View Assigned Tasks

Primary user: Property staff / caretaker

Action	Purpose
getAssignedTasks	List tasks assigned to the logged-in staff member.
getTenantInfo	Get the client contact details needed for the request.
addComment	Post an update.
getDashboardStats	View assigned, in-progress and completed-today totals.

Limit client contact data

Staff should receive only the contact and access information required for the assigned job and only while the assignment is active.

25 Agent Maintenance View

STEP
14

View Requests for Managed Properties

Primary user: Agent

Agent\MaintenanceController@index provides a read-only overview for properties managed by the agent.

Read-only means no operational change

Confirm that agent routes and APIs cannot assign, update, delete, approve payments or access restricted internal notes.

26 Maintenance Request Status Flow

STEP
15

Move a Request Through Its Statuses

Primary user: Property manager / assigned staff

Figure 4. Maintenance request status lifecycle

Status	Meaning
Pending	Submitted and awaiting triage or assignment.
Assigned	Vendor, staff or caretaker has responsibility.
In Progress	Work has started.
Completed	Completion report and evidence are recorded.
Cancelled	Request closed without completion under the allowed cancellation process.

MaintenanceRequestUpdated is fired when details or status change. MaintenanceStatusChanged informs the client of each configured status change.

Overdue may be a calculated condition

The dashboard includes Overdue, but the supplied core status sequence does not list Overdue as a status. Confirm whether it is a calculated flag, scope or stored status.

27 Submit the Completion Report

STEP
16

Complete the Maintenance Job

Primary user: Vendor / staff

Completion item	Purpose
Work done	Description of diagnosis and repair.
Materials used	Parts, quantities and supporting cost.
Time spent	Labour duration.
Cost breakdown	Labour, materials and other approved cost.
Completion photos	Evidence of completed work.
Completed at	Final completion timestamp.

1. Open the assigned request.

2. Confirm the work is complete and safe.

3. Enter the work description.

4. List materials and quantities.

5. Enter time spent and cost breakdown.

6. Upload completion images.

7. Submit the report.

8. Mark the request Completed.

MaintenanceRequestCompleted is fired. SendMaintenanceCompletedNotification triggers the completion notification and MaintenanceStatusChanged informs the client.

Completion requires evidence

Completed should mean the requested work, safety check, documentation and required cleanup are complete, not merely that a vendor attended the property.

28 Client Service Rating

STEP
17

Rate a Completed Job

Primary user: Client

TenantMaintenancePortalController@rate records the star rating and review. The result contributes to vendor performance metrics.

☐	Request is Completed.
☐	Rating belongs to the correct client and request.
☐	One rating per authorised client or policy.
☐	Review content follows platform standards.
☐	Vendor dispute or moderation process exists.

Rating is one performance input

Use client ratings together with response time, completion evidence, repeat issues, cost and safety performance.

29 Phase 6 - Decide Whether the Client Should Pay

A client payment should be requested only where the company has determined that the cost is chargeable under the lease, evidence and applicable law.

Responsibility	Typical treatment
Landlord responsibility	Normal wear, structural failure or owner-maintained asset.
Client responsibility	Client-caused damage or charge clearly permitted by the lease and evidence.
Shared / apportioned	Commercial, CAM or agreed allocation.
Pending investigation	Cause or responsibility is not yet established.

☐	Cause is documented.
☐	Lease clause or agreement supports the charge.
☐	Repair and cost evidence is complete.
☐	Client has been informed of the reason.
☐	Dispute and review route is available.
☐	The same cost is not charged through another invoice or ledger entry.

Do not charge automatically from the priority or category

Emergency, appliance or structural classifications do not by themselves determine financial responsibility.

30 Create a Maintenance Payment Request

STEP
18

Request Payment from the Client

Primary user: Property Manager / finance officer

Field	Purpose
Amount	Approved charge amount.
Currency	Contractual charge currency.
Description	Reason and cost summary.
Due date	Payment deadline.
Request link	Maintenance request being charged.

requestTenantPayment creates MaintenancePaymentRequest and MaintenancePaymentRequestedNotification informs the client.

Payment request should include evidence

The client-facing request should identify the issue, work, responsibility basis, amount, due date and dispute contact.

31 Gateway Maintenance Payment

STEP
19

Pay by Payment Gateway

Primary user: Client

1. Open the MaintenancePaymentRequest.

2. Select an available gateway.

3. Create the payment session.

4. Complete provider checkout.

5. Return to Leaseora.

6. Verify the provider transaction server-side.

7. Confirm the amount, currency and request reference.

8. Mark the MaintenancePaymentRequest Paid.

9. Send the required confirmation.

Callback verification

A successful redirect is not proof of payment. maintenancePaymentCallback and handlePaymentCallback should verify the provider result and protect against duplicate callbacks.

