One workflow. Four audiences. Nothing lost in translation.

Tenant logs the issue

From the tenant portal: short description, photo, urgency. No email tennis.

• Auto-routed to the right property
• Urgency: routine / priority / emergency
• Tenant sees status update inline

Admin assesses + assigns

Routine fix or contractor quote needed? Admin tags it and assigns.

• Decides reactive / planned / compliance
• Routes to relevant contractor pool
• Notifies tenant + landlord

Contractor responds

Contractor portal: quote, ETA, access requirements.

• Quote + estimated time
• Asks tenant for access window
• Awaits landlord approval if over threshold

Landlord signs off

Landlord portal: see quote, photos, comments — approve, request requote, or decline.

• One-click approve / requote / decline
• Quote thresholds set per property
• Decision logged to audit trail

Work complete + invoiced

Contractor uploads completion photos + invoice. Landlord pays via the portal.

• Completion photos saved to property
• Invoice generated + paid in-portal
• Tenant confirmation closes the loop

Audience-scoped comments

Every comment is tagged with who sees it. Internal admin notes stay internal. Landlord-only finance discussion stays away from the tenant. Contractor questions stay between contractor and admin.

No audit trail

When the deposit dispute comes around, can you prove who said what when? An inbox can't.

CC chaos

Did the tenant see the contractor's quote? Did the landlord miss the urgency flag? Email gets sloppy fast.

Lost photos

WhatsApp expires media. Email compresses photos. Without a system, you lose the evidence you need later.