Discuss your projectMaintenance requests reach the right vendor with photos and access notes, turnovers move on a shared board, and property owners receive statements that explain the numbers. It runs around the property management system your accounting and leasing teams already use.
Illustration of a maintenance and turnover board built by Baybloom for a property management company: resident requests triaged, vendors dispatched with insurance checked, and units moving from move-out to rent-ready.
Principals, COOs, and operations leaders of residential and commercial property management companies and real estate operators. The property management system holds leases, rent, and the ledger; the work around it, from a resident’s maintenance request to a vendor’s invoice to a property owner’s questions about a statement, runs through email, phone, and spreadsheets.
The workflow
The steps we see most often in this kind of operation.
What we build
Capture the unit, the issue, photos, and entry permission from residents or tenants, then triage by urgency and route each request by clear rules.
Assign work by trade, property, and approval limit, and let vendors accept jobs, post photos, and submit invoices from a simple sign-in.
Track every vacant unit from move-out through cleaning, repairs, and final inspection, so leasing knows when each unit is ready to show.
Run move-in, move-out, and periodic inspections from a checklist on a phone, with photos attached to the unit record rather than personal devices.
Hold insurance and license documents on each vendor record, alert before they expire, and hold dispatch to vendors whose documents have lapsed.
Explain maintenance spend, open work, and vacancy by property alongside the statement from your property management system, so owners see the reasons behind the numbers.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
Some property management systems offer broad APIs and others limit access to partner programs or exports, which determines how much syncs automatically.
Commercial tenants bring lease-specific responsibilities, cost recovery, and approval chains, so a mixed portfolio needs more rules than residential units alone.
A large vendor network with varying trades, rates, and document requirements adds onboarding, data cleanup, and testing before dispatch rules can rely on it.
Simple maintenance summaries are straightforward, while statements that reconcile to the ledger by property and entity need careful mapping and review with accounting.
Regional residential property manager
At a regional property manager, residents typically report repairs by phone and email, and coordinators work through vendor lists by phone, then chase photos afterward. A first release gives residents a request form that captures the unit, the issue, photos, and entry permission, then routes the work by trade, property, and approval limit. Dispatch is blocked for any vendor whose insurance has lapsed. Vendors accept jobs, post updates, and submit invoices from their view, and work orders and bills sync to the property management system. A make-ready board for turnovers is a sensible next phase.
Questions
What leaders in this industry ask us first.
No. The property management system stays the record for leases, rent, and the ledger. We build the maintenance, vendor, turnover, and reporting workflow around it and keep the two in sync.
Often the built-in module is enough. Custom work makes sense when your triage rules, vendor approval limits, insurance checks, or owner reporting do not fit it, and coordinators are working around it in email and spreadsheets.
Vendors get a simple sign-in, usually on a phone, to accept or decline work, see access notes, post updates and photos, and submit invoices. They see only the work orders assigned to them.
Yes. Each vendor record holds insurance and license documents with expiration dates. Alerts go out before a document expires, and dispatch rules can hold work for any vendor whose documents have lapsed.
A move-out creates a turnover record with a checklist, vendor tasks, due dates, and inspection photos. Leasing sees which units are ready to show, and the move-out inspection is available if a deposit is disputed.
Yes, through reporting or a portal limited to their properties: work orders, approvals, and spend alongside the statement, so fewer questions reach the portfolio manager.
The cost is set in a written scope before the build begins, once we have seen your portfolio, your property management system, and the maintenance workflow, so the figure is specific to your company.