FOR LEASEHOLD MANAGERS
How PropMaintain works?
Connecting managers and trades through one simple app PropMaintain connects leasehold managers and trusted trades through one simple app — from request to payment.
Become a user
Free to register. Free to use.
There are no setup fees, no subscriptions, and no long-term contracts for managing agents or estate managers.
You only pay when work is completed.
Open-market job bidding
Post a job once and receive multiple competitive quotes from vetted, local tradespeople. Compare price, ratings, and availability to select the best-value option for each job.
Multiple quotes, one simple workflow
Each job attracts several independent quotes, enabling transparent price comparison, faster approvals and reduced reliance on expensive national contractors.
Best trades, closest to site
Jobs are visible to nearby tradespeople who are open to work, helping secure faster response times, lower travel and call-out costs and high-quality, locally rated contractors
Centralised property management
All jobs, approvals, compliance records, sign-offs, and payments are stored in one auditable platform—linked to each building and property.
Priority support & oversight
PropMaintain provides onboarding support, contractor vetting, and job oversight when required.
Actionable insights & reporting
Track maintenance spend by building, trade, and time period to improve budgeting, reduce overspend, and plan future works more accurately.
1. Contact & Onboarding
Managing agents start by contacting PropMaintain directly. Once onboarded, we:
- Set up a Head Office (Admin) account
- Configure your organisation structure and permissions
- Assign initial admin users
- Perform a one-off assisted property and site load to ensure all buildings, addresses, and site details are set up correctly from day one
This initial setup is handled by the PropMaintain team to ensure accurate property data, correct site-to-user mapping and clean reporting and audit trails from the outset.
Once onboarding is complete, your Head Office team has full administrative control of the platform.
From the Head Office dashboard, you can:
User management
- Add and remove users at any time
- Assign roles and permissions (e.g. Head Office Admin, Property Manager, Estate Manager)
- Control who can post jobs, approve quotes, sign-off completed works
This ensures the right level of oversight while allowing estate teams to work independently.
Property & site management
Head Office users can:
- Add new buildings and estates
- Edit site details, access instructions, and key contacts
- Group properties by portfolio, region, or managing team
- Maintain a permanent job history linked to each building
All historical data remains attached to the property, supporting audits, budgeting, and long-term planning.
Inviting & managing estate managers
Head Office admins can invite estate managers directly from the platform. Estate Manager Setup:
- Estate managers receive an email invitation
- They download the PropMaintain app
- They are automatically linked to the correct sites and permissions
Estate managers can then:
- Post maintenance jobs
- Review incoming quotes
- Sign off completed work on site
Head Office retains visibility and control at all times.
Posting jobs & open-market bidding creating a job
Estate or property managers post a job in minutes by:
- Selecting the site
- Adding a description and photos
- Choosing the trade category
Open-market quoting
- Jobs are instantly visible to suitable local tradespeople
- Multiple trades submit independent quotes
- Quotes include price, availability, and trade rating
This open, competitive process ensures best value and faster turnaround.
Quote review, approval & scheduling
- Compare multiple quotes side by side
- Select the best-priced, highest-rated trade
- Confirm job timing and access details
Once approved, the job is scheduled and fully tracked in the system.
Job completion & digital sign-off
When work is completed:
- Trades upload before-and-after photos
- Materials and notes are recorded where required
- Digital sign-off is completed by the estate manager and the tenanat (where applicable).
Only signed-off jobs move to payment.
Payments, compliance & records payments
- Payment is triggered only after job approval
- Agencies pay via secure bank transfer (Stripe Pay by bank)
- Trades are paid within 7 days of sign-off
Compliance handling
- CIS deductions applied where required
- VAT handled correctly based on registration status
- Full payment and tax records stored securely
Reporting, oversight & ongoing use
Head Office teams can:
- Track spend by building, site, trade, or time period
- Monitor job status across the entire portfolio
- Export reports for budgeting, audits, and board review
The platform scales seamlessly as new properties, users, and sites are added.
Frequently Asked Questions
You can find answers to the most commonly asked questions in this section.
Is PropMaintain free to use?
Yes. PropMaintain is free to register and free to use. There are no subscriptions, setup fees, or long-term contracts. You only pay when work is completed.
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 we block a tradesperson from our sites?
Implemented in Q1 FY26
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.
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