A closer look at how Prop-Ops runs the day-to-day.
Logging a job takes seconds — pick the location, describe the problem, set a priority, attach photos straight from the camera, and decide how it's handled: in-house, or quoted out. Every job gets a unique reference number, so nothing is ever ambiguous about which job is which.
For anything that needs a contractor, one click generates a request for quote. Prop-Ops suggests contractors ranked by who's actually done this work at this property before, and lets you send by email, save as a draft, or record a quote taken over the phone.
When a quote comes back, AI reads it and pulls out the price, scope, and start date — but nothing is saved or acted on until you confirm it. Once approved, at a threshold that scales with the job's value, it becomes an order, still carrying the same reference back to the original job.
Every job, quote, and order moves through one status rail, timestamped and attributed to whoever made the change. Work isn't done until there's photo proof, and anything owed money moves cleanly into a payment batch, with anything overdue flagged automatically.
Contractors are onboarded with their compliance documents on file — insurance, tax clearance, B-BBEE certification, COID registration, banking details — and Prop-Ops tracks what's missing or expiring, chasing contractors automatically. A contractor can't be invited to quote, given an order, or paid until their tax status is on record. AI can even read an uploaded VAT certificate and update the record, with a person signing off before it's final. Every contractor builds a track record — jobs completed, turnaround time, how often work needs redoing — so the best contractors rise to the top of every future recommendation.
Real accounting underneath the maintenance workflow: general ledger, budgeting with version history and month-end locking, accounts receivable, batched electronic payments, invoicing, bank reconciliation, VAT handling, and recovering shared costs like utilities from tenants. Arrears and overdue accounts are flagged automatically, not discovered at month-end.
Leases, rent escalations, tenant records, lease proposals, and move-outs, all in one place — feeding directly into rent roll reporting, so the operational side and the commercial side of your properties live in the same system instead of two disconnected spreadsheets.
Occupational health and safety checklists and documents are tracked per property, and service-level agreements are monitored against their actual obligations — so compliance is something the system helps you stay ahead of, not something that surfaces during an audit.
Keep a proper register of your fire safety equipment, HVAC plant, and building assets — with service intervals so you always know what's due — and tie every job back to the exact piece of equipment it's about. Each property starts with a standard catalogue of common asset types: fire safety (hydrants, extinguishers, sprinklers, fire pumps, detection panels, hose reels, fire doors), HVAC and plant, and general building equipment (lifts, generators, access control, CCTV, and more), with your own asset types added as needed. Every asset is tracked with its make, model, serial number, and location. Fire safety and general equipment carry a service interval and last-serviced date, with overdue and due-soon items flagged automatically. Logging a job against a specific asset auto-fills its location and unit.
Polished, ready-to-send PDFs for SLAs, invoices, statements, payment batches, and compliance packs — no manual formatting. One-click exports cover rent rolls, ledgers, aging reports, budgets, tenancy schedules, lease expiries, and full job/order/contractor histories. A home dashboard pulls together jobs, orders, payments, and anything waiting on your attention, across every property you're responsible for — each report only visible to the people who should see it.
Prop-Ops installs like a real app on a phone — no app store needed — and opens straight into a purpose-built job-logging flow: pick a location, describe the issue, snap a photo, submit. It works with no signal too: jobs logged offline queue up and submit automatically the moment connectivity returns, so a maintenance walk-through in a basement or parking garage never loses data. On a phone, the dashboard is lighter and faster — not just a squeezed-down version of the desktop screen.
AI shows up throughout the workflow — reading contractor quotes, matching inbound emails to the right job, drafting follow-ups — but never sends, saves, or commits anything without a person confirming it first.
See the AI page →Admins, managers, on-site handymen, finance staff, tenants, and contractors each get access shaped to their role, at both the property and organisation level. An agency managing several clients' buildings can never see across clients by accident — each client controls exactly how much access their managing agent has into their own data.
Inbound emails from contractors and tenants are automatically matched to the right job and property, landing in a shared inbox instead of a personal one nobody else can search. Outbound quote requests can be sent immediately, saved as a draft, or left unsent — nothing goes out without the option of a human check. Real-time in-app notifications keep everyone current without relying on email chains.
Tenants get their own portal to log maintenance requests and track progress — without needing to email or phone the property manager.