32 Wallet Maintenance Payment

STEP
20

Pay from the Leaseora Wallet

Primary user: Client

1. Confirm the payment request is open.

2. Convert the amount if wallet currency differs.

3. Calculate the platform service fee.

4. Check wallet balance.

5. Debit amount and fee atomically.

6. Mark the payment request Paid.

7. Create LandlordPayout.

8. Dispatch ProcessLandlordPayout.

9. Send MaintenancePaymentReceivedMail to the landlord.

Financial atomicity

Wallet debit, fee record, payment-request update and payout creation should complete together or roll back together.

33 Bank Transfer Maintenance Payment

STEP
21

Upload and Review Bank Transfer Proof

Primary user: Client and landlord

1. Client transfers the approved amount to the provided account.

2. Client uploads payment proof.

3. MaintenancePaymentProof is created.

4. MaintenanceBankTransferAlertMail informs the landlord.

5. Landlord checks bank receipt, amount, currency and reference.

6. Landlord approves or rejects the proof.

7. The payment request is updated only after confirmed approval.

☐	Proof belongs to the correct request.
☐	Bank account is the correct recipient.
☐	Amount and currency match.
☐	Funds have reached the account.
☐	The proof has not been used before.
☐	Reviewer and decision are recorded.

Uploaded proof is not confirmed payment

Do not mark the payment request Paid until the transfer is verified against the bank or approved payment evidence.

Figure 5. Maintenance payment and finance integration

34 Maintenance Payment Mail and Cost Summary

Mail class	Recipient	Trigger
MaintenancePaymentReceivedMail	Landlord	Client wallet payment received.
MaintenanceBankTransferAlertMail	Landlord	Client uploaded bank-transfer proof.
MaintenanceCostSummaryMail	Landlord	Automated maintenance cost summary.

35 Phase 7 - Record Maintenance as an Expense

STEP
22

Create an Accounting Expense

Primary user: Finance / accounting officer

recordAsExpense creates an AccountsPayable record linked to the maintenance request and categorises the cost as maintenance in the chart of accounts.

1. Open the completed or approved maintenance request.

2. Confirm vendor, invoice, amount, currency and property.

3. Confirm the expense has not already been recorded.

4. Select Record as Expense.

5. Review the AccountsPayable record.

6. Attach or link supporting evidence.

7. Approve and pay through the normal accounting workflow.

Client recovery and landlord expense can both exist

The company may record the maintenance cost as an expense and separately recover an approved client charge. Account for both without netting away the audit trail.

36 Add a Maintenance Charge to the Lease Ledger

STEP
23

Add the Charge to the Client Lease Ledger

Primary user: Authorised finance / lease officer

addToLeaseLedger creates a LeasePaymentLedger entry linked to LeaseLedger so the charge appears on the client's statement.

☐	The active lease is correct.
☐	The charge is permitted by the lease and evidence.
☐	Amount and currency are correct.
☐	Description clearly identifies the maintenance request.
☐	The charge has not already been invoiced or added.
☐	Dispute or adjustment process is available.

Avoid duplicate billing

Do not create both a direct paid MaintenancePaymentRequest and an unpaid lease-ledger charge for the same cost unless the workflow explicitly offsets or reconciles them.

37 Maintenance Payment Reconciliation

☐	Payment request status agrees with gateway, wallet or bank evidence.
☐	Platform fee is recorded separately.
☐	LandlordPayout agrees with the verified payment.
☐	AccountsPayable cost agrees with vendor evidence.
☐	LeasePaymentLedger agrees with the approved client charge.
☐	Refunds or rejected proofs are reflected.
☐	No duplicate recovery or expense record exists.

Three distinct records

Maintenance cost, client payment and landlord payout are related but separate financial events and should be reconciled separately.

38 Phase 8 - Bulk Maintenance API

STEP
24

Submit Multiple Requests Through the API

Primary user: Authorised integration

API\Maintenance\MaintenanceController@submitBulk accepts multiple maintenance requests in one API call.

☐	API caller is authenticated and authorised.
☐	Each request includes valid property, unit, category and priority.
☐	Each item receives its own MaintenanceRequest record.
☐	One invalid item does not silently corrupt the batch.
☐	Per-item success and error results are returned.
☐	Events, activities and notifications run for each valid item.
☐	Idempotency prevents repeated batch duplication.

Bulk does not mean one shared request

Each submitted issue must remain independently traceable, assignable, payable and reportable.

