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Maintenance Request Tracking System – Streamline Property Repairs with PMS.co.ke


Handling tenant maintenance requests manually often leads to delays, miscommunication, and dissatisfied tenants. With PMS.co.ke’s Maintenance Request Tracking System, landlords and property managers can streamline how maintenance issues are reported, assigned, and resolved. This ensures transparency, accountability, and faster turnaround times for property repairs.

Key Features of the Maintenance Request Tracking System

1. Tenant Self-Service Portal

  • Tenants log requests directly via mobile or web.

  • Attach photos, videos, or notes for clarity.

  • Get instant confirmation that the request has been received.

2. Task Assignment & Workflow

  • Assign requests to caretakers or service providers.

  • Set priorities (urgent, medium, low).

  • Track progress from open → in progress → completed.

3. Real-Time Notifications

  • Tenants receive updates on request status.

  • Landlords and managers get alerts for new requests.

4. Expense Tracking

  • Record costs for each repair.

  • Link expenses directly to the unit, tenant, or landlord account.

  • Generate financial reports for auditing.

5. Multi-Property Support

  • Manage maintenance across apartments, estates, malls, and gated communities.

  • Monitor service efficiency per property.

Benefits of Using a Maintenance Request Tracking System

  • Faster Response Times – Tenants get quick solutions to reported issues.

  • Improved Transparency – All stakeholders can see request progress.

  • Better Tenant Satisfaction – Professional handling improves landlord-tenant relationships.

  • Reduced Costs – Preventive maintenance reduces expensive long-term repairs.

  • Accountability – Service providers and caretakers are monitored for performance.

Why Choose PMS.co.ke?

Unlike generic solutions, PMS.co.ke is tailored for the Kenyan property market. Our system integrates seamlessly with rent collection, tenant management, and financial reporting. Benefits include:

  • M-PESA integration for billing related repair costs.

  • Cloud-based access for remote landlords and managers.

  • Custom branding for agencies and property firms.

  • Dedicated support and onboarding assistance.

Who Can Use the Maintenance Request Tracking System?

  • Individual landlords managing rental units.

  • Property managers handling apartments, malls, and estates.

  • Real estate agencies providing full property services.

  • Investment groups (Chamas) managing shared properties.

Call to Action

Eliminate the hassle of phone calls and lost requests. Upgrade to PMS.co.ke’s Maintenance Request Tracking System and manage repairs with ease.

📞 Call us today at +254 725 345 345 or visit PMS.co.ke to request a free demo.

How the Maintenance Request Tracking System Works

  1. Tenant Submission – Tenants submit a repair request through the portal, app, or web dashboard.

  2. Automatic Logging – The request is recorded with date, unit, tenant, and issue details.

  3. Assignment – Managers assign the task to caretakers, contractors, or vendors.

  4. Progress Tracking – The issue status changes from Open → In Progress → Resolved.

  5. Expense Recording – Any repair costs are logged and linked to the correct property.

  6. Notifications – Tenants and landlords receive updates until the request is closed.

Why Tenants Prefer It

  • Convenience – No need for phone calls or physical office visits.

  • Transparency – Tenants can track progress and know when repairs will be completed.

  • Documentation – Every request is documented with receipts, notes, and photos.

Why Landlords & Managers Benefit

  • Efficiency – Handle multiple requests simultaneously across properties.

  • Reduced Complaints – Faster handling means happier tenants.

  • Cost Control – Track recurring issues and manage maintenance budgets.

  • Reporting – Generate reports on repair trends and service provider performance.

Integration with Other PMS.co.ke Modules

  • Tenant Management – Link requests directly to tenant accounts.

  • Financial Reporting – Tie repair costs to property expense ledgers.

  • Mobile Rent Collection – Bill tenants for damage-related repairs seamlessly.

Future of Maintenance Tracking

At PMS.co.ke, we’re building next-level features for property managers:

  • AI-Powered Predictive Maintenance – Detect recurring issues before they become costly.

  • IoT Integration – Smart sensors for water, electricity, and security systems.

  • Mobile-First Experience – Caretakers and landlords can resolve requests on the go.

