Maintenance
Maintenance Tracking Software for Canadian Rental Properties
Every repair request, update, note, photo and cost recorded against the right unit — so nothing gets lost between a text message and a contractor.
Maintenance is where rental operations quietly leak money and goodwill. A request arrives by text, a contractor is called from memory, the tenant asks for an update, and three weeks later nobody can say what was done or what it cost. Propvera keeps maintenance as records instead of conversations: requests with status, internal notes for your team, public updates for the tenant, photos where useful, and a per-unit history that carries forward.
Summary
- Propvera provides maintenance tracking for Canadian rental properties, organized by property, unit and tenant.
- Requests can be submitted by tenants through the resident portal or created directly by landlords and property managers.
- Each record supports status tracking, internal notes visible only to staff, and public notes visible to the tenant.
- Photos and documents can be attached, and completed work can be logged as a property expense.
- Propvera does not provide automated vendor dispatch or field-service scheduling.
Who this is for
Landlords handling their own repairs
Owners who arrange trades themselves and need a record of what was done and what it cost.
Property managers fielding requests
Teams answering "any update?" several times a day who would rather the answer be visible to the tenant.
Multi-building operators
Portfolios where recurring issues in a building only become obvious if the history is in one place.
Owners reporting to investors
Managers who need maintenance costs to appear correctly on the monthly owner statement.
What Propvera helps with
Tenant requests
Residents submit issues from the portal, arriving attached to the correct unit and tenancy.
Manager-created records
Log preventative work, inspections and repairs your team initiated, not just tenant reports.
Status tracking
Move a record from open to in progress to completed, with dates that create a timeline.
Internal vs public notes
Keep staff notes private while sharing an appropriate update with the tenant on the same record.
Photos and documents
Attach before-and-after photos, quotes and invoices where they belong.
Cost to expenses
Log completed work as a property expense so reporting reflects real maintenance spend.
What we do not claim
Propvera is a maintenance record and communication system, not a field-service platform. It does not automatically dispatch vendors, run contractor bidding or schedule crews with routing. If you need those, keep your dispatch tool — Propvera holds the record of what happened against the tenancy.
Why history by unit matters
A single repair is an errand. Five repairs to the same unit in a year is a capital decision. Because every record is attached to a property and unit, patterns become visible: the appliance that keeps failing, the building with recurring plumbing calls, the unit where turnover costs more than it should.
- Recurring issues surface instead of being rediscovered
- Turnover costs can be reviewed unit by unit
- Documentation exists if a dispute over condition arises
- Owners see maintenance spend in the same statement as rent
Fewer status phone calls
When a tenant can see that their request was received and is in progress, the follow-up call usually does not happen. That is a small change per request and a large change across a hundred units, especially for a small team.
Frequently asked questions
Can tenants submit maintenance requests in Propvera?
Yes. Tenants with portal access can submit a request that arrives attached to their unit and tenancy, and they can see status updates you choose to share.
Can I create maintenance records myself?
Yes. Landlords and property managers can log any repair, inspection or preventative work directly, whether or not a tenant reported it.
Can I keep some notes private from tenants?
Yes. Each record supports internal notes for your team and public notes for the tenant, so you can document context without sharing it.
Can I attach photos and invoices?
Yes. Photos and documents can be attached to a maintenance record, which is useful for condition disputes and for justifying costs to owners.
Does Propvera dispatch contractors automatically?
No. There is no automated vendor dispatch, bidding or crew scheduling. Propvera records and communicates the work; you arrange the trades as you do today.
Do maintenance costs appear in reporting?
Yes. Completed work can be logged as a property expense so it appears in income and expense reporting and on owner statements.
Is maintenance tracking available on mobile?
Yes. The interface is mobile responsive, which matters when the request comes in while you are standing in the building.