39 Phase 9 - Portfolio Maintenance Forecasting

STEP
25

Forecast Portfolio Maintenance

Primary user: Maintenance manager / portfolio manager

MaintenanceForecastingService method	Purpose
forecastPortfolioMaintenance	Predicts upcoming needs, costs and high-risk properties.
forecastPropertyMaintenance	Creates property-specific cost and category projections.
analyzeMaintenancePatterns	Detects recurring issues and possible root causes.
generatePreventiveSchedule	Produces a recommended preventive maintenance schedule.

Figure 6. AI forecasting and IoT predictive maintenance

40 AI Forecast Inputs and Outputs

Input	Use
Historical requests	Category, property, frequency, priority and completion.
Costs	Labour, materials and total expense.
Property data	Age, type, size, systems and condition.
Seasonality	Weather or periodic patterns.
Vendor performance	Response, completion and repeat issues.
Preventive history	Completed and missed schedules.
IoT data	Sensor conditions and anomalies.

Output	Meaning
Upcoming needs	Likely future maintenance.
Cost projection	Expected maintenance spending.
High-risk properties	Properties likely to require urgent work.
Category forecast	Plumbing, electrical, structural and other projections.
Root-cause suggestion	Underlying cause of repeat requests.
Preventive schedule	Recommended task, frequency and timing.

AI quality depends on history

Forecast accuracy may be limited for new properties, incomplete costs, inconsistent categories or missing completion data.

41 Pattern Analysis and Root-Cause Maintenance

analyzeMaintenancePatterns identifies recurring issues such as seasonal plumbing failures or repeated equipment breakdown.

1. Select a property and analysis period.

2. Review recurring categories and locations.

3. Compare repeat issues after prior repairs.

4. Inspect common materials, vendors and equipment.

5. Review suggested root causes.

6. Arrange technical inspection.

7. Approve a root-cause corrective project where justified.

8. Track whether repeat requests reduce.

Correlation is not diagnosis

AI can identify patterns, but a qualified inspection should determine the actual technical cause.

42 AI-Generated Preventive Maintenance Schedule

generatePreventiveSchedule proposes preventive tasks based on property age, type, history and standards.

☐	Recommended task applies to the property asset.
☐	Frequency is technically and legally appropriate.
☐	Vendor specialisation is available.
☐	Budget and downtime are considered.
☐	Client access or communication is planned.
☐	The schedule is reviewed before activation.

AI schedule is a draft

The generated schedule should be reviewed before PreventiveMaintenanceSchedule records are created or activated.

43 IoT Predictive Alerts

STEP
26

Review and Act on a Predictive Alert

Primary user: Smart-property maintenance administrator

predictiveAlerts analyses MaintenanceDevice data and may create a High-priority MaintenanceRequest.

1. Review the device, asset and property.

2. Check the current sensor value and historical trend.

3. Confirm device connectivity and calibration.

4. Review the generated maintenance request.

5. Adjust priority if evidence supports a different level.

6. Assign inspection or technical service.

7. Record the finding and completion.

8. Feed the result back into the maintenance history.

Auto-created does not mean automatically approved

High-priority IoT requests should be reviewed for sensor faults, false positives and actual property conditions before major expenditure.

44 Phase 10 - Commercial Property Maintenance

STEP
27

Manage Commercial Maintenance and CAM

Primary user: Commercial property manager

CommercialMaintenance supports specialised commercial categories and Common Area Maintenance allocation.

Area	Use
Elevators	Inspection, service and repair.
Loading dock	Equipment and access maintenance.
Parking	Lighting, surface, gate and security.
Common areas	Cleaning, HVAC, lighting and shared services.
CAM charge	Common Area Maintenance cost tracking.
Pro-rata allocation	Allocation to commercial clients under lease terms.

CAM allocation must follow the lease

Use the commercial lease, agreed allocation method, exclusions, caps, audit rights and applicable law. Do not allocate a cost only because it occurred in a shared area.

45 Phase 11 - Lease-Linked Maintenance

LeaseMaintenanceRequest links maintenance directly to an active lease. The client sees requests through Tenant\LeaseController@getMaintenanceRequestsData.

Benefit	Purpose
Client context	Request is connected to the active lease and unit.
Lease dashboard	Maintenance history appears with the lease.
Landlord workflow	Lease management users can see maintenance.
Financial tracking	Approved charges can enter LeasePaymentLedger.
Lifecycle history	Maintenance remains connected to the lease period.

Lease changes require ownership rules

Confirm how requests behave after lease termination, transfer, renewal or unit reassignment.

