No Lost Orders: Building Maintenance Management Software
A work order lost in a text thread can cost you the building. Procured keeps every manager's requests in one place and proves each fix.
How Repair Crews Keep Property Managers Calling
Lost orders, unproven fixes and bills nobody can match cost vendors their buildings. Here's what the app does about each.
Every Manager's Work Order in One List
Monday brings a text about the faucet in 4B and an emailed PDF. Then an HOA (homeowners association) board leaves a voicemail. Give managers your request link, or enter calls as jobs. Nothing waits in your phone.
- Send managers your request form link → orders arrive typed, not texted
- Let supers log leaks in the client portal → photos come attached
- Set each building up as its own client → its history stays together
- Type the client's order number in the job title → easy matching later
- Assign the 4B faucet to a tech → their phone shows the unit
- Mark a job On Hold for parts → your list shows why it waits
- Decline a request outside your area → no request sits unanswered
Proof That Keeps You on the Vendor List
Managers rank vendors on what they can show the owner. Your tech photos the stained ceiling, notes the cause, and logs parts and time. The manager gets proof with the bill, not a phone call.
- Photo the leak before you open the wall → the cause is on record
- Shoot the patched ceiling → the manager can forward it to the owner
- List the parts used → the parts charge has backup
- Log time on each unit → hourly bills hold up
- Get the tenant to sign at completion → no "nobody came" complaint
- Write notes in a boiler room with no signal → they sync upstairs
- Reopen the job on a callback → the first visit's notes are there
Bills Each Manager Can Match and Pay
Accounts payable won't pay a bill they can't match. Build the invoice from the finished job. Put the manager's work order number on the first line, and send one bill per building.
- Invoice from the completed job → hours and parts carry over
- Split charges by building → each HOA board sees only its costs
- Bill a bulb swap with no job → small extras still get paid
- Offer bank payment through Stripe → management firms pay online
- Record the mailed check → the balance stays right
- Sort what each client owes → call before 60 days pass
Unit Turns Done Before Move-In Day
Summer move-outs pack 10 unit turns into 2 weeks, and regular calls keep coming. Quote each make-ready, the prep for the next tenant, from a template. Then book it before move-in day.
- Copy your make-ready template per unit → paint and fixtures price fast
- Book a turn across 3 days → move-in day stays in sight
- Check each unit's status → see which turns are on hold
- Photo each finished unit → leasing can show it that week
- Split the crew across 2 buildings → no turn sits idle
- Drag a turn an hour later → an emergency call fits in
Monthly Building Walks That Stay Booked
Every building needs the same walk each month: filters, exit signs, door closers and hall lights. That's preventive maintenance (PM). Set it as a monthly visit with the steps in the notes.
- Repeat each building's visit monthly → the walk never needs rebooking
- Write the checklist in the job notes → every tech does it alike
- Repeat a busy laundry room weekly → it stays in shape
- Route the day's buildings on the Team plan → less backtracking across town
- View the crew's week side by side → spread buildings evenly
- Move the Maple Court walk to Friday by voice → one tap saves it
See Which Building Contracts Actually Pay
A monthly contract can lose money once hardware runs and extra hours pile up. Techs clock in at each building and snap receipts as job expenses. You approve both, then compare them with what you billed.
- Clock in at each building → hours land on the right job
- Approve timesheets each Friday → catch a missed punch early
- Snap the hardware store receipt → the cost sits on that job
- Reject an expense with a reason → the tech knows what's allowed
- Chat with the crew on Team → one parts run covers 2 buildings
- Check the business reports → reprice the contract that loses money
Try It Free for 14 Days
Use building maintenance management software free for 14 days and start booking jobs and sending invoices from day one.
What the Switch Costs a Repair Crew
Here's the price, the terms and who helps you set up.
Built for Outside Maintenance Contractors
Managers, boards and landlords hire outside crews, and Procured is for those crews. If you work on staff for one owner, it's the wrong tool.
| Procured Is For | Procured Is Not For |
|---|---|
| You fix apartments, condos and small office buildings | You work in-house and log the owner's boilers and chillers |
| 3 to 10 property managers send you work | Your clients make you work inside their vendor portal |
| Each building gets a walk-through every month | You need scan codes on equipment and meter readings |
| Turn season stacks up around move-in dates | You need spend limits checked before techs start |
| Managers want photos before they release payment | You track each client's insurance papers and compliance files |
| You bill hourly, flat per turn and by monthly contract | You manage subcontractors across many trades |
| You have 2-15 techs plus someone in the office | You need controls for a building's heat and lights |
What Is Building Maintenance Management Software?
Building maintenance management software is the app a repair contractor uses to take work orders, book visits and bill clients. Many tools under this name are CMMS apps, a type of app that tracks a building's own machines. In-house staff use those. Procured is for the outside crew a property manager calls in, and it tracks jobs, not machines.
Common Questions
Is this a CMMS for my in-house facility team?
Does building maintenance system software mean a BMS (building management system) that runs the boilers?
What will my techs see on their phones?
Can a manager approve a turn quote without calling me?
What happens when a repair goes over the manager's not-to-exceed?
Can building maintenance work order software hold the client's own order number?
Can techs check off PM steps on a form?
Can I book filter changes that aren't monthly?
We run on a whiteboard and a group text. How hard is moving to building maintenance management software?
What will building maintenance software cost a 10-person crew?
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