Maintenance
From a resident's request to a paid bill
Requests become work orders. Work orders carry labor, materials, photos and notes. Vendor invoices become bills. What the resident owes is billed back.
Everything in maintenance
Resident requests
Submitted from the portal with a category, tips for the category, photos and permission to enter. Emergency instructions and the after-hours number are shown to the resident.
Triage and duplicates
Priority, category and an emergency flag. A likely duplicate is flagged when a request or work order opens.
Work orders
One request can open several work orders. Each has a lifecycle, a technician or vendor, labor and material lines and a cost.
Notes and photos
Internal notes stay internal. Resident-visible updates go to the resident, and an automation rule you set can email them when the status changes.
Owner approval
Work above a threshold waits for the owner, who approves or declines in the portal with a reason.
Estimates and purchase orders
Estimates with lines, sent and approved or declined. Purchase orders submitted, approved, closed.
Vendor invoices to bills
An accepted invoice from the vendor portal opens a bill with the vendor, property and lines filled in.
Bill-back
Charge the resident's lease for damage they caused, with a chosen charge type, and reverse it in one step if needed.
Recurring and preventive work
Schedules from weekly to yearly, and work orders that open on move-in or move-out.
Inspections
Templates with areas and items, walked area by area with photos, printable as PDF. Works without a connection and saves each area when one returns. A failed item can open a work order.
Technician view
A list of the work assigned to the person doing it, sized for a phone.
Entry notices
A visit inside the notice window is refused unless it is an emergency. The window is a setting.
Inventory and projects
Supplies by storage location, used on work orders, with low-stock flags. Projects with a budget across work orders, purchase orders and bills.
Unit turns
A board of units between residents, from inspection to deposit complete, with who did each step and when.
Use only the modules you need
The maintenance module can be switched off for your company. Its menus, pages and resident request form disappear, and everything else keeps working.
Common questions
Can residents see internal notes?
No. Internal notes and resident-visible updates are separate, and the resident only ever sees the second kind.
Do vendors need an account?
Vendors get a portal under your company's name where they accept or decline work, add notes and photos, mark it done and submit invoices.
Does an inspection need a signal?
No. The inspection page loads every area and moves between them without a connection. Each area is saved when the connection is back.
Other areas
- PortalsResident, owner and vendor portals under your company's name, plus an applicant status link. Pay rent, request repairs, read statements, approve work.
- ReportingRent roll, delinquency, income statement, balance sheet, trust balances, work order aging, lead conversion and an audit log, each exportable to CSV.
- Self-storageStorage units, prorated move-ins, gate codes with a keypad file, overlock and gate deactivation as collection steps, on the same ledger as your rentals.
- Product overviewEverything Harbeo does, area by area: leasing, accounting, payments, maintenance, portals and reports.
See a request become a bill
Request a demo and we will take a resident request through to the vendor's invoice and the bill-back.