46 Phase 12 - SuperAdmin Maintenance Oversight

STEP
28

Use the Platform-Wide Maintenance View

Primary user: SuperAdmin

Action	Purpose
landlordIndex	View maintenance records across landlords.
landlordShow	View one landlord's record.
landlordCreate / landlordStore	Create on behalf of a landlord.
index	Platform-wide overview.
create / store	Create platform-level maintenance.
edit / update	Edit authorised records.
destroy	Delete under platform policy.

SuperAdmin action should be visible

Creating or changing a landlord record should retain the acting SuperAdmin, landlord, reason, time and affected data in the audit history.

47 Phase 13 - Reports and Exports

STEP
29

Export Maintenance Data

Primary user: Maintenance manager / analyst

MaintenanceExport supports CSV or Excel export with date, property, status, category and vendor filters.

Export field	Purpose
Request reference	Traceable request identifier.
Property / unit	Maintenance location.
Client	Requesting or affected client.
Category / priority	Issue classification.
Status	Current or final status.
Vendor / assignee	Responsible party.
Dates	Created, assigned, scheduled and completed.
Cost	Approved maintenance cost.
Payment	Client payment status where applicable.
Rating	Client service feedback.

IoTMaintenanceController@exportReport exports device history and predictive alerts. MaintenanceCostSummaryMail sends an automated cost summary to the landlord.

Export scope and privacy

Apply landlord scope, role permissions and minimum-data principles before exporting client contact, comments, payment or vendor information.

48 Maintenance Dashboard KPIs

KPI	Definition
Open requests	Pending, assigned and in-progress requests.
Emergency requests	Emergency-priority requests.
Average response time	Creation to assignment or acknowledgement.
Average resolution time	Creation or assignment to completion.
Overdue requests	Past the configured schedule or SLA.
First-time fix rate	Completed without repeat request within the defined period.
Repeat issue rate	Recurring issue after previous completion.
Preventive completion rate	Completed preventive tasks versus due tasks.
Cost per property	Maintenance spending by property.
Cost by category	Plumbing, electrical, structural and other cost.
Vendor performance	Response, completion, rating and repeat issue metrics.
Client satisfaction	Ratings and reviews.

Define measurement rules

Document how cancelled requests, reopened work, pending payment, weekends, emergency response and duplicate requests affect each KPI.

49 Events, Listeners and Notifications

Event	Trigger
MaintenanceRequestCreated	New request submitted.
MaintenanceRequestAssigned	Vendor or staff assigned.
MaintenanceRequestUpdated	Status or details changed.
MaintenanceRequestCompleted	Job completed.
MaintenanceCommentPosted	New comment posted.

Listener	Purpose
SendMaintenanceAssignedNotification	Responds to assignment and dispatches assignment communication.
SendMaintenanceCompletedNotification	Responds to completion and dispatches completion communication.

Notification	Recipient	Trigger
MaintenanceStatusChanged	Client / landlord	New request or status change.
MaintenanceTaskAssigned	Vendor / staff	Assignment.
MaintenancePaymentRequestedNotification	Client	Maintenance charge requested.

Confirm recipient logic

MaintenanceStatusChanged is described for both landlord and client. Confirm each event, listener, channel and message template in production.

50 Daily, Weekly and Monthly Operating Procedures

Frequency	Recommended activities
Daily	Review emergency and high-priority requests, pending triage, vendor acknowledgements, overdue work, payment proofs and IoT alerts.
Weekly	Review vendor workload, repeat issues, preventive tasks, client ratings, open payment requests and overdue schedules.
Monthly	Reconcile maintenance costs, payments, payouts, expenses and lease-ledger charges; review KPI and property forecasts.
Quarterly	Review vendor credentials, preferred status, preventive schedule adequacy, IoT thresholds, CAM allocations and access permissions.

51 Emergency and Safety Operating Procedure

1. Identify whether there is immediate danger to people, property or utilities.

2. Provide emergency contact or evacuation instruction.

3. Notify the authorised property emergency team.

4. Isolate utilities or areas only through qualified personnel.

5. Create or update the Leaseora request for audit and coordination.

6. Assign an emergency-capable vendor or staff member.

7. Record attendance, actions, photos and safety checks.

8. Communicate status to affected clients.

9. Complete the permanent repair and root-cause review.

Leaseora is not an emergency dispatcher

The company must maintain local emergency procedures and contact details outside the ordinary maintenance workflow.