Call to Action

Stop losing track of tenant complaints. Upgrade to PMS.co.ke’s Maintenance Request Tracking System and bring order to property repairs.

📞 Call us today at +254 725 345 345 or visit PMS.co.ke to request a free demo.

Common Challenges Without a Maintenance Request Tracking System

  • Lost Requests – Tenants call or text caretakers, but issues get forgotten.

  • Delayed Repairs – Without tracking, urgent issues like water leaks take too long to resolve.

  • High Costs – Ignoring minor issues leads to expensive repairs later.

  • Poor Tenant Experience – Tenants feel neglected, leading to dissatisfaction and higher turnover.

By adopting a Maintenance Request Tracking System, landlords and property managers eliminate these challenges and build trust with their tenants.

How PMS.co.ke Solves These Challenges

  1. Centralized Communication – All tenant requests are logged in one system.

  2. Task Prioritization – Urgent repairs are flagged, ensuring they’re addressed first.

  3. Accountability – Every request is timestamped, making it easy to track caretaker or vendor performance.

  4. Cost Transparency – Each repair’s cost is logged against the property’s financials.

  5. Multi-Property Control – Ideal for managers handling estates, malls, or multiple apartments.

Extra Benefits for Landlords & Property Managers

  • Professionalism – Tenants see a modern, digital system instead of informal phone calls.

  • Tenant Retention – Quick repairs improve satisfaction, reducing turnover.

  • Budget Control – Track recurring issues and allocate budgets more effectively.

  • Digital Reports – Export detailed logs for landlords, investors, or auditors.

Future of Property Maintenance in Kenya

PMS.co.ke is building the next generation of Maintenance Request Tracking Systems with:

  • Mobile-first caretaker apps – staff update repairs on the go.

  • AI-driven maintenance forecasting – detect patterns before breakdowns occur.

  • IoT integration – smart sensors to auto-report water leaks, power outages, or equipment faults.

Call to Action

Stop losing tenant trust due to delayed or forgotten repairs. Switch to PMS.co.ke’s Maintenance Request Tracking System for seamless property maintenance.

📞 Call us today at +254 725 345 345 or visit PMS.co.ke to request a free demo.

Importance of a Maintenance Request Tracking System

Property management is more than just rent collection — it’s also about keeping tenants happy and properties in good condition. A Maintenance Request Tracking System ensures that no repair is forgotten and every request is handled professionally. This improves the tenant experience and protects the long-term value of the property.

Key Problems Solved

  • Delayed Responses: With automated logging and alerts, no request slips through the cracks.

  • Lack of Accountability: Every repair is timestamped, making it easy to hold staff or contractors accountable.

  • Poor Records: The system creates a permanent history of all requests, photos, costs, and resolutions.

  • Budget Uncertainty: Landlords can track how much they spend on repairs, helping with financial planning.

Advanced Features from PMS.co.ke

  • Photo & Document Uploads – Tenants attach images or videos of issues.

  • Mobile Access – Landlords and caretakers update repairs via smartphones.

  • Escalation Rules – Urgent issues like leaks or power outages are auto-flagged.

  • Integration with Rent Management – Costs for tenant-related damages can be billed directly.

Benefits for Different Users

  • Landlords – Gain peace of mind with transparent and trackable repairs.

  • Tenants – Enjoy a reliable, professional way to report and monitor issues.

  • Property Managers – Reduce time wasted on calls and follow-ups by using an organized system.

  • Investors – Get accurate records of property maintenance to track performance.

Future Trends in Maintenance Tracking

  • AI-Powered Maintenance Forecasting – Predict recurring issues before they occur.

  • IoT Sensors – Smart building devices will auto-report water leaks, power surges, or equipment breakdowns.

  • Blockchain-Backed Records – Secure, tamper-proof logs of every repair for compliance.

Call to Action

Don’t let unresolved maintenance reduce your property value or tenant satisfaction. Upgrade to PMS.co.ke’s Maintenance Request Tracking System and simplify how you manage repairs.

📞 Contact us today at +254 725 345 345 or visit PMS.co.ke for a free demo.

Published by PMS