Feature
Maintenance and vendor operations
Work orders with a real status machine, vendors who see only what they are assigned, parts that come out of stock when consumed, and violations that follow a cure period instead of a sticky note.
The problem
Maintenance is a group chat with a spreadsheet attached.
Residents do not know if anyone read the request, vendors are texted addresses, costs arrive weeks later on an invoice, and the owner asks why the repair cost what it did.
- No visible status for residents, so they call.
- Vendors get access to everything or nothing.
- Parts are bought twice because nobody knows what is in the truck.
- Lease violations are enforced from memory.
The workflow
Request → triage → dispatch → complete → cost → rate
- Request comes in
From the resident portal or app (with photos), from staff, or from a preventive-maintenance template.
- Triage and prioritise
Priority, assignee and property context; illegal status transitions are rejected by the service layer.
- Dispatch a vendor
Vendors are dispatched through explicit assignments — never by name matching — and see only their work.
- Do the work
Status updates, photos and parts consumption from inventory; residents follow the timeline.
- Close with cost
Costs post as expenses to the property, flow to P&L and owner statements, and can be charged back to a resident when appropriate.
- Rate and learn
Vendor ratings on completion; violations, if any, are recorded with a cure period and escalation path.
Illustrative maintenance board and work-order card; on phones the board becomes a list.
Capabilities
What is built, what needs configuration, what is planned
Each row is a real capability in the current build. Labels are derived from the codebase and its test suites, not from a roadmap deck.
How to read the labels
- Built
- Implemented in the current build and covered by its test suite.
- With configured integration
- Implemented; a live outcome requires a provider you configure (keys, contract, or credentials).
- Pilot
- Implemented in part and enabled per pilot customer with tuning.
- Planned
- On the roadmap. Not sold or promised today.
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Work orders with a status machine
BuiltPer-org ticket numbers, priorities, event timelines, illegal-transition protection and a kanban board.
-
Vendor dispatch through explicit assignments
BuiltVendors see only work explicitly assigned to them; costs, ratings and preventive-maintenance templates are recorded on the ticket.
-
Vendor portal
BuiltAssigned work across client organisations, status updates and photo uploads.
-
Parts inventory
BuiltStock per org, receipts, consumption from work orders, adjustments, reorder runs and valuation.
-
Violations with cure periods and letters
BuiltViolation records, cure deadlines, escalation and generated letter PDFs, visible to the resident.
-
Vendor 1099 export
BuiltYear-end 1099 data export for vendors paid through the system (export only — no e-filing).
By role
What each party gets
Property managers
A board, not a chat. Every ticket has a status, an owner and a cost.
Maintenance vendors
Assigned work only, with photos, ETA and status from the vendor portal or app.
Residents
Submit with photos, watch the timeline, get notified — without calling the office.
Configuration and pilot notes
Before you rely on it
Things that are set up per operator during a pilot, or that depend on a provider you contract.
- Preventive-maintenance templates, priorities and SLAs are configured per operator.
- Vendor onboarding (W-9, insurance) is tracked as documents; verification is the operator’s process.
- Purchase orders exist alongside inventory; a full AP / bill-pay queue is planned.
- Vendor payments are recorded, not disbursed — ResidentAxis does not pay vendors on your behalf.
Questions about this area
Can a vendor work for several of our client companies?
Yes. A vendor user has a separate, explicitly assigned context per organisation; there are no cross-tenant queries.
Do residents see vendor costs?
No. Residents see status and messages; costs are staff- and owner-facing, and a charge-back appears on the resident’s ledger only if you post one.
Related
Connected areas
Move-in, inspections & deposits
Guided inspections, key-release gate, disposition from the diff.
Learn moreResident portal & payments
Balances, receipts, card/ACH via Stripe, Zelle queue, messaging.
Learn moreOwner reporting
Net-to-owner statements, distributions, capex approvals, owner portal.
Learn moreSee maintenance & vendors on your portfolio.
A pilot starts with a discovery call and your CSV exports. We reply within two business days.