52 Security, Privacy and Access Controls

☐	Apply MaintenanceRequestScope and MaintenanceRequestPolicy.
☐	Restrict client contact information to assigned users.
☐	Separate internal and external comments.
☐	Protect images, payment proofs and documents.
☐	Log assignment, status, comment, payment, expense and ledger actions.
☐	Restrict vendor access to assigned jobs.
☐	Restrict exports and SuperAdmin changes.
☐	Scan uploads and validate file types.
☐	Use secure payment callbacks and bank-verification procedures.
☐	Define retention for completed, cancelled and disputed requests.

Location and access data are sensitive

Maintenance records may disclose when clients are available, property security details, access codes or occupied-unit information. Store only what is necessary and restrict visibility.

53 Worked Example 1 - Client Plumbing Request

Scenario

A client reports a leaking kitchen pipe in an occupied apartment. The issue is urgent but not yet causing flooding.

Stage	What happens
1. Submit	Client creates a Plumbing request with High priority and images.
2. Record	MaintenanceRequest, images and MaintenanceActivity are created.
3. Notify	Landlord receives MaintenanceStatusChanged.
4. Triage	Property manager confirms the unit, lease, leak location and access.
5. Assign	A verified plumbing vendor is selected and the request becomes Assigned.
6. Notify vendor	MaintenanceTaskAssigned is sent.
7. Start	Vendor updates the request to In Progress.
8. Repair	Vendor replaces the failed connector and checks for further leaks.
9. Complete	Work, material, time, cost and photos are submitted.
10. Notify client	Request becomes Completed.
11. Rate	Client leaves a rating.
12. Finance	Landlord records the vendor invoice as AccountsPayable.
13. Responsibility	No client charge is raised because the failure is ordinary maintenance.
14. Pattern	Future plumbing patterns are included in property forecasting.

54 Worked Example 2 - Client-Caused Damage and Payment

Scenario

A completed inspection and maintenance report shows that a client damaged an internal door. The lease permits recovery of verified repair cost.

Stage	What happens
1. Evidence	Request, images, completion report and cost breakdown are complete.
2. Responsibility review	Landlord confirms the lease clause and evidence.
3. Payment request	MaintenancePaymentRequest is created with amount, currency, reason and due date.
4. Client notification	MaintenancePaymentRequestedNotification is sent.
5. Wallet payment	Client pays from wallet.
6. FX and fee	CurrencyService and FeeCalculationService process the payment.
7. Payout	LandlordPayout is created and ProcessLandlordPayout is dispatched.
8. Confirmation	MaintenancePaymentReceivedMail is sent to the landlord.
9. Accounting	Repair cost is recorded as AccountsPayable.
10. Reconciliation	Cost, client payment, fee and payout are reconciled.

No double recovery

Because the client paid the MaintenancePaymentRequest directly, the same amount should not remain as an unpaid lease-ledger charge.

55 Worked Example 3 - IoT Predictive HVAC Alert

Scenario

An HVAC sensor reports rising operating temperature and reduced airflow before equipment failure.

Stage	What happens
1. Sensor	MaintenanceDevice submits abnormal readings.
2. Alert	predictiveAlerts identifies the anomaly.
3. Auto-request	A High-priority MaintenanceRequest is created.
4. Review	Property manager confirms sensor health and asset location.
5. Assign	A verified HVAC vendor is assigned.
6. Inspect	Vendor identifies a blocked filter and worn component.
7. Complete	Preventive work is completed before failure.
8. Record	Cost, time, parts and completion evidence are stored.
9. Schedule	The preventive schedule is adjusted.
10. Forecast	The completed outcome improves future AI forecasting.

56 Backend Models Reference

Model	Purpose
MaintenanceRequest	Core issue, category, priority, status, assignment and completion.
MaintenanceRequestImage	Request and completion images.
MaintenanceRequestComment	Client, landlord, staff or vendor comments.
MaintenanceActivity	Every recorded action.
MaintenanceVendor	Contractor profile, status, performance and rating.
MaintenanceDevice	IoT device for monitoring.
MaintenancePaymentRequest	Charge requested from client.
MaintenancePaymentProof	Uploaded bank-transfer proof.
PreventiveMaintenanceSchedule	Recurring planned maintenance.
CommercialMaintenance	Commercial and CAM maintenance.
LeaseMaintenanceRequest	Maintenance linked to an active lease.
Maintenance	Platform-level SuperAdmin model.
AccountsPayable	Maintenance expense.
LeaseLedger / LeasePaymentLedger	Lease-linked maintenance billing.
LandlordPayout	Landlord payout after client payment.

