# Maintenance requests, inspections and vendors in one trail

> Property management workflow software for maintenance requests, vendor onboarding, inspections and invoices, with public forms, located photos and deadlines.

Property and facilities teams spend the day between requests and vendors. A tenant reports a leak, a building needs its monthly walk-through, a plumber sends an invoice, a new contractor wants to start work next week.

Requests come in by phone, email and text, and vendors send their paperwork whenever they remember. When an owner or a tenant asks what happened with a repair, the history is in someone's inbox and the photos are on a technician's phone.

## Where the work gets stuck

### Requests from every channel

Today: Tenants and occupants call, email and text, and some requests are never written down.

With a process: A public service request form gives everyone one entry point without an account, and the requester follows it on a tracking page with email updates.

### Repairs approved after the fact

Today: A vendor does the work and the cost first shows up on the invoice, with nobody having agreed to it.

With a process: A maintenance request records the diagnosis and the estimated cost, approves it before the work and then totals materials and labor.

### Vendors without paperwork

Today: A contractor starts work before their W-9 and certificate of insurance are on file.

With a process: Supplier onboarding collects the documents and runs a finance check before the vendor gets a code and payment terms.

### Inspections nobody can show

Today: Routine walk-throughs happen, but there is no dated record of what was checked or what was fixed afterward.

With a process: A safety inspection can start on a schedule, with a checklist, located photos and a corrective action for anything that fails.

## Processes to start with

- [Service request](https://easy.wf/templates/service-request.md): Tenants and occupants submit a request through a public link and follow it on their own page.
- [Maintenance request](https://easy.wf/templates/maintenance-request.md): Record the problem with photos, approve the repair cost and confirm the work was done.
- [Safety inspection](https://easy.wf/templates/safety-inspection.md): Walk a building with a checklist, attach located photos and open corrective actions for anything that fails.
- [Fire extinguisher and first-aid check](https://easy.wf/templates/fire-extinguisher-and-first-aid-check.md): Check the extinguishers and first-aid kits in each building every month, with photos, a signed record and a deadline for anything missing.
- [Field service visit](https://easy.wf/templates/field-service-visit.md): Schedule a technician, record the visit with before and after photos and collect a signature on site.
- [Supplier onboarding](https://easy.wf/templates/supplier-onboarding.md): Collect a vendor's W-9, certificate of insurance and bank details before the first job.
- [Invoice approval](https://easy.wf/templates/invoice-approval.md): Confirm the work was actually done before a vendor invoice is scheduled for payment.
- [Purchase order with approval limits](https://easy.wf/templates/purchase-order-with-approval-limits.md): Route supplies and repairs by amount and issue the purchase order PDF at the end.
- [Customer complaint](https://easy.wf/templates/customer-complaint.md): Handle complaints through a public link, with a deadline for the answer and a tracking page for the person who filed it.

## What matters most

- Public request forms: Tenants, occupants and owners submit requests through a public form, without an account.
- Request tracking: The requester follows progress on a tracking page and gets email updates instead of calling to ask for status.
- Photo evidence: Before and after photos are stamped with time and location, so they show when and where the work happened.
- Recurring schedules: Monthly inspections and other recurring checks can start on their own.
- Automatic assignment: Requests can be assigned automatically to a pool of technicians, round robin or to whoever has the least open work.
- Guest steps: A vendor can fill a step from an email link, such as reporting the work done, without an account or a seat.

## Questions

### Is Easyflow property management software?

Not in the accounting sense. It does not handle leases, rent collection or owner statements. It runs the maintenance, inspection and vendor processes that sit next to those systems.

### Do tenants need an account to submit a request?

No. Public forms work without an account, and the requester gets a tracking page and email updates. Tenants and vendors never count as users.

### Can requests be assigned to technicians automatically?

Yes. A step can go to a pool, rotate round robin or go to the person with the least open work.

### Can we run inspections on a schedule?

Yes. A schedule starts a process automatically on a recurrence, such as a monthly inspection, in your workspace timezone.

Page: https://easy.wf/industries/property-management