Frequently Asked Questions
You can find answers to the most commonly asked questions for Leasehold & Property Management Companies
When do I get charged?
User licences are billed monthly. Job fees only apply when external work is completed and approved.
Are there any hidden fees?
No. What you see here is exactly what you pay.
Do trades pay anything upfront?
No — trades only pay a small fee of £15 per job when they complete the work.
Is PropMaintain free to use?
PropMaintain is free to register but there is a monthly per user license that can be cancelled at any time. There are NO setup fees, or long-term contracts. You only pay for people and work, not for growth, properties, or complexity.
How do we get started as an agency?
Agencies contact PropMaintain directly. We set up a Head Office (Admin) account, configure your organisation structure, and perform a one-off assisted property load to ensure everything is set up correctly from day one.
Can we administer the platform ourselves?
Yes. Once set up, your Head Office team has full control to:
- Add and remove users
- Set roles and permissions
- Add properties and sites
- Invite estate managers
How does open-market bidding work?
When a job is posted, it is shared with suitable local tradespeople. Multiple trades submit independent quotes, allowing you to compare price, ratings, and availability before selecting the best-value option.
Are we tied to specific contractors?
No. PropMaintain is an open marketplace. You are never locked into a single supplier and can choose a different trade for every job.
Can estate managers post jobs themselves?
Yes. Estate managers can post jobs, review quotes, and sign off work within the permissions set by Head Office.
What if an estate manager doesn’t use the app?
The PropMaintain team can assist with job posting where required to ensure continuity of service.
How is job history stored?
All job data is permanently linked to the building or site, not the individual manager. This supports audits, budgeting, warranties, and long-term reporting.
How are payments handled?
Payments are triggered only after job completion and sign-off. Agencies pay securely via bank transfer using Stripe Pay by Bank.
Does PropMaintain handle CIS and VAT?
Yes. CIS deductions and VAT are handled correctly based on the status of the tradesperson and the nature of the work. All amounts are clearly shown on invoices.
Are there any minimum usage commitments?
No. There are no minimum volumes or usage commitments.
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