57 Controllers Reference

Controller	Purpose
Landlord\MaintenanceController	Full landlord request, assignment, payment, expense and ledger workflow.
MaintenanceVendorController	Vendor CRUD, verify, preferred, performance, rating and search.
PreventiveMaintenanceController	Preventive schedule management.
IoTMaintenanceController	IoT schedules, alerts, history, completion and export.
Tenant\Shared\MaintenanceController	Client web creation and viewing.
TenantMaintenancePortalController	Portal requests, comments, cancellation, payment and rating.
SuperAdmin\Core\MaintenanceController	Platform-wide maintenance oversight.
Agent\MaintenanceController	Read-only managed-property view.
API\Maintenance\MaintenanceController	REST create, assign, status, completion, report and bulk submission.
API\Mobile\Tenant\MaintenanceController	Mobile request, comments, history, categories and payments.
API\Staff\StaffMaintenanceController	Assigned tasks, client info, comments and staff statistics.
API\MaintenanceController	General maintenance API.

58 Services, Scope, Events, Listeners and Export Reference

Component	Purpose
MaintenanceForecastingService	AI portfolio forecast, property forecast, pattern analysis and preventive schedule.
MaintenanceRequestScope	Filters MaintenanceRequest queries by landlord.
CurrencyService	Maintenance-payment currency conversion.
FeeCalculationService	Platform fee for wallet payment.
LandlordPayout / ProcessLandlordPayout	Landlord payment processing.
MaintenanceExport	CSV or Excel export.
SendMaintenanceAssignedNotification	Assignment listener.
SendMaintenanceCompletedNotification	Completion listener.

59 Implementation and Onboarding Checklist

Vendor and operational setup

☐	Maintenance categories and priority definitions approved.
☐	Vendor onboarding, verification and suspension process documented.
☐	Emergency and after-hours process documented.
☐	Assignment and acknowledgement workflow configured.
☐	Internal and external comment visibility tested.

Property and lease integration

☐	Properties, units and active leases are linked.
☐	MaintenanceRequestScope tested.
☐	LeaseMaintenanceRequest behaviour confirmed.
☐	Client responsibility and charge policy documented.
☐	Commercial CAM allocation rules documented.

Financial and technical setup

☐	Gateway, wallet and bank-transfer maintenance payment flows tested.
☐	Fee calculation and landlord payout configured.
☐	AccountsPayable and lease-ledger integration tested.
☐	Preventive schedules configured.
☐	IoT devices, thresholds and predictive alerts tested.
☐	AI forecasting data and permissions configured.
☐	Events, listeners, mail and notifications tested.
☐	Exports and retention controls configured.

60 User Acceptance Testing and Go-Live

Test area	Acceptance test
Vendor creation	Create, edit, activate, deactivate, suspend and verify.
Vendor search	Specialty, available and preferred filters.
Vendor performance	Jobs, rating and metrics.
Preventive schedule	Create, pause, complete and calculate next due date.
IoT schedule	Create, update, execute and delete.
IoT alert	Generate alert and auto-create High request.
Client web request	Create, image upload, category and priority.
Portal request	Create, view, comment, cancel and rate.
Mobile request	Create, list, detail, history and stats.
General API	Create and validate landlord scope.
Activity	Confirm creation, update, assignment and completion entries.
Landlord dashboard	Filters and KPI counts.
Assignment	Vendor and staff assignment, events and notifications.
Comments	Internal and external visibility.
Status	Pending, Assigned, In Progress, Completed and Cancelled.
Completion	Report, materials, time, cost and photos.
Payment request	Create and notify client.
Gateway payment	Success, failure and duplicate callback.
Wallet payment	FX, fee, debit and payout.
Bank proof	Upload, approve, reject and duplicate protection.
Expense	Create one AccountsPayable record.
Lease ledger	Create one authorised LeasePaymentLedger entry.
Bulk API	Per-item results and idempotency.
AI forecast	Portfolio, property, pattern and preventive output.
Commercial	CAM allocation and reporting.
SuperAdmin	View, create, edit and audit.
Export	CSV, Excel and IoT report filters.
Security	Scope, policy, vendor, client and agent access.

Pilot before full rollout

Start with one property, one vendor, one client request, one preventive schedule and one payment case before onboarding the full portfolio.

