Keep routine work moving.
- Acknowledge reports and request missing details.
- Track approval requests, quotes and availability.
- Send agreed reminders for routine unanswered messages.
- Bring the case history into the handover.
All client work
Lettings & Property Management
55% less maintenance admin.More time for your portfolio.
For this lettings and property management team, every repair meant chasing tenants, landlords and contractors. SYN Labs connected the maintenance process, reducing monthly coordination and chasing from around 200 hours to 90, according to the project review.
Fewer loose ends.Tenant → Landlord → Contractor → Resolution
- Reported admin reduction
- 55%Maintenance coordination: 200 → 90 hours a month
- Time recovered
- 110 hourseach month from coordination and chasing
- Managed maintenance
- One workflowTenant report through to repair completion
Time figures reported in SYN Labs’ September 2026 project review; approximate monthly estimates for maintenance coordination and chasing, not independently measured results.
The challengeEvery repair pulled
Every repair pulled
the property manager in.
A tenant reported an issue. The property manager then had to secure landlord approval, find a contractor, arrange access, chase the quote and get the work agreed. Each repair created another thread to keep moving.
The job was bigger than booking a repair. The team had to keep tenants informed, get decisions from landlords and know when a contractor still owed an answer. If anyone went quiet, the property manager had to pick it up again.
SYN Labs connected those handoffs in one maintenance workflow. Routine requests and follow-ups move through the system, giving the lettings team more time for tenant service, landlord relationships and managing the portfolio.
Before
With the system
A tenant report needs a manual reply to gather the basic information.
A structured intake gathers the repair details before asking for a decision.
The property manager repeatedly chases landlord approvals and contractor quotes.
Approval requests and contractor follow-ups stay attached to the maintenance case.
An unanswered message leaves the team piecing together the repair history.
Staff receive the outstanding action with the case history, ready to make the call.
How the work movesFrom a tenant’s report
From a tenant’s report
to a completed repair.
The maintenance system connects the people a property manager works with every day: the tenant, the landlord and the contractor. Select a step to follow a repair through.
Step 01 / 04 · Workflow overview
Start with enough information to act.
The tenant submits a form. An immediate acknowledgement and request for missing details create a clearer maintenance record before it is passed on.
Tenant reportStructured case
Step 02 / 04 · Workflow overview
Ask for the decision. Keep it visible.
The system contacts the landlord with the available context and tracks the response. Approval stays with the landlord; routine reminders help keep the request from being forgotten.
Maintenance recordLandlord decision
Step 03 / 04 · Workflow overview
Keep the quote and access together.
Following approval, the workflow contacts the contractor, tracks the assessment and quote, seeks any further landlord approval and coordinates availability with the tenant.
Approved requestQuote & appointment
Step 04 / 04 · Workflow overview
Know when the property manager is needed.
The workflow asks the tenant whether the repair is complete. For unanswered routine messages, it sends a reminder after 24 hours and hands the case to the property management team after another 24 hours, so a person can make the call.
Follow-up & completionProperty manager when needed
The team wanted control when a response stalled. Routine reminders support that handover; urgent maintenance issues need immediate attention under the team’s own procedures.
The reported outcome110 hours a month.
110 hours a month.
Back with property managers.
The project review reports a reduction from around 200 to 90 hours a month spent coordinating and chasing maintenance cases. That gives the team more capacity for tenant service, existing landlord relationships and conversations with new landlords.
110hours / month
Hours recovered each month from maintenance coordination and chasing, based on the reported before-and-after estimate.
Calculation: 200 − 90 = 110 hours recovered; 110 ÷ 200 = 55% less maintenance coordination time. These are approximate figures reported by SYN Labs, not an independently audited measurement. Time recovered is capacity, not a cash-saving claim.
Clear responsibilityThe follow-up can run.
The follow-up can run.
The decisions stay human.
A useful system makes it easier to see and act on the work. It should be clear what the workflow can do, and when a person needs to take over.
Keep judgement with the team.
- Landlords approve the proposed work and costs.
- The team handles disputes, unusual situations and sensitive conversations.
- Urgent issues follow an immediate escalation route.
- Staff take over where the agreed follow-up cycle stalls.
Less chasing.
A more manageable day.
We were spending a lot of our day chasing people. A tenant would report a repair, then we’d be waiting on the landlord, trying to get a quote or checking when the contractor could get in. None of it was especially complicated, but keeping on top of every message took up a lot of time.
SYN Labs helped us bring that process together. We can see where a repair stands and what we’re waiting for, and the routine chasing doesn’t all have to come back to us. When something does need a property manager, we’ve got the history there.
It’s made the day easier to manage. We still deal with the issues that need a conversation, but we’re spending less time checking for replies and more time looking after the properties and the people in them.
For a business like yoursThe questions
The questions
worth asking.
Would this suit our lettings or property management team?
It is relevant when your team repeatedly coordinates repairs between tenants, landlords and contractors. We start with the maintenance process you already use, including approval rules, preferred contractors and when a property manager needs to step in.
Does the system approve repairs or spending?
The system requests and records approval. The landlord retains the decision on work and costs, and the property management team handles exceptions.
Would we have to replace our property management software?
That depends on your current tools and the connections they support. We first map where tenant reports, property records and contractor communication sit, then agree what to keep, connect or change.
When does a property manager take over?
The team asked for staff to step in when routine messages remained unanswered after the follow-up cycle. Landlord decisions and cases that need a direct conversation stay with people. Urgent maintenance issues need immediate attention.
Can we expect the same time saving?
The 55% figure is the approximate reduction reported for this project. Your result depends on maintenance volume, your starting process and what can be automated. We would establish your baseline first.
Your next stepLess chasing.
Less chasing.
More time for your portfolio.
Walk us through how your lettings team handles one repair, from the tenant’s first report to the contractor’s final visit. We’ll identify the follow-up you can automate and the decisions your property managers should keep.
Discuss your project 30-minute workflow diagnosis. No obligation.