property maintenance business software

Fewer Bounced Bills: Property Maintenance Business Software

Net-30 work orders become 90-day waits when a property manager (PM) bounces your invoice. Procured sends a clean bill per unit with photos. They can pay it by bank link.

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Property Maintenance Business Software field service management
Features

On a PM's Vendor List? Here's What Gets Fixed

Your clients send work orders, set limits and pay on terms. Late payment hurts most, so it comes first.

Getting Paid

Net 30 That Doesn't Turn Into Net 120

Three management companies owe you for 12 work orders, each on different terms. Send each bill with a bank-transfer link instead of waiting on a mailed check. Then see who's past due without a spreadsheet.

  • Send a bank-transfer pay link → no waiting on a paper check
  • Add the trip fee as its own line → the drive gets paid
  • Log the PM's check when it lands → the door's balance clears
  • Check open invoices every Monday → call the PMs past 30 days
  • Invoice small repairs the day they're done → no month-end pile
  • Sync paid invoices to your accounting app → the bookkeeper stops asking
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Per-Unit Invoicing

Invoices Property Managers Approve the First Time

Accounts payable bounced your last bill: wrong format, no photos. Now each finished unit gets its own invoice, titled with the work order number. The before-and-after photos ride along.

  • Bill each finished work order on its own → one invoice per door
  • Attach before and after photos → fewer questions from accounts payable
  • Copy the PM's work order number into the job → invoices match their records
  • Have the on-site manager sign at completion → sign-off is on record
  • Log parts used → the parts line has proof behind it
  • Leak back in a week? Reopen that job → one record per repair
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Over-Limit Quotes

Quotes for Work Over the Maintenance Limit

The work order says fix the fence, with a $250 not-to-exceed (NTE) limit. On site, it's a full rebuild. Price the rebuild from the yard with photos, and pick up tools only after you get a yes.

  • Note the NTE amount on the job → know when to stop
  • Photo the real damage → the PM sees why it costs more
  • Watch the quote flip to Viewed → call the PM before they forget
  • Quote patch vs. full rebuild on one link → the PM chooses
  • Tap Convert to Job on a yes → the approved price carries over
  • Put a deposit on the rebuild quote → lumber isn't on your card
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Turns and Tenant Visits

Unit Turns and Tenant Appointments on One Calendar

Three vacant units need paint, patch and fixtures by Friday, and a tenant's leak can't wait. Give the make-ready (getting a unit ready to rent) a start and end date. Then slot the emergency ahead of routine work.

  • Block a make-ready across 3 days → the turn shows as one job
  • Assign a tech to each vacant unit → turns happen at the same time
  • Drag an emergency leak ahead of routine work → it gets same-day help
  • Book occupied units at a set time → tenants know when you're coming
  • Color-code turns, repairs and emergencies → see the week's mix
  • Mark a job On Hold for PM approval → the reason is clear
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Many Properties, One Client

Every Door's Repair History, Unit by Unit

One management company might send work at 12 addresses. Keep them all under that client, with the address on each job. Then pull up every repair you've done at 118 Oak Street.

  • Keep one client per management company → all their properties in one place
  • Put the address and unit on each job → history per door
  • Search past jobs at a building → answer 'when was this last fixed'
  • Note who pays on the job → no surprise when a property sells
  • Set weekly common-area service → hallways and grounds stay on schedule
  • Map the day's jobs on the Team plan → plan the route
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Techs and Receipts

Hours and Material Receipts the PM Can Check

A PM won't release the materials payment without receipts. Your tech snaps the hardware store receipt as a job expense and clocks in at the unit. You approve both from your phone.

  • Snap a receipt as a job expense → attach proof of materials
  • Have techs clock in inside the unit → billed hours match the visit
  • Approve timesheets each week → every labor line has hours behind it
  • Have techs mark arrived at each unit → see who's at which building
  • Note the lockbox code for vacant units → no trip back for keys
  • Message techs in team chat on the Team plan → questions don't wait
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Try It Free for 14 Days

Use property maintenance business software free for 14 days and start booking jobs and sending invoices from day one.