61 Common Issues and Troubleshooting

Issue	Recommended action
Vendor does not appear	Check status, specialisation, availability and landlord ownership.
Client cannot create request	Check active lease, property, unit, category and permissions.
Images fail to upload	Check file type, size, storage path and permissions.
Landlord sees another landlord's request	Review MaintenanceRequestScope and API queries immediately.
Client sees internal note	Review comment visibility and API serialization.
Assignment notification not sent	Check event, listener, queue and recipient.
Request stays Assigned	Confirm staff acknowledgement and status update permission.
Completion cannot be saved	Check required report, images, cost and status.
Client cannot cancel	Confirm the request is still Pending and unassigned.
Payment request is duplicated	Check existing MaintenancePaymentRequest and idempotency.
Gateway says paid but request is pending	Verify provider callback and reference.
Wallet debited but payment unpaid	Review transaction rollback and payout creation.
Bank proof approved twice	Add already-approved and duplicate-proof checks.
Expense duplicated	Check existing AccountsPayable link.
Lease charge duplicated	Check existing LeasePaymentLedger and direct payment.
IoT creates false alerts	Review threshold, calibration, device health and anomaly rule.
AI forecast is unrealistic	Review history, categories, costs and property data.
Dashboard overdue count differs	Confirm SLA, schedule and overdue calculation.

62 Frequently Asked Questions

Can clients submit requests from mobile and web?

Yes. Web, portal, mobile and general API channels create MaintenanceRequest records.

Can a request include images?

Yes. uploadImages creates MaintenanceRequestImage records.

Can clients cancel a request?

The supplied portal flow allows cancellation while the request is Pending and unassigned.

Can the landlord assign a caretaker instead of a vendor?

Yes, the supplied assignment flow includes staff and caretakers.

Does the client see every comment?

No. External comments may be visible; internal notes should remain restricted.

Can vendors be suspended?

Yes. Vendor statuses include Active, Inactive and Suspended.

Can Leaseora manage preventive maintenance?

Yes. PreventiveMaintenanceSchedule supports recurring tasks.

Can IoT devices create requests?

The supplied predictive flow can auto-create High-priority requests.

Can the client be charged for damage?

Yes, after responsibility and lease terms are verified.

What payment methods are available?

Gateway, wallet and bank transfer with proof upload.

Can maintenance costs enter Accounting?

Yes. recordAsExpense creates AccountsPayable.

Can charges appear on the lease statement?

Yes. addToLeaseLedger creates LeasePaymentLedger.

Does AI predict maintenance needs?

Yes. MaintenanceForecastingService supports portfolio, property, pattern and schedule analysis.

Can agents edit requests?

The supplied Agent controller is read-only.

Can SuperAdmin view all landlords?

Yes, through SuperAdmin\Core\MaintenanceController.

63 Technical Matters to Confirm Before Production

Area	Confirmation required
Status enums	Confirm exact request, payment, proof and vendor status values.
Overdue	Confirm calculated flag, stored status or scope.
SLA	Define response, assignment and resolution targets by priority.
Emergency flow	Confirm local escalation and after-hours procedure.
Comment visibility	Confirm field and API enforcement.
Global scope	Confirm background job, export, API and SuperAdmin handling.
Vendor verification	Define evidence, expiry and reviewer.
Assignment	Confirm acknowledgement and reassignment rules.
Completion	Define mandatory report fields and reopen process.
Client rating	Confirm one-rating and moderation rules.
Payment responsibility	Define lease, evidence and approval requirements.
Gateway callback	Confirm signature, verification and idempotency.
Wallet payment	Confirm transaction atomicity, fee and FX.
Bank proof	Confirm storage, verification and audit.
Payout	Confirm timing, fees, failure and reversal.
Accounting	Confirm AccountsPayable account mapping and duplicate control.
Lease ledger	Confirm charge type, statement display, dispute and reversal.
IoT	Confirm supported devices, units, thresholds and false-positive handling.
AI	Confirm model, data window, confidence and human review.
Preventive schedule	Confirm notification, missed task and next-date calculation.
Commercial CAM	Confirm allocation method and lease rules.
Bulk API	Confirm schema, per-item result and idempotency.
Export	Confirm columns, currency basis and privacy.
Retention	Confirm request, image, comment, proof and activity retention.

Specification basis

This guide preserves the workflow and terminology supplied for the Leaseora Maintenance module. Undefined production behaviour is listed for confirmation rather than silently assumed.

