From inspection report to paid invoice, step by step.
Here is what happens at each step, what you see, and what you do. Your team keeps using the software they already use.
- Step 1
Your inspection report reaches us
Your inspectors keep working exactly as they do today. Completed reports reach us one of three ways, depending on your software: a published connection, a limited login you create for us, or simply forwarding the finished report by email.
What you do: Nothing new. Optionally set up an email forwarding rule or a limited user for us.
- Step 2
We read every deficiency
We pull out each deficiency, the location and the equipment, plus the inspector's notes and photos. Anything unclear is flagged for you rather than guessed.
What you do: A short list of questions, only when a report is unclear.
- Step 3
We draft the repair proposal
Each proposal is built from your price list, labor rates and terms, written in plain language a property manager understands, and created in your own software where it allows that.
What you do: Nothing yet.
- Step 4
You approve, edit or reject
Drafts land in an approval queue. Change price, scope or wording, approve, or throw it out. Nothing reaches a customer without your approval.
What you do: Review and approve. Usually a few minutes per batch.
- Step 5
We follow up, six touches
After a proposal is sent, we follow a six-touch sequence of emails and reminders on a schedule you agree to, and stop the moment the customer answers. Replies and questions come to you, or to us if you prefer.
What you do: Answer any technical questions we pass along.
- Step 6
Approved work gets scheduled (Growth and Performance plans)
When a customer says yes, we contact the site to agree on a time inside the windows you have opened, then book it on your scheduling calendar or in your software.
What you do: Keep your available windows up to date. Move anything you like.
- Step 7
We chase the invoice until it is paid (Growth and Performance plans)
After the work is invoiced, we work from your accounting system or its aging report and send polite, regular reminders with a copy of the invoice, logging every promise to pay.
What you do: Tell us about any account you want handled personally or left alone.
Onboarding: your first two weeks
A planned schedule. Exact days depend on how quickly access and templates are approved.
Kickoff call
We learn your software, price list, labor rates, proposal terms and which customers need special handling.
Access set up
You choose the lowest access level that works: forwarded reports, a limited user, or a connection key. We confirm in writing what we can see.
Templates approved
You sign off on proposal format, the six follow-up messages and invoice reminder wording.
Trial run
We draft proposals from a batch of your recent reports. You review them; nothing is sent to customers yet.
Go live
Approved proposals start going out, follow-up begins, and you get your first summary.