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Why Procured

Vendor Terms for a Small Repair Crew

Here's what it costs, and who helps you set it up.

14-day free trial on real work orders, no credit card
No contract if a PM drops you
A $2,000 bank-link payment costs you $16
Under 5 minutes from sign-up to first work order
Veteran-owned business; talk to US staff, not a bot
Book a call to load your trip fee and rates
Who It's For

Which Rental Repair Crews It Fits

Landlords, PMs and HOAs (homeowner groups) hire outside crews to fix and turn units. Procured is for the outside crew holding the tools.

Procured Is ForProcured Is Not For
You're on the vendor list for 2-10 property managersYour biggest PM only dispatches through their own system
You do make-readies and turns on vacant unitsYou need move-in and move-out inspection reports
Your work orders come with a dollar capYou need invoices coded to each PM's purchase orders
A PM has paid you 90 days late beforeYou want late fees added to unpaid invoices on their own
PMs ask for proof before they release paymentYou need certificates of insurance tracked for each client
You run a small crew of 2 to 8 techsYou split one invoice across several owners automatically
You also handle small landlords with 5-30 unitsYou're the property manager tracking your own maintenance staff
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What Is Property Maintenance Business Software?

Property maintenance business software runs the vendor side of rental upkeep, from work order to paid bill. The clients are landlords, PMs and HOAs. Some people use the phrase for the tools property management offices run. Procured is for the crew those offices hire, not for the offices.

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FAQ

Common Questions

Is this property maintenance management software for in-house teams?

No. Procured is for the outside contractor a PM hires, not the PM's own staff. Do you manage rentals and track in-house techs? Then you want a tool built for the PM side. If you get work orders and send invoices, this fits.

How do I work within a property manager's maintenance limit?

Treat the limit as your rule, since it isn't a setting in the app. Note the amount on the job when the work order comes in. Under it, do the work and invoice. Over it, the job waits for an accepted quote.

Can I bill the owner instead of the PM when a property sells?

Yes. Add the owner as a new client and send them the invoice. Keep a note on the original job of who approved the work and when. That record matters most when a PM says the property is no longer theirs.

Can residential property maintenance software bill a trip fee when the tenant isn't home?

Yes. Put your trip fee on the invoice as its own line and photograph the door with the time you arrived. Your job history shows when you got there. Confirm occupied-unit appointments with the PM or tenant the day before, so the charge holds up.

Can I set up recurring common-area service for an HOA?

Yes. Put an HOA's hallway checks on a weekly repeat and its filter changes on a monthly one. Daily and every-two-weeks repeats work too, say for a busy grounds walk. Billing doesn't happen on its own, so invoice each month's visits yourself.

Does it work as commercial property maintenance software for office buildings?

Yes, for small commercial clients like office parks and retail strips that send repair work orders. Keep each building's address on its jobs and bill the management company. If a client needs formal compliance reports or asset tracking, you'll need a separate tool for that.

How do I keep track of who owes me past net 30?

Open your list of what each client owes and sort out who's late. Procured doesn't send reminders or add late fees on its own. Check your open invoices each week and call the ones who are behind.

Can it pull work orders from a property manager's vendor portal?

Not directly. Procured has no link to property management systems or their vendor portals. You enter the job yourself from the work order, which takes a minute. If a PM wants invoices uploaded to their portal, you still do that by hand.

Do property managers pay faster by bank transfer?

Many say they do. PMs on vendor forums admit a mailed-check vendor waits weeks, while a payment link gets paid sooner. Every invoice you send carries that link. The PM pays from it the same day they approve, by card or straight from the bank.

Which features matter in property maintenance business software for a 2-tech vendor?

Clean invoices, a clear list of who owes you and quotes you can send from the unit. Your 3 people would use 3 of the 5 seats on Team, which is $75 a month.

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