Maintenance records, quotes and owner approvals
Maintenance gets messy when requests live in text messages, quotes arrive in email and invoices are stored somewhere else. Owners need one repair timeline per property.
Separate request, quote and approval
A repair request is not the same as owner approval. Keep request details, quote options, the selected quote and the approval status clear and separate.
- Request details and urgency
- Trusted tradie assignment
- Multiple quote comparison
- Owner approval or rejection
- Invoice and completion evidence
Keep tenant-cost decisions cautious
If a repair might involve tenant damage, keep notes and evidence but do not automatically charge or blame the tenant. Responsibility remains an owner-reviewed decision.
Keep external coordination separate from the owner record
If you use a provider outside RentalKey to coordinate repairs, keep owner approval rules, budgets and final decisions visible in the property record. RentalKey does not activate Maintenance Assist, contractor sourcing or contractor payouts from this guide.
Practical takeaway
A good maintenance workflow preserves every decision: request, triage, quote, approval, work, invoice and evidence.