Maintenance · Vendor coordination
Every repair request, coordinated inside your policy.
Set your approved vendors and your spending limit once. Routine repairs get quoted, compared, and scheduled inside that policy. Anything outside it reaches your team as one clear decision, not another ticket.
02. Quotes vs. policy
Approved vendors only
- Northstar Electrical CA$86
- Vendor B CA$140
Within CA$100 auto-approval limit
First available window booked automatically.
Product workflow preview. The maintenance agent coordinates within your policy. Anything outside it escalates to your team.
What the workflow makes visible
One policy. One reviewable record.
Propilot keeps the request, the quotes compared, the policy decision, and the outcome in one maintenance record, whether it resolved on its own or reached your team.
POLICY
Approved vendors and a spending limit are set once, then applied to every incoming request.
EVIDENCE
Quotes, the comparison against policy, and the scheduled outcome stay attached to the request.
CONTROL
Only requests outside your policy, or flagged as emergencies, reach your team for a decision.
Request to resolution
A repair request, worked inside your policy.
The tenant sees fast acknowledgement and a clear next step. Your team only sees the requests that need a decision.
- 01
Request received
A tenant reports an issue by call, email, or a supported message channel. Property, unit, and prior repair history attach to the request automatically.
- 02
Vendors quoted
Only vendors on your approved list are contacted, in parallel, for price and first availability.
- 03
Quotes checked against policy
The lowest qualifying quote is compared against your auto-approval limit. Anything within it moves forward; anything above it waits for your review.
- 04
Scheduled or escalated
Work within policy is booked and confirmed with the tenant and vendor. Exceptions, and anything flagged as an emergency, go to your team with the full brief attached.
When it isn't routine
Safety overrides the queue.
Water near a light fixture, or anything else flagged as a safety signal, does not wait in a routine dispatch queue. The tenant gets immediate guidance, and the full brief reaches your duty lead as an exception.
Safety guidance sent first
The tenant receives immediate, concrete guidance before anything else happens.
Duty lead escalation
Property, unit, access details, and prior history travel with the escalation, not just the alert.
Decision trail recorded
The safety signal, the context attached, and the escalation are retained for review.
The trust boundary
Clear for the tenant. Controlled by your policy.
What the tenant sees
- Fast acknowledgement of the request, in the channel they used.
- A scheduled window once a vendor is confirmed.
- Immediate safety guidance if the issue is flagged as an emergency.
What your team reviews
- Quotes above your auto-approval limit, before any vendor is booked.
- Any request outside your approved-vendor list.
- Every emergency exception, with the full brief attached.
Answer-first details
Questions before you set your first policy.
What does the maintenance workflow actually do?
It receives a request by call, email, or a supported message channel, attaches property and unit context automatically, requests quotes from your approved vendors, and compares those quotes against your policy before booking a repair window.
Does it approve spending on its own?
Only within a limit your team sets. A repair that fits your approved-vendor list and auto-approval limit gets scheduled directly. Anything above that limit, or outside policy, is prepared as a decision for your team, not sent to a vendor automatically.
What happens with an emergency, like a leak?
Safety issues override routine dispatch. The tenant gets immediate safety guidance first, then the full context escalates to your duty lead as an exception, not a queued ticket.
Can I restrict which vendors get contacted?
Yes. The workflow only contacts vendors on your approved list. You set that list, and you set the spending limit that determines what can be scheduled without your review.
What does my team actually review?
Exceptions: anything above your auto-approval limit, anything outside your approved-vendor list, and anything flagged as an emergency. Routine repairs that fit your policy are scheduled and recorded without waiting on you.
What gets kept as a record?
The original request, the quotes compared, the policy decision, the scheduled window, and the outcome stay together as one record, so the next similar request has history to work from.
See the maintenance workflow
Set your policy before the next repair call comes in.
See whether this fits your vendors, your spending limit, and the exceptions your team wants to keep reviewing.
Book a maintenance walkthrough