64 Quick Reference - 29-Step Maintenance Operating Flow

1. Register and verify maintenance vendors.

2. Activate, suspend or mark vendors preferred under policy.

3. Create preventive maintenance schedules.

4. Configure IoT devices and linked schedules.

5. Client submits a request through web, portal, mobile or API.

6. Create request images and MaintenanceActivity.

7. Notify the landlord of the new request.

8. Client reviews request status and adds comments.

9. Client cancels only while the request is Pending and unassigned.

10. Landlord reviews property, unit, priority, category, evidence and responsibility.

11. Update request details or schedule.

12. Select and assign a vendor, staff member or caretaker.

13. Fire assignment event, listener and notifications.

14. Assigned staff views the task and required client contact.

15. Move the request to In Progress.

16. Record comments and activity while work proceeds.

17. Submit the completion report, cost, time, materials and photos.

18. Move the request to Completed and notify the client.

19. Client rates the completed service.

20. Determine whether any cost is chargeable to the client.

21. Create MaintenancePaymentRequest where approved.

22. Collect payment by gateway, wallet or verified bank transfer.

23. Create landlord payout where the payment flow requires it.

24. Record the maintenance cost as AccountsPayable.

25. Add an approved charge to LeasePaymentLedger where required.

26. Reconcile cost, client payment, fee, payout and ledger.

27. Run portfolio and property maintenance forecasts.

28. Review IoT predictive alerts and preventive schedules.

29. Monitor reports, KPIs, SuperAdmin oversight and data security.

Business value

Leaseora's Maintenance module gives a real estate company one connected workflow for vendor management, client service, work execution, payment recovery, expense control, lease billing, preventive maintenance, IoT monitoring and AI forecasting.

LEASEORA

MAINTENANCE MANAGEMENT

Plan, receive, assign, complete, settle and forecast property maintenance from one connected platform.

Support and onboarding

For Maintenance-module onboarding, vendor setup, request workflow, payment configuration, preventive schedules, IoT integration or reporting assistance, contact Leaseora through support@leaseora.com.

leaseora.com

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Article Info

Category MAINTENANCE

Reading Time 37 min

Published Jul 29, 2026

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MAINTENANCE MANAGEMENT

1 Purpose, Audience and Scope

2 Complete Maintenance Lifecycle

3 Roles, Responsibilities and Segregation of Duties

4 Core Records and Relationships

5 Phase 1 - Register Maintenance Vendors

Vendor onboarding checklist

6 Vendor Status and Lifecycle Management

7 Vendor Search, Availability and Preference

Assignment selection criteria

8 Vendor Performance and Rating

9 Preventive Maintenance Schedules

Examples

10 Preventive Schedule Operations

11 IoT Maintenance Setup

Device data controls

12 Phase 2 - Client Submits a Maintenance Request

Client submission process

13 Request Categories and Priority

14 Maintenance Images and Evidence

15 Request Creation Events and Notifications

16 Client Maintenance Dashboard

17 Client Updates and Comments

Appropriate uses

18 Client Cancellation

19 Phase 3 - Landlord Maintenance Dashboard

20 Landlord Request Review and Triage

21 Update, Quick Update and Deletion

22 Assign a Vendor, Staff Member or Caretaker

23 Landlord Comments and Internal Notes

24 Phase 4 - Staff Maintenance Workspace

25 Agent Maintenance View

26 Maintenance Request Status Flow

27 Submit the Completion Report

28 Client Service Rating

29 Phase 6 - Decide Whether the Client Should Pay

30 Create a Maintenance Payment Request

31 Gateway Maintenance Payment

32 Wallet Maintenance Payment

33 Bank Transfer Maintenance Payment

34 Maintenance Payment Mail and Cost Summary

35 Phase 7 - Record Maintenance as an Expense

36 Add a Maintenance Charge to the Lease Ledger

37 Maintenance Payment Reconciliation

38 Phase 8 - Bulk Maintenance API

39 Phase 9 - Portfolio Maintenance Forecasting

40 AI Forecast Inputs and Outputs

41 Pattern Analysis and Root-Cause Maintenance

42 AI-Generated Preventive Maintenance Schedule

43 IoT Predictive Alerts

44 Phase 10 - Commercial Property Maintenance

45 Phase 11 - Lease-Linked Maintenance

46 Phase 12 - SuperAdmin Maintenance Oversight

47 Phase 13 - Reports and Exports

48 Maintenance Dashboard KPIs

49 Events, Listeners and Notifications

50 Daily, Weekly and Monthly Operating Procedures

51 Emergency and Safety Operating Procedure

52 Security, Privacy and Access Controls

53 Worked Example 1 - Client Plumbing Request

54 Worked Example 2 - Client-Caused Damage and Payment

55 Worked Example 3 - IoT Predictive HVAC Alert

56 Backend Models Reference

57 Controllers Reference

58 Services, Scope, Events, Listeners and Export Reference

59 Implementation and Onboarding Checklist

Vendor and operational setup

Property and lease integration

Financial and technical setup

60 User Acceptance Testing and Go-Live

61 Common Issues and Troubleshooting

62 Frequently Asked Questions

63 Technical Matters to Confirm Before Production

64 Quick Reference - 29-Step Maintenance Operating Flow

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